[Federal Register Volume 80, Number 201 (Monday, October 19, 2015)]
[Notices]
[Pages 63246-63249]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-26446]
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DEPARTMENT OF THE INTERIOR
Office of the Secretary
[XXXP511025 PPWOBSADF0 PFE00FESW.Z00000 PX.XBSAD0104.00.1]
Privacy Act of 1974, as Amended; Notice To Amend an Existing
System of Records
AGENCY: Office of the Secretary, Interior.
ACTION: Notice of amendment to an existing system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Interior is issuing a public notice of
its intent to amend the Department-wide Privacy Act system of records
titled, ``The `America the Beautiful--The National Parks and Federal
Recreational Lands Pass' System,'' DOI-06. This system allows the
Department of the Interior to manage the Pass program and information
about organizations and individuals who participate in Pass program
activities and initiatives. The system notice is being amended to
reflect new Pass initiatives and updates to the system location,
categories of individuals covered by the system, categories of records
in the system, authority for maintenance of the system, storage,
safeguards, retention and disposal, system manager and address,
notification procedures, records access and contesting procedures,
records source categories, and to update the routine uses to include
activities related to the issuance and management of park passes and
programs that support these activities.
DATES: Comments must be received by November 18, 2015. The amendments
to the system will be effective November 18, 2015.
ADDRESSES: Any person interested in commenting on this new system of
records may do so by submitting written comments to Teri Barnett,
Departmental Privacy Officer, U.S. Department of the Interior, 1849 C
Street NW., Mail Stop 5547 MIB, Washington, DC 20240; hand-delivering
comments to Teri Barnett, Departmental Privacy Officer, U.S. Department
of the Interior, 1849 C Street NW., Mail Stop 5547 MIB, Washington, DC
20240; or emailing comments to [email protected].
FOR FURTHER INFORMATION CONTACT: America the Beautiful--The National
Parks and Federal Recreational Lands Pass Program Manager, National
Park Service, Org. Code 2608, 1201 Eye St. NW., Washington, DC 20005,
or by phone: 202-513-7139.
SUPPLEMENTARY INFORMATION:
I. Background
The Department of the Interior (DOI) manages the ``America the
Beautiful--The National Parks and Federal Recreational Lands Pass''
(hereinafter ```Pass'' or ``Pass System''). The purpose of the Pass
System is to manage Pass program activities and information about
organizations and individuals who purchase or participate in Pass
initiatives, receive the ``America the Beautiful--The National Parks
and Federal Recreational Lands Pass'', or register to receive
information about the Pass program and stewardship opportunities.
Passes may be purchased online, or via mail or telephone. The
information collected is required to establish eligibility; process
financial transactions to complete Pass purchase requests; fulfill
Passes to individuals (``fulfill'' and ``fulfillment'' refer to
shipping and handling of Passes), Federal recreation sites, and third
parties; and provide associated customer services such as sending
renewal notices and providing information about the Pass program and
Federal lands. Any entity authorized to sell and fulfill Passes on
behalf of the government will be barred from selling, renting,
licensing, sharing, or disclosing to third parties any personal
information collected. Any such entity will also be barred from using
any personal information collected for purposes other than to sell and
fulfill Passes. Informational or promotional messages will be sent to
individuals and organizations only if they have affirmatively requested
such messages through an ``opt-in'' mechanism.
The Every Kid in a Park (EKiP) initiative is an interagency effort
between the National Park Service, Bureau of Land Management, Fish and
Wildlife Service, Bureau of Reclamation, Forest Service, Department of
Education, Army Corps of Engineers, the National Oceanic and
Atmospheric Administration, and the General Services Administration to
provide free entrance and standard amenity fees to U.S. students. The
EKiP program promotes education about America's wildlife, resources,
and history, and encourages fourth grade students and their families to
visit federal public lands and waters by issuing fee-free annual passes
to recreation sites managed by DOI and its Federal partners. These EKiP
program activities are managed by DOI with participating bureaus,
offices, and partners under the authority of the Federal Lands
Recreation Enhancement Act of 2004 (REA), 16 U.S.C. 6804.
DOI is proposing to amend the system notice to provide updates to
the Pass System and include information on the EKiP initiative.
Amendments to the system include updates to the system location,
categories of individuals covered by the system, categories of records
in the system, authority for maintenance of the system, storage,
safeguards, retention and disposal, system managers and addresses,
notification procedures, records access and contesting procedures,
records source categories, and updating the routine uses to include
activities related to the issuance of Passes and management of the Pass
and EKiP programs. This system notice was last published in the Federal
Register on June 4, 2007, 72 FR 30816.
The amendments to the system will be effective as proposed at the
end of the comment period (the comment period will end 30 days after
the publication of this notice in the Federal Register), unless
comments are received that would require a contrary determination. DOI
will publish a revised notice if changes are made based upon a review
of the comments received.
II. Privacy Act
The Privacy Act of 1974, as amended, embodies fair information
practice principles in a statutory framework governing the means by
which Federal Agencies collect, maintain, use, and disseminate
individuals' personal information. The Privacy Act applies to records
about individuals that are maintained in a ``system of records.'' A
``system of records'' is a group of any records under the control of an
agency for which information about an individual is retrieved by the
name or by some identifying number, symbol, or other identifying
particular assigned to the individual. The Privacy Act defines an
individual as a United States citizen or lawful permanent resident. As
a matter of policy, DOI extends administrative Privacy Act protections
to all individuals. Individuals may request access to their own records
that are maintained in a system of records in the possession or under
the control of
[[Page 63247]]
DOI by complying with DOI Privacy Act regulations located at 43 CFR
part 2, subpart K.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains and the routine uses of the
information in each system in order to make agency record keeping
practices transparent, notify individuals regarding the uses of their
records, and assist individuals to more easily find such records within
the agency. Below is the description of the amended ``The `America the
Beautiful--The National Parks and Federal Recreational Lands Pass'
System,'' DOI-06, system of records.
In accordance with 5 U.S.C. 552a(r), DOI has provided a report
concerning this system of records to the Office of Management and
Budget and to Congress.
III. Public Disclosure
Before including your address, phone number, email 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.
Dated: October 13, 2015.
Teri Barnett,
Departmental Privacy Officer.
SYSTEM NAME
America the Beautiful--The National Parks and Federal Recreational
Lands Pass System, DOI-06.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records pertaining to Pass System sales and fulfillment are
maintained at the U.S. Geological Survey: U.S. Geological Survey
Geospatial Information Office, Science Information & Education Branch,
MS-306/Accounting Team, Box 25286, Denver Federal Center, Denver, CO
80225. Records are also located in DOI bureaus and offices that manage
Pass program sales, initiatives, and outreach activities; and in
facilities of DOI contractors who manage or process Pass sales on
behalf of the Department of the Interior. Records pertaining to the
Every Kid in a Park program are located in the office of the Every Kid
in a Park Program Manager, Department of the Interior, 1849 C St. NW.,
Washington, DC 20240, and at the General Services Administration and
contractor facilities who provide EKiP program support services.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Members of the public who:
(a) Purchase the ``America the Beautiful--The National Parks and
Federal Recreational Lands Pass'' (hereinafter, ``Pass'') via the
Internet, mail, or a telephone call-center,
(b) Register online to receive information about the Pass program
and stewardship opportunities,
(c) Are awarded a Pass as a result of reaching the necessary
threshold of hours volunteered at Federal recreation lands, or
(d) Participate in the EKiP program or are awarded a Pass as a
result of participation in Pass program promotions, educational
programs, or initiatives to encourage individuals to visit Federal
parks, lands, and waters, including volunteers, educators, students,
and special groups;
(2) Representatives and employees of businesses and organizations
who are third party vendors of the Pass; and
(3) Employees of DOI, Department of Agriculture, Forest Service,
and Department of Defense, Army Corps of Engineers, or other Federal
agency partners who serve as ordering contacts for the Pass for sale or
distribution.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Name of individual or organization and contact information,
including home address, telephone number, and email address.
(2) Category of Pass(es) being purchased or awarded such as Annual
Pass, Access Pass, Senior Pass, and Volunteer Pass.
(3) Information required for proof of identity and eligibility for
a Pass or to meet a requirement for Pass program initiatives, such as
age, date of birth, disability status, citizenship, photo
identification, passport, driver license or state issued
identification, and other criteria such as employment or membership
status.
(4) Information about special groups participating in Pass program
activities or initiatives (such as schools, educators, or
organizations) who provide information necessary to request or receive
Passes. Information may include name of individual, name of
organization, email address, address, other contact information, zip
code, or specific Federal park or lands, and may be used to establish
eligibility, and develop metrics to analyze success of promotional
outreach activities and increase program participation.
(5) Financial information necessary to process Pass purchases,
including credit card number, account holder, type of credit card
(e.g., Visa or Mastercard), expiration date, and credit card security
code.
(6) Date that Pass(es) were purchased or awarded.
(7) Other information necessary to manage the Pass and EKiP
programs, such as name, address, contact method, other preferences, and
information contained in correspondence or requests to receive further
information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Lands Recreation Enhancement Act of 2004 (REA), 16
U.S.C. 6804 et seq.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The primary purposes of this system are: (1) To process financial
transactions to complete sales of Passes; (2) to fulfill Passes to
individuals, Federal recreation sites, and third party vendors of the
Pass; (3) for those who ``opt-in'' or register, to send updates,
reminders (including remarketing the Pass when an individual's Pass is
about to expire), and additional information on the Pass program and
stewardship opportunities from the REA participating agencies and
Congressionally Authorized Foundations (the National Fish and Wildlife
Foundation, the National Forest Foundation, the Corps Foundation, and
the National Park Foundation); and (4) for other necessary actions to
manage the Pass and EKiP programs within the intent of the authorizing
legislation.
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, disclosures outside DOI may be made as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1)(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 (DOJ);
(ii) A court or an adjudicative or 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:
[[Page 63248]]
(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 disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purpose for which the records were
compiled.
(2) 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.
(3) To the Executive Office of the President in response to an
inquiry from that office made at the request of the subject of a record
or a third party on that person's behalf, or for a purpose compatible
for which the records are collected or maintained.
(4) 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.
(5) 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.
(6) To Federal, state, territorial, local, tribal, or foreign
agencies that have requested information relevant or necessary to the
hiring, firing or retention of an employee or contractor, or the
issuance of a security clearance, license, contract, grant, or other
benefit, when the disclosure is compatible with the purpose for which
the records were compiled.
(7) 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.
(8) To state, territorial, 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.
(9) 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.
(10) 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.
(11) 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.
(12) To the Department of the Treasury to recover debts owed to the
United States.
(13) To the news media and the public, with the approval of the
Public Affairs Officer in consultation with Counsel and the Senior
Agency Official for Privacy, where there exists a legitimate public
interest in the disclosure of the information, except to the extent it
is determined that release of the specific information in the context
of a particular case would constitute an unwarranted invasion of
personal privacy.
(14) To an expert, consultant, contractor (including employees of
the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records.
(15) To the Department of Agriculture's Forest Service and the
Department of Defense's Army Corps of Engineers as necessary to
implement the Pass program.
(16) To the Congressionally Authorized Foundations (the National
Fish and Wildlife Foundation, the National Forest Foundation, the Corps
Foundation, and the National Park Foundation) about those individuals
or entities who ``opt-in'' or register to receive communications.
(17) To a debt collection agency for the purpose of collecting
outstanding debts owed to the Department for fees associated with
processing FOIA/PA requests.
(18) To disclose debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor solely to
aggregate information for the Internal Revenue Service to collect debts
owed to the Federal government through the offset of tax refunds.
(19) To other Federal agencies for the purpose of collecting debts
owed to the Federal government by administrative or salary offset.
(20) To Federal, state, tribal, territorial or local government,
educational, and other organizations, entities or individuals for the
purpose of verifying eligibility to receive a Pass, prevent
duplication, fraud and abuse, or as otherwise required by law.
(21) To the General Services Administration, U.S. Department of
Education, U.S. Army Corps of Engineers, U.S. Forest Service, National
Oceanic and Atmospheric Administration, and other Federal agencies in
partnership with DOI to promote educational or outreach activities to
encourage individuals to visit Federal parks, lands, and waters, for
the purpose of developing metrics to analyze success of promotional
outreach activities and identify challenges for special groups and
localities, and to prevent fraud and abuse.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a
consumer reporting agency as defined in the Fair Credit Reporting Act
(15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31
U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records maintained in paper form are stored in file folders in file
cabinets. Electronic records are maintained in computer servers,
computer hard drives, electronic databases, email, and electronic media
such as removable drives, compact disc, magnetic disk, diskette, and
computer tapes.
[[Page 63249]]
RETRIEVABILITY:
Information from the Pass System will be retrievable by (1) name of
individual or organization, (2) address, (3) credit card information
(for Pass purchasers only), and (4) other unique identifiers such as an
email address or a phone number.
SAFEGUARDS:
The records contained in this system are safeguarded in accordance
with 43 CFR 2.226 and other applicable security rules and policies.
During normal hours of operation, paper records are maintained in
locked filed cabinets in secured rooms under the control of authorized
personnel that are locked during non-business hours. Computers and
storage media are encrypted in accordance with DOI security policy.
Electronic records are stored in servers located in secured Federal
agency and contractor facilities with physical, technical and
administrative levels of security to prevent unauthorized access to
information. Security controls include encryption, firewalls, two-
factor authentication, audit logs, intrusion detection systems, and
network system security monitoring. Access to records in this system is
limited to DOI personnel and other authorized parties who have a need
to know the information for the performance of their official duties,
and is based on least privileges or access level needed to perform job
duties. Electronic records are safeguarded by permissions set to
``Authenticated Users'' which require valid username and password, and
user access is monitored to protect against unauthorized access or use.
Database tables are kept on separate file servers away from general
file storage and other local area network usage, and the database
itself will be stored in a password-protected, client-server database.
Electronic transmissions of records containing sensitive data will be
encrypted and password-protected. Personnel authorized to access the
system must complete security, privacy, and records management training
and sign the DOI Rules of Behavior. A Privacy Impact Assessment was
conducted to ensure that adequate controls are implemented to protect
data as required by the Privacy Act, E-Government Act of 2002, the
Federal Information Security Modernization Act of 2014, Office of
Management and Budget policy, National Institute of Standards and
Technology guidelines and standards, and DOI privacy and security
policies.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
National Park Service (NPS) Records Schedules and Departmental Records
Schedules that have been approved by the National Archives and Records
Administration (NARA). Commercial Visitor Services (Item 5) C. Routine
Financial and Contract/Lease Records ((N1-79-08-4)) have a temporary
disposition and are destroyed seven years after closure. Interpretation
and Education (Item 6), Retention plan C, Routine and Supporting
Documentation have a temporary disposition and are destroyed three
years after closure (N1-79-08-5). General administrative records,
including routine correspondence, administrative copy files, budget
files, and duplicate copies, are maintained under Departmental Records
Schedule 1--Administrative Records (DAA-0048-2013-0001). The
disposition of these records may vary based on the subject matter,
function, and the needs of the agency. Temporary records are cut off
when superseded or obsolete, and destroyed after the required retention
period for the specific record type. In some cases, records may be
maintained under DOI bureau and office records retention schedules and
disposed of in accordance with the applicable retention schedules.
Approved disposition methods for temporary records include shredding or
pulping paper records, and erasing or degaussing electronic records in
accordance with 384 Departmental Manual 1 and NARA guidelines.
SYSTEM MANAGER AND ADDRESS:
1. America the Beautiful--The National Parks and Federal
Recreational Lands Pass Program Manager, National Park Service, Org.
Code 2608, 1201 Eye St. NW., Washington, DC 20005.
2. Every Kid in a Park Program Manager, Office of the Secretary,
Department of the Interior, 1849 C St. NW., Mail Stop 7254 MIB,
Washington, DC 20240.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself in the Pass System should send a signed, written
inquiry to the appropriate System Manager identified above. The request
envelope and letter should both be clearly marked ``PRIVACY ACT
INQUIRY'' and the request must include the individual's full name and
address. A request for notification must meet the requirements of 43
CFR 2.235.
RECORD ACCESS PROCEDURES:
An individual requesting records on himself or herself in the Pass
System should send a signed, written inquiry to the appropriate System
Manager identified above. The request must include the individual's
full name and address and should describe the records sought as
specifically as possible. The request envelope and letter should both
be clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for
access must meet the requirements of 43 CFR 2.238.
CONTESTING RECORD PROCEDURES:
An individual requesting corrections or the removal of material
from his or her records should send a signed, written request to the
appropriate System Manager identified above. The request must include
the individual's full name and address, as well as an explanation of
what information they believe should be changed, and why. A request for
corrections or removal must meet the requirements of 43 CFR 2.246.
RECORD SOURCE CATEGORIES:
Information in the Pass System comes primarily from individual
members of the public, persons, parties, or organizations purchasing or
receiving Passes or registering to receive additional information from
DOI about the Pass or EKiP programs, and related activities.
Individuals may provide information using online or electronic forms,
through mail, or over the telephone if using a telephone call-in
center. Information may also be obtained from correspondence with
individuals interested in programs related to Pass and EKiP program
activities, and from DOI bureau and office program records related to
these program activities. Information may also be obtained from DOI
partner agencies, and other Federal, state, local or tribal entities;
DOI employees, contractors, and volunteers; and any persons who
correspond or communicate with DOI during the course of program
management activities for ``The `America the Beautiful--The National
Parks and Federal Recreational Lands Pass' System''.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2015-26446 Filed 10-16-15; 8:45 am]
BILLING CODE 4334-63-P