[Federal Register Volume 73, Number 106 (Monday, June 2, 2008)]
[Notices]
[Pages 31511-31514]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-11974]


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NATIONAL FOUNDATION ON THE ARTS AND THE HUMANITIES


Privacy Act of 1974; Notice of Amendment to System of Records

AGENCY: Institute of Museum and Library Services (IMLS), National 
Foundation of the Arts and Humanities.

ACTION: Notice of Amendment to System of Records.

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SUMMARY: The Institute of Museum and Library Services (IMLS), is 
publishing an amendment of its systems of records with descriptions of 
the systems and the ways they are maintained, as required by the 
Privacy Act of 1974, 5 U.S.C. 552(a)(e)(4). This notice clarifies the 
appropriate systems managers, thus enabling individuals who wish to 
access information maintained in IMLS systems to make accurate and 
specific requests for such information.

EFFECTIVE DATE: The amended system notice is effective upon date of 
publication.

FOR FURTHER INFORMATION CONTACT: Nancy E. Weiss, General Counsel, or 
Derek O. Scarbrough, Chief Information Officer, Institute for Museum 
and Library Services, 1800 M Street, NW., 9th Floor, Washington, DC 
20036; by telefax at (202) 653-4707; or by electronic mail at 
[email protected].

SUPPLEMENTARY INFORMATION: In accordance with 5 U.S.C. 552a(e)(4), IMLS 
today is publishing an amended notice of the existence and character of 
its systems of records in order to make available in one place in the 
Federal Register the most up-to-date information regarding these 
systems.

Statement of General Routine Uses

    The following general routine uses are incorporated by reference 
into each system of records set forth herein, unless specifically 
limited in the system description.
    1. A record may be disclosed as a routine use to a Member of 
Congress or his or her staff, when the Member of Congress or his or her 
staff requests the information on behalf of, and at the request of, the 
individual who is the subject of the record.
    2. A record may be disclosed as a routine use to designated 
officers and employees of other agencies and departments of the Federal 
government having an interest in the subject individual for employment 
purposes (including the hiring or retention of any employee; the 
issuance of a security clearance; the letting of a contract; or the 
issuance of a license, grant, or other benefits by the requesting 
agency) to the extent that the information is relevant and necessary to 
the requesting agency's decision on the matter involved.
    3. In the event that a record in a system of records maintained by 
IMLS indicates, either by itself or in combination with other 
information in IMLS' possession, a violation or potential violation of 
the law (whether civil, criminal, or regulatory in nature, and whether 
arising by statute or by regulation, rule, or order issued pursuant 
thereto), that record may be referred, as a routine use, to the 
appropriate agency, whether Federal, State, local, or foreign, charged 
with investigating or prosecuting such violation, or charged with 
enforcing or implementing the statute, rule, regulation, or order 
issued pursuant thereto. Such referral shall be deemed to authorize: 
(1) Any and all appropriate and necessary uses of such records in a 
court of law or before an administrative board or hearing; and (2) Such 
other interagency referrals as may be necessary to carry out the 
receiving agencies' assigned law enforcement duties.
    4. The names, Social Security numbers, home addresses, dates of 
birth, dates of hire, quarterly earnings, employer identifying 
information, and State of hire of employees may be disclosed as a 
routine use to the Office of Child Support Enforcement, Administration 
for Children and Families, Department of Health and Human Services, as 
follows:

    (a) For use in the Federal Parent Locator System (FPLS) and the 
Federal Tax Offset System for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and 
Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
    (b) For release to the Social Security Administration for the 
purpose of verifying Social Security numbers in connection with the 
operation of FPLS; and
    (c) For release to the U.S. Department of the Treasury 
(Treasury) for the purpose of payroll, savings bonds, and other 
deductions; administering the Earned Income Tax Credit Program 
(section 32, Internal Revenue Code of 1986); and verifying a claim 
with respect to employment on a tax return, as required by the 
Personal Responsibility and Work Opportunity Reconciliation Act of 
1996 (Pub. L. 104-193);

    5. A record may be disclosed as a routine use in the course of 
presenting evidence to a court, magistrate, or administrative tribunal 
of appropriate jurisdiction, and such disclosure may include 
disclosures to opposing counsel in the course of settlement 
negotiations.
    6. Information from any system of records may be used as a data 
source for management information, for the production of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel management functions or manpower studies. Information 
also may be disclosed to respond to general requests for statistical 
information (without personal identification of individuals) under the 
Freedom of Information Act.
    7. A record may be disclosed as a routine use to a contractor, 
expert, or consultant of IMLS (or an office within IMLS) when the 
purpose of the release is to perform a survey, audit, or other review 
of IMLS' procedures and operations.
    8. A record from any system of records may be disclosed as a 
routine use to the National Archives and Records Administration as part 
of records management inspections conducted under the authority of 44 
U.S.C. 2904 and 2906.

[[Page 31512]]

    9. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the record to be released reflects 
serious inadequacies with the recipient's personnel, and disclosure of 
the record is for the purpose of permitting the recipient to effect 
corrective action in the government's best interest.
    10. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the recipient has incurred indebtedness 
to the government through its receipt of government funds, and the 
release of the record is for the purpose of allowing the debtor to 
effect a collection against a third party.
    11. Information in a system of records may be disclosed as a 
routine use to the Treasury; other Federal agencies; ``consumer 
reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
U.S.C. 1681a(f), or the Federal Claims Collection Act of 1966, 31 
U.S.C. 3701(a)(3)); or private collection contractors for the purpose 
of collecting a debt owed to the Federal Government as provided in the 
regulations promulgated by IMLS at 45 CFR 1183.

Table of Contents

    This document gives notice that the following IMLS systems of 
records are in effect:

IMLS-1 IMLS Reviewers--Application and Award Management (AAMS)
IMLS-2 IMLS Reviewers--Paper Files
IMLS-3 Personnel/Payroll System
IMLS-4 Financial Management System
IMLS-1

SYSTEM NAME:
    IMLS Reviewers--Application and Award Management System (AAMS) --
Automated Systems.

SYSTEM LOCATION:
    Office of the Chief Information Officer, Institute for Museum and 
Library Services, 1800 M Street, NW., 9th Floor, Washington, DC 20036.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom IMLS may ask or has asked to serve as application 
reviewers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, telefax number, e-mail address, 
date of birth, identification numbers assigned by IMLS, panel 
assignments, and other data concerning potential and actual reviewers, 
including area of expertise. This system is maintained in a Microsoft 
Sequential Database.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2003 (20 U.S.C. 9101 et 
seq.)

PURPOSE(S):
    To provide a central repository for information about experts who 
could be or have been called upon to review applications, and to enable 
staff to retrieve and manage reviewer information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for the identification of 
reviewers, as well as general administration of the grant review 
process. See also the list of General Routine Uses contained in the 
Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THIS SYSTEM:
    Authorized IMLS staff use passwords to access to the database.

STORAGE:
    Records in this system are maintained electronically in Microsoft 
Sequential databases and related automated systems.

RETRIEVABILITY:
    Records in this system are retrieved by name, area of expertise, 
panel assignment, state and other data elements.

SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of IMLS. Access to records in 
this system is further controlled by password, with different levels of 
modification rights assigned to individuals and offices at IMLS based 
upon their specific job functions.

RETENTION AND DISPOSAL:
    Records in this system are maintained and updated on a continuing 
basis, as new information is received. IMLS staff periodically will 
request updated information from individuals who are included as 
reviewers in the AAMS. Records will be removed only with the 
concurrence of the appropriate discipline directors.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Directors of the Office of Museum Services and Library 
Services, Institute of Museum and Library Services, 1800 M Street, NW., 
9th Floor, Washington, DC 20036.

NOTIFICATION PROCEDURE:
    See 45 CFR part 1182.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of grants.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
IMLS-2

SYSTEM NAME:
    IMLS Reviewers--Paper Files.

SYSTEM LOCATION:
    Institute of Museum and Library Services, 1800 M Street, NW., 9th 
Floor, Washington, DC 20036.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom IMLS may ask or has asked to serve as application 
reviewers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system also contains information about potential and actual 
reviewers, including materials such as resumes, reviewer profile forms, 
and contracts concerning participation on panels.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2003 (20 U.S.C. 9101 et 
seq.)

PURPOSE(S):
    To complement the AAMS (IMLS-1) with information well suited for 
maintenance in hard copy form.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for the general administration of 
the grant review and award process, as well as identification of 
reviewers and their activities in this capacity. See also the list of 
General Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name.

SAFEGUARDS:
    File cabinets containing the records in this system are kept 
locked.

[[Page 31513]]

RETENTION AND DISPOSAL:
    Discipline offices maintain paper files that grow as individuals, 
or discipline directors who are processing individuals for service as 
reviewers, submit resumes. Resumes and profile forms are removed from 
these files only when they are replaced by more recent information or 
when the information has been entered into the electronic system. These 
files may include panelist contracts, copies of which are forwarded to 
IMLS' Office of the Chief Financial Officer.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Directors of the Offices of Museum Services and Library 
Services, Institute of Museum and Library Services, 1800 M Street, NW., 
9th Floor, Washington, DC 20036.

NOTIFICATION PROCEDURE:
    See 45 CFR part 1182.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of grants.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
IMLS-3

SYSTEM NAME:
    Payroll/Personnel System.

SYSTEM LOCATION:
    Institute of Museum and Library Services, 1800 M Street, NW., 9th 
Floor, Washington, DC 20036, U.S. Department of Interior, National 
Business Center, Denver, Colorado.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of IMLS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Payroll and personnel information, such as time and attendance 
data, statements of earnings and leave, training data, wage and tax 
statements, and payroll and personnel transactions. This system 
includes data that also is maintained in IMLS' official personnel 
folders, which are managed in accordance with Office of Personnel 
Management (OPM) regulations. The OPM has given notice of its system of 
records covering official personnel folders in OPM/GOVT-1.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2003 (20 U.S.C. 9101 et 
seq.); Federal Personnel Manual and Treasury Fiscal Requirements 
Manual.

PURPOSE(S):
    To document IMLS' personnel processes and to calculate and process 
payroll.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be transmitted to the U.S. Department of 
Interior, National Business Center, U.S. Department of Treasury, and 
employee-designated financial institutions to affect issuance of 
paychecks to employees and distributions of pay according to employee 
directions for authorized purposes. Data in this system also may be 
used to prepare payroll, meet government recordkeeping and reporting 
requirements, and retrieve and apply payroll and personnel information 
as required for agency needs. See also the list of General and Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic records in this system are maintained off-site by the 
Department of Interior, National Business Center (NBC). Paper records 
generated through the NBC are maintained in file cabinets by the 
Offices of the Chief Financial Officer and Human Resources after 
arriving at IMLS. Discipline offices also may use file cabinets to 
maintain paper records concerning performance reviews and other 
personnel actions in their divisions.

RETRIEVABILITY:
    Records in this system are retrieved by name, Social Security 
number, or date of birth.

SAFEGUARDS:
    Access to the electronic records in this system is controlled by 
password on the limited number of IMLS computers that can be used to 
draw information from the NBC. File cabinets containing the paper 
records in this system either are kept locked during non-business 
hours, or are located in rooms that are kept locked during non-business 
hours.

RETENTION AND DISPOSAL:
    The Human Resources Officer maintains paper records in this system 
in accordance with the General Services Administration's General 
Records Schedule 2. Division offices may maintain paper records 
concerning performance reviews and other personnel actions in their 
divisions for the duration of an individual's employment with IMLS.

SYSTEM MANAGER(S) AND ADDRESS:
    Human Resources Officer, Institute of Museum and Library Services; 
1800 M Street, NW., 9th Floor, Washington, DC 20036.

NOTIFICATION PROCEDURE:
    See 45 CFR part 1182.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of personnel and payroll processes.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

SYSTEM NAME:
    IMLS-4 Financial Management System--Delphi.

SYSTEM LOCATION:
    Office of the Chief Information Officer, Institute of Museum and 
Library Services, 1800 M Street, NW., 9th Floor, Washington, DC 20036.

Categories of individuals covered by the system:
    Employees of IMLS, application reviewers, grantees, vendors and 
other Federal Government organizations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, telefax number, e-mail address, 
payment information, including banking information. This system data is 
maintained in an Oracle Database.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2003 (20 U.S.C. 9101 et 
seq.)

PURPOSE(S):
    To provide a central repository of all financial transactions to 
enable IMLS to meet its statutory reporting requirements to the Office 
of Management and Budget, the U.S. Department of Treasury, and 
Congress.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for the general administration of 
the grant

[[Page 31514]]

management process and the IMLS accounting process.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THIS SYSTEM:
    Authorized IMLS staff use passwords via a remote secure VPN to gain 
access to the database. Discipline offices maintain paper files that 
grow as financial transactions are submitted to the Enterprise Services 
Center for processing. Records are disposed of in accordance with the 
General Services Administration's General Records Schedule.

STORAGE:
    Electronic records in this system are maintained off-site by the 
Department of Transportation's Enterprise Services Center. Associated 
paper records are also maintained at the Enterprise Services Center. 
Discipline offices also may use locking file cabinets to maintain paper 
records concerning financial transactions processed in their divisions.

RETRIEVABILITY:
    Records in this system are retrieved by name and/or purchase order 
number.

SAFEGUARDS:
    Authorized IMLS staff use passwords via a remote secure VPN to gain 
access to the database. Rooms containing the records in this system are 
kept locked during non-working hours.

RETENTION AND DISPOSAL:
    Records in this database are maintained and updated on a daily 
basis as financial transactions are processed. Discipline offices 
maintain paper files that grow as financial transactions are submitted 
to the Enterprise Services Center for processing.

SYSTEM OWNER(S) AND ADDRESS:
    Office of the Chief Financial Officer; 1800 M Street, NW., 9th 
Floor, Washington, DC 20036.

NOTIFICATION PROCEDURE:
    See 45 CFR part 1182.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of grants, travel, and vendor processes.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

    Dated: May 5, 2008.
Nancy E. Weiss,
General Counsel.
 [FR Doc. E8-11974 Filed 5-30-08; 8:45 am]
BILLING CODE 7036-01-P