[Federal Register Volume 76, Number 67 (Thursday, April 7, 2011)]
[Notices]
[Pages 19307-19309]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-7722]


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 Notices
                                                 Federal Register
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 This section of the FEDERAL REGISTER contains documents other than rules 
 or proposed rules that are applicable to the public. Notices of hearings 
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  Federal Register / Vol. 76, No. 67 / Thursday, April 7, 2011 / 
Notices  

[[Page 19307]]



DEPARTMENT OF AGRICULTURE

Office of the Secretary


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

AGENCY: Office of the Secretary, U.S. Department of Agriculture.

ACTION: Notice of revised system of records; request for comment.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
U.S. Department of Agriculture (USDA) is amending an existing Forest 
Service Privacy Act system of records, USDA/FS-3, Uniform Allowance 
System.

DATES: Comments must be received in writing, on or before May 9, 2011. 
The System of Records USDA/FS-3 Uniform Allowance is amended, without 
further notice, on June 6, 2011, unless modified to respond to comments 
received from the public and published in a subsequent notice.

ADDRESSES: Questions can be addressed to the Forest Service Privacy Act 
Officer, USDA Forest Service, 1400 Independence Avenue, SW., Mail Stop 
1143, Washington, DC 20250-1143. Comments may also be sent via e-mail 
to [email protected], or via facsimile to (202) 260-3245.

FOR FURTHER INFORMATION CONTACT: Karren Y. Alexander, Director, USDA 
Forest Service, Financial Management Systems, 1400 Independence Avenue, 
SW., Mailstop 1149, Washington, DC 20250-1149, [email protected], 
(703) 605-5199.

SUPPLEMENTARY INFORMATION: Established in 1905, the Forest Service is 
an agency of the U.S. Department of Agriculture. The mission of the 
Forest Service is to sustain the health, diversity, and productivity of 
the Nation's forests and grasslands that encompass 193 million acres of 
land, to meet the needs of present and future generations. The purpose 
of this system is to allow the Forest Service to maintain records that 
identify individuals who apply for and are approved to purchase and 
wear the Forest Service uniform.
    Pursuant to the Privacy Act (5 U.S.C. 552a), the Forest Service has 
amended the system of records to include new system location, new 
system manager, new storage type, new routine uses; and new policies 
and practices for storing, retrieving, accessing, retaining, and 
disposing of records in the system. This system of records provides 
information for internal processing purposes to track uniform 
allowances and expenditures for authorized individuals.
    A report of the amended system of records, required by 5 U.S.C. 
552a(r) as implemented by Office of Management and Budget (OMB) 
Circular A-130, was sent to the Chairman, Committee on Homeland 
Security and Governmental Affairs, United States Senate; the Chairman, 
Committee on Oversight and Government Reform, U.S. House of 
Representatives; and the Administrator, Office of Information and 
Regulatory Affairs, OMB.

Thomas J. Vilsack,
Secretary.

System name:
    Uniform Allowance System (UNAW), USDA/FS-3.

Security classification:
    None.

System location:
    The records in this system are collected in a web-based system 
located on servers maintained by a Federal contractor in St. Louis, 
Missouri, and in Omaha, Nebraska. The addresses for the Contractor may 
be obtained by writing to the Director of Financial Management Systems, 
USDA Forest Service, 1400 Independence Avenue, SW., Mailstop 1149, 
Washington, DC 20250-1149. Paper records for use with the uniform 
system are maintained at Forest Services offices nationwide. The 
addresses for the Regions, Stations, International Institute for 
Tropical Forestry, and Forests are listed in 36 CFR Part 200, Subpart 
A; and the addresses for Districts are in the telephone directory of 
the applicable locality under the heading, United States Government, 
Department of Agriculture, Forest Service.

Categories of individuals covered by the system:
    Individuals who are authorized a monetary allowance to purchase and 
wear a Forest Service uniform while performing official duties.

Categories of records in the system:
    The system of records consists of completed Forest Service form FS-
6100-36 (Uniform Authorization) and information on uniform allowances 
and expenditures for authorized individuals. Information includes the 
individual's name, social security number, employee location, allowance 
category, job code, and current status (active or terminated). The 
purpose of collecting social security numbers is to administer the 
uniform allowance program and ensure proper approval, and payment of 
the individual's uniform allowance.

Authority for maintenance of the system:
    5 U.S.C. 5901-5903.

Purpose(s):
    Information in this system is used for internal processing purposes 
to track uniform allowances and expenditures for authorized 
individuals.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    (1) When a record on its face, or in conjunction with other 
records, indicates a violation or potential violation of law, whether 
civil, criminal, or regulatory in nature, and whether arising by 
general statute or particular program statute, or by regulation, rule, 
or order issued pursuant thereto, disclosure may be made to the 
appropriate agency, whether Federal, foreign, State, local, or Tribal, 
or other public authority responsible for enforcing, investigating, or 
prosecuting such violation or charged with enforcing or implementing 
the statute, or rule, regulation, or order issued pursuant thereto, if 
the information disclosed is relevant to any enforcement, regulatory, 
investigative, or prosecutive responsibility of the receiving entity.
    (2) To the Department of Justice when: (a) The agency or any 
component thereof; or (b) any employee of the agency in his or her 
official capacity where the Department of Justice has agreed to 
represent the employee; or (c) the United States Government, is a party 
to litigation or has an interest in such

[[Page 19308]]

litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records by the Department of Justice is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    (3) To a court or adjudicative body in a proceeding when: (a) The 
agency or any component thereof; or (b) any employee of the agency in 
his or her official capacity; or (c) any employee of the agency in his 
or her individual capacity where the agency has agreed to represent the 
employee; or (d) the United States Government, is a party to litigation 
or has an interest in such litigation, and by careful review, the 
agency determines that the records are both relevant and necessary to 
the litigation and the use of such records is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    (4) To a Member of Congress or to a Congressional staff member in 
response to an inquiry of the Congressional office made at the written 
request of the constituent about whom the record is maintained.
    (5) Records from this system of records may be disclosed to the 
National Archives and Records Administration or to the General Services 
Administration for records management inspections conducted under 44 
U.S.C. 2904 and 2906.
    (6) To agency contractors, grantees, experts, consultants, or 
volunteers who have been engaged by the agency to assist in the 
performance of a service related to this system of records and who need 
to have access to the records in order to perform the activity. 
Recipients shall be required to comply with the requirements of the 
Privacy Act of 1974, as amended, pursuant to 5 U.S.C. 552a(m).
    (7) To appropriate agencies, entities, and persons when: (a) The 
Forest Service suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; (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 interests, 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 made to such 
agencies, entities, and persons is 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.

Disclosure to consumer reporting agencies:
    None.
    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of records in the system: Records are 
maintained in electronic format pursuant to Forest Service file code 
6500. Only those specifically authorized individuals can access the 
information.

Storage:
    All electronic information is maintained in a web-based database 
and stored on secured servers at St. Louis, Missouri, and on backup 
copies at Omaha, Nebraska. Hard copy records are maintained, 
retrievable by employee's name, in locked file cabinets in secured 
office buildings.

Retrievability:
    Records are indexed and retrieved electronically using multiple 
queries including name, social security number, allowance, home unit, 
or other criteria.

Safeguards:
    All records containing personal information are maintained 
electronically in secured computer rooms. Access to the database and 
all electronic folders with personal information are password protected 
and stored on secure servers. Computer access to information provided 
by applicants is limited to the individual employee, contractor, and 
the system manager. The review of records once retrieved is limited to 
the employee, supervisor, contractor, and system manager.

Retention and disposal:
    Records are maintained in electronic format under Forest Service 
file code 6500 established for General Finance and Accounting 
information. Access to the information is restricted to the individual 
employee, the contractor, and the system manager.

System manager(s) and address:
    Director, USDA, Forest Service, Financial Management Systems, 1400 
Independence Avenue, SW., Mailstop 1149, Washington, DC 20250-1149.

Notification procedure:
    Individuals may request information regarding this system of 
records, or information as to whether the system contains records 
pertaining to them from the System Manager (address above). A request 
for information should contain name, address, and particulars involved 
(for example, the date of action giving rise to the inquiry or 
complaint).

Record access procedures:
    Individuals who wish to gain access to or amend records pertaining 
to them should submit a written request to the System Manager (address 
above). The envelope should be marked ``Privacy Act Request.''

Contesting record procedures:
    Same as record access procedures.

Record source categories:
    Information in this system is collected voluntarily from 
individuals, who are authorized Forest Service uniform allowances, and 
from the individual's supervisor.

Exemptions claimed for the system:
    None.

U.S. Department of Agriculture

Privacy Act System of Records

Uniform Allowance System (UNAW) USDA/FS-3

Narrative Statement

    The purpose of this system is to provide the U.S. Department of 
Agriculture's (USDA) Forest Service (FS) to maintain records that 
identify individuals who apply for and are approved to purchase and 
wear the Forest Service uniform. The Uniform Allowance System (UNAW) 
is managed by the Financial Management Systems Staff (FIN). FIN is a 
staff under the Office of the Chief Financial Officer.
    The authority for maintaining this system of records is 5 U.S.C. 
5901-5903.
    The information gathered is voluntarily submitted by individuals 
who are authorized to purchase and wear a Forest Service uniform 
while performing official duties. The system of records consists of 
completed Forest Service form FS-6100-36 (Uniform Authorization), 
and information on uniform allowances and expenditures for 
authorized individuals. Information collected includes the 
individual's name, social security number, employee location, 
allowance category, job code, and current status (active or 
terminated).
    The system provides for the following routine use disclosures 
that are necessary and proper for the agency's administration of its 
duties in connection with operating the program: disclosures in 
connection with litigation; for law enforcement purposes; for 
responses to Congressional inquiries; to the National Archives and 
Records Administration and the General Services Administration for 
records inspections; limited disclosure to entities engaged by the 
agency in the performance of a service; and for disclosure in 
connection with information security breaches in order to protect 
the interests of the individuals covered by the system. While these 
routine uses allow disclosures outside USDA, and so have some

[[Page 19309]]

impact on privacy of individuals, they are either necessary for 
carrying out the agency mission and minimizing waste, fraud, and 
abuse, are required by law, or benefit the subjects of the records. 
On balance, the needs of the agency and the benefits to the 
individuals of these disclosures justify the minimal impact on 
privacy.
    All hard copy records are maintained in secured locked file 
cabinets in agency offices which are locked during non-duty hours. 
All electronic information is maintained in a web-based database and 
stored and backed-up on secured servers. Computer access to 
information on individuals in the system is limited to the 
individual, contractor, and the system manager. The review of 
records retrieved is limited to the individual, supervisor, approved 
contractors, and system manager.
    A copy of the form, used to collect the information from 
individuals, is attached to this report. The system of records is 
not exempt from any provisions of the Privacy Act.

[FR Doc. 2011-7722 Filed 4-6-11; 8:45 am]
BILLING CODE 3410-11-P