[Federal Register Volume 71, Number 58 (Monday, March 27, 2006)]
[Notices]
[Pages 15177-15179]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-4416]


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COURT SERVICES AND OFFENDER SUPERVISION AGENCY FOR THE DISTRICT OF 
COLUMBIA


Privacy Act of 1974; Notice of Amended System

    Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 
552a), the Court Services and Offender Supervision Agency for the 
District of Columbia (CSOSA) gives notice of proposed amendments to its 
previously published system of records on the Supervision Offender Case 
File (CSOSA-9).
    The system of records is being amended to add to the existing 
categories of records and make editorial or organization changes, to 
add other identifiers that may be used to retrieve information, and to 
update the provisions for storage and safeguards and the citation for 
the authority for maintenance of the system.
    More specifically, the categories of records would be amended to 
include electronic monitoring information (for example, Global 
Positioning System (GPS) data) and United States Parole Commission 
decisions. In addition, the routine use provision in Section B, which 
applies to the disclosure of information to ``any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation 
unless prohibited by law or regulation'' would be amended by adding the 
qualifying phrase ``to the extent necessary to accomplish their 
assigned duties'' to conform with the language set forth in the 
comparable routine use provision in CSOSA's system of records for 
Supervision & Management Automated Record Tracking (CSOSA-11). The 
routine uses would also be amended for stylistic reasons to make use of 
parallel construction and to redesignate Section I. The Retrievability 
provision is being amended to note that Metropolitan Police Department, 
D.C. Department of Corrections, and Federal Bureau of Investigation 
identification numbers can be used to retrieve information.
    Finally, the Storage provisions and the Safeguards provisions are 
being amended to note the special requirements for electronic 
monitoring information. The citation for the authority for maintenance 
of the system would be amended to include CSOSA's enabling legislation 
which is the underlying programmatic authority for collecting, 
maintaining, and using the information.
    In accordance with Title 5 U.S.C. 552a(e)(4) and (11), the public 
is given a 30-day period in which to comment on this notice; and the 
Office of Management and Budget (OMB), which has oversight 
responsibilities under the Act, requires a 40-day period in which to 
conclude its review of the system. Therefore, please submit any 
comments to Renee Barley, FOIA Officer, Office of the General Counsel, 
Court Services and Offender Supervision Agency for the District of 
Columbia, 633 Indiana Avenue, NW., Washington, DC 20004 by April 26, 
2006. The amended system of records will be effective, as proposed, on 
May 11, 2006 unless CSOSA determines, upon review of the comments 
received, that changes should be made. In that event, CSOSA will 
publish a revised notice in the Federal Register.
    In accordance with Privacy Act requirements, CSOSA has provided a 
report on the amended systems to OMB and Congress.
    The amended system of records is given below in its entirety for 
the convenience of the reader.


[[Page 15178]]


    Dated: March 22, 2006.
Paul A. Quander, Jr.,
Director, Court Services and Offender Supervision Agency.

Court Services and Offender Supervision Agency for the District

CSOSA-9

System name:
    Supervision Offender Case File.

Security classification:
    None.

System location:
    Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004. See 28 CFR part 800, Appendix A for field 
office addresses.

Categories of individuals covered by the system:
    Individuals currently or formerly under Agency supervision.

Categories of records in the system:
    The files may contain but are not limited to presentence 
information, sentencing information, institutional adjustment (parole 
only), treatment records, compliance orders, field notes, PD-163 
(police report), electronic monitoring information (for example, Global 
Positioning System (GPS) data), judgment and commitment orders, program 
reports, psychiatric reports, assessments, Parole Board and United 
States Parole Commission and judicial decisions and post-release 
information to include risk assessment, substance abuse testing, 
referrals, offender reporting forms, progress and behavior reports and 
correspondence.

Authority for maintenance of the system:
    5 U.S.C. 301; 111 Stat. 748, Pub. L. 105-33, Sec.  11233; D.C. 
Official Code Sec.  24-133(c).

Purpose(s):
    Information is maintained and used to determine risk/needs 
assessment, supervision documentation, case management and 
documentation of the offenders' compliance with release conditions.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    A. Disclosure to a congressional office or member or D.C. Council 
member in response to an inquiry made at the request of an individual 
currently or formerly under CSOSA supervision.
    B. Disclosure to any civil or criminal law enforcement agency, 
whether Federal, state, or local or foreign, which requires information 
relevant to a civil or criminal investigation to the extent necessary 
to accomplish their assigned duties unless prohibited by law or 
regulation.
    C. Disclosure to a Federal, state, local, foreign, or international 
law enforcement agency to assist in the general crime prevention and 
detection efforts of the recipient agency or to provide investigative 
leads to such agency.
    D. Disclosure to a source from which information is requested in 
the course of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested unless 
prohibited by law or regulation.
    E. Disclosure to the appropriate Federal, state, local, foreign or 
other public authority responsible for investigating, prosecuting, 
enforcing or implementing a statute, rule, regulation, or order where 
CSOSA becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation unless prohibited by 
law or regulation.
    F. Disclosure to a contract or treatment facility that provides 
services to individuals under CSOSA supervision to the extent necessary 
to accomplish its assigned duties unless prohibited by law or 
regulation.
    G. Disclosure to Federal, local and state court or community 
correction officials to the extent necessary to permit them to 
accomplish their assigned duties in any criminal matter unless 
prohibited by law or statute.
    H. Disclosure to employers or prospective employers concerning an 
individual's criminal history and other pertinent information relating 
to prospective or current employment of the individual unless 
prohibited by law or regulation.
    I. Disclosure to the National Archives and Records Administration 
and to the General Services Administration during a records management 
inspection conducted under 44 U.S.C. 2904 and 2906 unless prohibited by 
law or regulation.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    GPS data is hosted on servers that are managed by contract 
companies. Other information is stored manually in file folders or 
electronically on computers.

Retrievability:
    Information can be retrieved by the name of the individual or by 
the DC Department of Corrections (DCDC) number, the Metropolitan Police 
Department (PDID) number, or the Federal Bureau of Investigation 
number.

Safeguards:
    The servers maintaining GPS data are located in a locked room; 
access to the servers is restricted, and end users must have a valid ID 
and password to access the data. Other information is maintained 
manually in file cabinets which are kept in locked offices.

Retention and disposal:
    Information will be maintained for 20 years after expiration of 
supervision.

System manager(s) and address:
    Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Room 2132, 
Washington, DC 20001.

Notification procedure:
    Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
    The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j).

Record access procedures:
    The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

Contesting record procedures:
    Same as Records Access Procedures above.

Record source categories:
    (1) Individual under CSOSA supervision; (2) Federal, state and 
local law enforcement agencies; (3) state and Federal community 
correction entities; (4) relatives, friends, and other community 
individuals; (5) evaluation, observations, and findings of agency staff 
and treatment staff; and (6) employers and/or social service agencies.

Exemptions claimed for the system:
    This system is exempt from 5 U.S.C. 552a(c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of 
the Privacy Act pursuant to 5

[[Page 15179]]

U.S.C. 552a(j)(2). In addition, the system has been exempted from 
subsections (c)(3), (d) and (e)(1) pursuant to subsections (k)(1) and 
(k)(2). Rules have been promulgated in accordance with the requirements 
of 5 U.S.C. 553(b), (c) and (e) and have been published in the Federal 
Register.

[FR Doc. E6-4416 Filed 3-24-06; 8:45 am]
BILLING CODE 3129-01-P