[Federal Register Volume 74, Number 185 (Friday, September 25, 2009)]
[Notices]
[Pages 49002-49004]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E9-23107]
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DEPARTMENT OF THE INTERIOR
Office of the Secretary
National Business Center, Financial Management & Budget
Directorate; Privacy Act of 1974, as Amended; Amendments to Existing
System of Records
AGENCY: Office of the Secretary, National Business Center, Financial
Management & Budget Directorate, Interior.
ACTION: Proposed amendment to an existing System of Records notice.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5
U.S.C. 552a), the Office of the Secretary, National Business Center,
Financial Management & Budget Directorate (NBC/FMB) is issuing public
notice of its intent to modify an existing Privacy Act system of
records, OS-13, ``Aircraft Services Administrative Management and
Fiscal Records'' (formerly known as OS-08 and as OAS-2). The revisions
will reflect a transfer of system ownership from the previous Office of
Aircraft Services to the NBC--Financial Management & Budget Directorate
(FMB), and will clarify and standardize the number of the system.
DATES: Comments must be received by November 4, 2009.
ADDRESSES: Send written comments to the U.S. Department of the
Interior, Office of the Secretary, Privacy Officer, 1951 Constitution
Avenue, NW., MS 116 SIB, Washington, DC 20240. You may also e-mail
comments to [email protected], or fax them to (202) 219-2374.
Before including your address, phone number, e-mail address, or other
personal identifying information in your comment, you should be aware
that your entire comment--including your personal identifying
information--may be made publicly available at any time. While you can
ask us in your comment to withhold your personal identifying
information from public review, we cannot guarantee that we will be
able to do so.
FOR FURTHER INFORMATION CONTACT: Associate Director, National Business
Center, Financial Management & Budget Directorate, 1849 C Street, NW
(MS 1346), Washington, DC 20240. You may also telephone (202) 208-3119.
SUPPLEMENTARY INFORMATION: The NBC/FMB is proposing to amend the system
notice for INTERIOR/OS-8, ``Aircraft Services Administrative Management
and Fiscal Records'' to identify a transfer of system ownership from
the old Office of Aircraft Services to the NBC/FMB. Additionally, the
number for this system of records, ``Aircraft Services Administrative
Management and Fiscal Records,'' has previously been OS-08 and OAS-2,
but is hereby revised to OS-13 to standardize the number within the
Office of the Secretary numbering system. The changes identified to the
system will be effective as proposed at the end of the comment period
unless comments are received which would require a contrary
determination. The Department will publish a revised notice if changes
are made based upon a review of comments received.
Dated: September 21, 2009.
Linda S. Thomas,
Privacy Officer, Office of the Secretary.
Privacy Act; Systems of Records
SYSTEM NAME:
Aircraft Administrative Management and Fiscal Records, OS-13.
SYSTEM LOCATIONS:
(1) National Business Center, Financial Management & Budget
Directorate, 1849 C Street, NW. (ms 1346), Washington, DC 20240,
(2) National Business Center, Financial Management & Budget
[[Page 49003]]
Directorate, 7301 W. Mansfield, Denver, CO 80235.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and former employees of the National Business Center,
Aviation Management Directorate (formerly known as the Office of
Aircraft Services), and employees transferred from AMD to the Financial
Management & Budget Directorate, Informational Technology Directorate,
and the Acquisition Services Directorate.
CATEGORIES OF RECORDS COVERED BY THE SYSTEM:
The system contains information relative to payroll records,
including pay, leave and cost distribution records, including
deductions for bonds, insurance, income taxes, allotments to financial
institutions, overtime, authorizations, and related documents. Travel
records, including administrative approvals, travel expenses claimed
and/or paid, receipts for expenditure claims. Government transportation
requests, travel advance accounts and related records. Safety records,
including claims under the Military Personnel and Civil Employees
Claims Act. Records of issuance of Government identification cards and
Government driver's licenses. Related records concerning administrative
and fiscal management.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 3101, 5101-5115, 5501-5596, 5701-5709, 31 U.S.C. 66a,
240-243, 40 U.S.C. 483(b); 43 U.S.C. 1467, 44 U.S.C. 3103; Executive
Order No. 11807.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USER AND THE PURPOSES OF SUCH USES:
The primary use of the records are (a) for administrative and
fiscal management. Disclosure outside the Department of the Interior
may be made:
(1) To the U.S. Department of the Treasury for preparation of (a)
payroll checks, (b) payroll deduction and other checks to Federal,
State and local agencies, and (c) checks for reimbursement of employees
and others;
(2) To the Internal Revenue Service and to the State, Commonwealth,
Territorial, and local governments for tax purposes,
(3) To the Civil Service Retirement System or Federal Employee
Retirement System, and to other employee retirement systems;
(4) To another Federal agency to which an employee has transferred,
(5) To another agency having a subject matter interest in the
records,
(6)(a) To any of the following entities or individuals, when the
circumstances set forth in paragraph (b) are met:
(i) The U.S. Department of Justice (DOI);
(ii) A court or an adjudicative other administrative body:
(iii) A party in litigation before a court or an adjudicative or
other administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI:
(B) Any other Federal agency appearing before the Office of
Hearings and Appeals;
(C) Any DOI employee acting in his or her official capacity;
(D) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(E) The United States, when DOJ determines that DOI is likely to be
affected by the proceeding; and
(ii) DOI deems the disclosures to be:
Relevant and necessary to the proceeding; and
Compatible with the purpose for which the records were compiled.
(7) To any criminal, civil, or regulatory law enforcement authority
(whether Federal, State, territorial, local, Tribal or foreign) when a
record, either alone or in conjunction with other information,
indicates a violation or potential violation of law--criminal, civil or
regulatory in nature, and the disclosure is compatible with the purpose
for which the records were compiled.
(8) To Federal, State, local agencies or commercial businesses
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
license, pilot qualification card, grant or other benefit,
(9) State, local agencies or commercial businesses where necessary
to obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, license, pilot
qualification card, grant or other benefit.
(10) To a Member of Congress from the record of an individual in
response to an inquiry made at the request of that individual;
(11) To other Federal agencies conducting computer matching
programs to help eliminate fraud and abuse and to detect unauthorized
overpayments made to individuals.
(12) To other Federal agencies conducting computer matching
programs to help eliminate fraud and abuse and to detect unauthorized
overpayments made to individuals.
(13) To a congressional office in response to a written inquiry
that an individual covered by the system, or the heir of such
individual if the covered individual is deceased, has made to the
office.
(14) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files or to enable that agency to
respond to an inquiry by the individual to whom the record pertains.
(15) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2904 and 2906.
(16) To State and local governments and Tribal organizations to
provide information needed in response to court order and/or discovery
purposes related to litigation, when the disclosure is compatible with
the purpose for which the records were compiled.
(17) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs services requiring access to
these records on DOI's behalf to carry out the purposes of the system.
(18) To appropriate agencies, entities, and persons when:
(a) It is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; and
(b) The Department has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interest, identity theft or fraud, or harm to the security or integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and
(c) The disclosure is made to such agencies, entities and persons
who are reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
(19) To the Office of Management and Budget during the coordination
and clearance process in connection with legislative affairs as
mandated by OMB Circular A-19.
(20) To the Department of the Treasury to recover debts owed to the
United States.
(21) To the news media when the disclosure is compatible with the
[[Page 49004]]
purpose for which the records were compiled.
Disclosure to consumer reporting agencies: Pursuant to 5 U.S.C.
552a(b)(12), records can be disclosed to consumer reporting agencies as
they are defined in the Fair Credit Reporting Act.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
RETRIEVABILITY:
Records may be retrieved by individual name or social security
number.
SAFEGUARDS:
TECHNICAL SECURITY:
Access to records is limited to Departmental and contract personnel
who are granted password access, and have an official need to use the
records in the performance of their duties in accordance with
requirements found in the DOI's Privacy Act regulations (43 CFR 2.51).
Additionally, electronic records are protected by a firewall, network
authentication (secure server), encryption, and file integrity auditing
software meeting the requirements of 43 CFR 2.51 which conform to
Office of Management and Budget and Departmental guidelines reflecting
the implementation of the Federal Information Security Management Act,
including compliance with applicable National Institute of Standards
and Technology (NIST) guidelines.
PHYSICAL SECURITY:
Data is secured in locked file cabinets or in secured rooms
accessible only by authorized personnel. The computer servers in which
records are stored are located in computer facilities that are secured
by alarm systems and off-master key access. A Privacy Act Warning
Notice appears where records containing information on individuals are
stored or displayed. Backup tapes are stored in a locked and controlled
room in a secure, off-site location.
ADMINISTRATIVE SECURITY:
All Departmental and/or contract employees must undergo mandatory
records, security, and IT training before access is granted, and
annually thereafter. They must sign Rules of Behavior, and are
supervised by Federal employees.
RETENTION AND DISPOSAL:
Records will be disposed of in accordance with the National
Archives and Records Administration General Records Schedules.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Financial Management & Budget Directorate, 1849
C Street, NW (ms 1346), Washington, DC 20240.
NOTIFICATION PROCEDURE:
Inquiries regarding the existence of records shall be addressed to
the appropriate System Manager. The request shall be in writing, signed
by the requestor, and comply with the content requirements of 43 CFR
2.60.
RECORD ACCESS PROCEDURES:
A request for access shall be addressed to the appropriate System
Manager. The request must be in writing and be signed by the requester.
The request must meet the content requirements of 43 CFR 2.63.
CONTESTING RECORD PROCEDURES:
A petition for amendment shall be addressed to the appropriate
System Manager and must meet the content requirements of 43 CFR 2.71.
[FR Doc. E9-23107 Filed 9-24-09; 8:45 am]
BILLING CODE 4310-RM-P