[Federal Register Volume 75, Number 148 (Tuesday, August 3, 2010)]
[Notices]
[Pages 45674-45675]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-19130]


=======================================================================
-----------------------------------------------------------------------

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Privacy Act of 1974, as Amended; System of Records Notices

AGENCY: National Archives and Records Administration [NARA].

ACTION: Notice of the establishment of new privacy system of record, 
NARA 40.

-----------------------------------------------------------------------

SUMMARY: The National Archives and Records Administration (NARA) 
proposes to add a system of records to its existing inventory of 
systems subject to the Privacy Act of 1974, as amended (5 U.S.C. 
552(a)) (``Privacy Act''). In this notice, NARA publishes NARA 40, the 
Office of Government Information Services (OGIS) Case Files.

DATES: This new system of records, NARA 40, will become effective 
September 2, 2010 without further notice unless comments are received 
that result in further revision. NARA will publish a new notice if the 
effective date is delayed to review comments or if changes are made 
based on comments received. To be assured of consideration, comments 
should be received on or before the date above.

ADDRESSES: You may submit comments, identified by SORN number NARA 40, 
by one of the following methods:
     Federal e-Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Fax: 301-837-0293.
     Mail: Privacy Act Officer, Office of General Counsel 
(NGC), Room 3110, National Archives and Records Administration, 8601 
Adelphi Road, College Park, MD 20740-6001.

FOR FURTHER INFORMATION CONTACT: Jay Olin, Deputy FOIA Officer, Office 
of General Counsel (NGC), Room 3110, National Archives and Records 
Administration, 8601 Adelphi Road, College Park, MD 20740-6001. 
Telephone: (301) 837-2025. Fax: 301-837-0293.

SUPPLEMENTARY INFORMATION: The OPEN Government Act of 2007 amended the 
Freedom of Information Act (5 U.S.C. Section 552) to create an Office 
of Government Information Services (OGIS) within the National Archives 
and Records Administration (NARA). OGIS's mission is to review policies 
and procedures of administrative agencies under the Freedom of 
Information Act (FOIA) and their compliance with FOIA by agencies; 
offer mediation services to resolve disputes between persons making 
FOIA requests and agencies (nonexclusive alternative to litigation); 
and serve as ombudsman, i.e. solicit and receive comments and questions 
from Federal agencies and the public regarding the administration of 
FOIA to improve FOIA processes and facilitate communication between 
agencies and FOIA requesters.
    The notice for this system of records states the name and the 
location of the record system, the authority for and manner of its 
operation, the categories of individuals that it covers, the types of 
records that it contains, the sources of information in the records, 
and the proposed ``routine uses'' of the system of records. The notice 
also includes the business address of the NARA official who will inform 
interested persons of the procedures whereby they may gain access to, 
and correct, records pertaining to themselves.
    One of the purposes of the Privacy Act, as stated in section 
2(b)(4) of the Act, is to provide certain safeguards for an individual 
against an invasion of personal privacy by requiring Federal agencies 
to disseminate any record of identifiable personal information in a 
manner that assures that such action is for a necessary and lawful 
purpose, that the information is current and accurate for its intended 
use, and the adequate safeguards are provided to prevent misuse of such 
information. NARA intends to follow these principles in transferring 
information to another agency or individual as a ``routine use,'' 
including assurance that the information is relevant for the purposes 
for which it is transferred.

    Dated: July 28, 2010.
David S. Ferriero,
Archivist of the United States.
NARA Privacy Act Systems: NARA 40

SYSTEM NAME:
    The Office of Government Information Services (OGIS) Case Files.

SYSTEM LOCATION:
    The OGIS case files are maintained in the National Archives and 
Records Administration, Office of Government Information Services, Room 
2510, 8601 Adelphi Road, College Park, MD 20740.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include persons who request OGIS 
assistance in connection with the filing of a Freedom of Information 
(FOIA) and/or Privacy Act request or appeal to any Federal department 
or agency.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The OGIS case files include: correspondence, case notes, FOIA and 
Privacy Act request letters, appeal letters, agency replies to original 
requests and appeals, supporting documents, research, and other 
administrative forms used in the process. These files may also contain 
information or determinations furnished by, and correspondence with, 
other Federal agencies. OGIS case files may contain some or all of the 
following information about an individual: name, address, telephone 
number, e-mail address, Federal inmate register number, research 
interests, other information provided by the requester and by other 
agencies, and copies of documents furnished to the requester.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 552a(a)(3), as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    OGIS maintains case files on individuals to record: requests for 
assistance, actions taken on cases; and,

[[Page 45675]]

the status of cases in logs and databases. In addition, OGIS also 
serves as the FOIA Ombudsman in connection with its mission to review 
agency compliance with the FOIA. In this role, OGIS will capture and 
address systematic problems in FOIA administration as such individual 
case problems may serve as one of the bases to establish current 
systematic trends in the process. For this latter function, OGIS will 
remove personal information and use the remaining information collected 
for statistical purposes.
    OGIS may disclose information in case files to agencies that have 
an equity in the subject FOIA and/or Privacy Act request and/or appeal 
in order for those agencies to participate in informal or formal 
mediation efforts. The routine use statements A, E, F, G and H, 
described in Appendix A following the NARA Notices, also apply to this 
system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper and electronic records.

RETRIEVABILITY:
    Information in OGIS case files may be retrieved by one or more of 
the following data elements: the name of the individual and an 
alphanumeric case file number.

SAFEGUARDS:
    OGIS case files are at all times maintained in buildings with 
security guards or secured doors, and all entrances are monitored by 
electronic surveillance equipment. During business hours, paper records 
are accessible only by authorized NARA personnel. Electronic records 
are accessible via passwords from terminals located in attended 
offices. After business hours, or when OGIS personnel are not present 
in the offices, the OGIS offices are secured in addition to building 
security.

RETENTION AND DISPOSAL:
    OGIS case files are temporary records and are destroyed in 
accordance with the disposition instructions in the NARA records 
schedule contained in FILES 203, the NARA Files Maintenance and Records 
Disposition Manual. Individuals may request a copy of the disposition 
instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS:
    For OGIS case files, the system manager is the Director of the 
OGIS, Room 2510, 8601 Adelphi Road, College Park, MD 20740.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records should 
notify the NARA Privacy Act Officer, whose address is listed above and 
in Appendix B to the Privacy Act of 1974 Republication of Systems of 
Records Notice (72 FR 56570, October 3, 2007).

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records should submit 
their request in writing to the NARA Privacy Act Officer at the address 
listed in Appendix B.

CONTESTING RECORD PROCEDURES:
    NARA rules for contesting the contents and appealing initial 
determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES:
    Information in OGIS case files is obtained from persons who request 
assistance in connection with the submission of a FOIA and/or Privacy 
Act request or appeal to a Federal agency, and from agencies that have 
acted on the request or appeal.

[FR Doc. 2010-19130 Filed 8-2-10; 8:45 am]
BILLING CODE 7515-01-P