[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEPARTMENT OF THE INTERIOR
Systems of Records
TABLE OF CONTENTS
I. Office of the Secretary.
Management Information--Interior, Office of Inspector General--1.
Investigative Records--Interior, Office of Inspector General--2.
Financial Interest Statements and Ethics Counselor Decisions--
Interior, Office of the Secretary--3.
Federal and Non-Federal Aviation Personnel, Equipment, and Mishap
Information System-Interior, DOI-07.
Aircraft Services Administrative Management and Fiscal Records--
Interior, Office of the Secretary--8.
Private Relief Claimants, Department--Interior, Office of the
Secretary--12.
Private Relief Claimants, Bureau--Office of the Secretary--13.
Discrimination Complaints--Interior, Office of the Secretary--18.
Secretarial Controlled Correspondence File--Interior, Office of the
Secretary--20.
Youth Conservation Corps (YCC) Enrollee Records--Interior, Office of
the Secretary--25.
Youth Conservation Corps (YCC) Enrollee Payroll Records File--
Interior, Office of the Secretary--26.
Youth Conservation Corps (YCC) Enrollee Medical Records--Interior,
Office of the Secretary--27.
Youth Conservation Corps (YCC) Recruitment Files--Interior, Office of
the Secretary--29.
Library Circulation Control System--Interior, Office of the
Secretary--35.
Telephone Call Detail Records--Interior, Office of the Secretary--36.
Security Clearance Files and Other Reference Files--Interior, Office
of the Secretary--45.
Secretarial Subject Files--Interior, Office of the Secretary--46.
Parking Assignment Records--Interior, Office of the Secretary--47.
Property Accountability and Control System--Interior, Office of the
Secretary--51.
Passport and Visa Records--Interior, Office of the Secretary--52.
Privacy Act Files--Interior, Office of the Secretary--57.
Administrative Operations Records on Employees, Department System--
Interior, Office of the Secretary--58.
Safety Management Information System--Interior, Office of the
Secretary--60.
Biography File--Interior, Office of the Secretary--65.
Committee Management Files--Interior, Office of the Secretary--68.
Freedom of Information Appeal Files--Interior, Office of the
Secretary--69.
Freedom of Information Request Files System--Interior, Office of the
Secretary--71.
FEC Chargeback Case File--Interior, Office of the Secretary--72
Grievance Records--Interior, Office of the Secretary--74.
Employee Experience, Skills, Performance, Training, and Career
Development Records--Interior, Office of the Secretary--76.
Unfair Labor Practice Charges/Complaints--Interior, Office of the
Secretary--77.
Negotiated Grievance Procedure Files--Interior, Office of the
Secretary--78.
General Personnel Records--Interior, Office of the Secretary--79.
Executive and Manager Development Program (EMDP)--Interior, Office of
the Secretary--82.
Delinquent Debtor File--Interior, Office of the Secretary--84.
Payroll, Attendance, Retirement, and Leave Records--Interior, Office
of the Secretary--85.
Accounts Receivable--Interior, Office of the Secretary--86.
Cash Receipts--Interior, Office of the Secretary--87.
Travel--Interior, Office of the Secretary--88.
Federal Financing System--Interior, Office of the Secretary--90.
Pilot Flight Time Research--Interior, Office of the Secretary--97.
II. Bureau of Indian Affairs.
Property Loan Agreement Files--Interior, BIA--1.
Safety Management Information--Interior, BIA--2.
Individual Indian Monies--Interior, BIA--3.
Indian Land Records--Interior, BIA--4.
Indian Land Leases--Interior, BIA--5.
Navajo-Hopi Joint Use Project--Interior, BIA--6.
Tribal Rolls--Interior, BIA--7.
Indian Social Services Case Files--Interior, BIA--8.
Traders License Files--Interior, BIA--9.
Indian Housing Improvement Program--Interior, BIA--10.
Indian Business Development Program (Grants)--Interior, BIA--11.
Indian Trust Land Mortgages--Interior, BIA--12.
Indian Loan Files--Interior, BIA--13.
Travel Accounting System--Interior, BIA--14.
Trip Reports--Interior, BIA--15.
Travel Files--Interior, BIA--16.
Law Enforcement Services--Interior, BIA--18.
Indian Association Stock Purchase Records--Interior, BIA--19.
Correspondence Files System--Interior, BIA--20.
Correspondence Control System--Interior, BIA--21.
Indian Student Records--Interior, BIA--22.
Employment Assistance Case Files--Interior, BIA--23.
Timber Cutting and Fire Trespass Claims Case Files--Interior, BIA--24.
Integrated Records Management System--Interior, BIA--25
Indian Electric Power Utilities-Interior, BIA--26
III. Bureau of Mines.
Travel Advance File--Interior, Mines--2.
Travel Vouchers and Authorizations--Interior, Mines--3.
Property Control--Interior, Mines--4.
Personnel Identification--Interior, Mines--5.
Safety Management Information System--Interior, Mines--6.
Personnel Security Files--Interior, Mines--7.
IV. U.S. Geological Survey.
Employee Assistance Program Records--Interior, GS--4
Contract Files--Interior, GS--5.
Personal Property Accountability Records--Interior, GS--7.
National Research Council Grants Program--Interior, GS--9.
Security--Interior, GS--11.
Manuscript Processing--Interior, GS--13.
Cartographic Information Customer Records--Interior, GS--15.
Computer Registration System--Interior, GS--18.
Photo File System--Interior, GS--20.
Personnel Investigations Records--Interior, GS--23.
Employee Work Report Edit and Individual Employee Production Rates--
Interior, GS--24.
Water Data Sources Directory--Interior, GS--25.
National Water Data Exchange User Accounting System--Interior, GS--26.
V. Minerals Management Service.
Personal Property Accountability Records--Interior, EMM--2.
Accident Reports and Investigations--Interior--EMM--3.
Personnel Security System, Interior, MMS--4.
Telephone/Employee Locator System (TELS)--Interior, MMS--5.
Advanced Budget/Accounting Control and Information System (ABACIS)--
Interior, MMS--8.
Employee Counseling Services Program--Interior, MMS-9.
Lessee/Operator Training Files, Interior, MMS--12.
VI. Office of Surface Mining Reclamation and Enforcement.
Travel Advance File--Interior, OSMRE--2.
Travel Vouchers and Authorizations--Interior, OSMRE--3.
Property Control--Interior, OSMRE--4.
Safety Files--Interior, OSM--6.
Personnel Security Files--Interior, OSMRE--7.
Employment and Financial Interest Statements--States and Other Federal
Agencies--Interior, OSMRE--8.
Net Worth Determination File--Interior, OSMRE-10.-
Collection Management Informaiton System (CMIS)--Interior, OSMRE-11.
Application for Blaster Certification in Federal Program States and on
Indian Lands-Computer Tracking System, Interior, OSMRE-12.
VII. National Park Service.
Special Use Permits--Interior, NPS--1.
Land Acquisition and Relocation Files--Interior, NPS--2.
Land Acquisition Management Information System--Interior, NPS--3.
Travel Records--Interior, NPS--4.
Retirement Record--Interior, NPS--5.
Audiovisual Performance Selection Files--Interior, NPS--6.
National Park Service Historical Library--Interior, NPS--7.
Property and Supplies Accountability--Interior, NPS--8.
Central Files--Interior, NPS--10
U.S. Park Police Personnel Photograph File--Interior, NPS--12.
Concessioners--Interior, NPS--13.
Concessioner Financial Statement and Audit Report Files--Interior,
NPS--14.
Concessions Management Files--Interior, NPS--15.
Employee Financial Irregularities--Interior, NPS--17.
Collection, Certifying and Disbursing Officers, and Imprest Fund
Cashiers--Interior, NPS--18.
Law Enforcement Files: Statistical Reporting System, Incident Card
Reference and Related Files--Interior, NPS--19.
Visitor Statistical Survey Forms--Interior, NPS--21.
Motor Vehicle Operations Program--Interior, NPS--22.
VIII. U.S. Fish and Wildlife Service.
Labor Cost Information Records--Interior, FWS--1.
Security File--Interior, FWS--3
Tort Claim Records--Interior, FWS--4.
National Wildlife Refuge Special Use Permits--Interior, FWS--5.
Hunting and Fishing Survey Records--Interior, FWS--6.
Water Development Project and/or Effluent Discharge Permit Application
Review--Interior, FWS--7.
Fish Disease Inspection Report--Interior, FWS--8.
Farm Pond Stocking Program--Interior, FWS--9.
National Fish Hatchery Special Use Permits--Interior, FWS--10.
Real Property Records--Interior, FWS--11.
North American Breeding Bird Survey--Interior, FWS--13.
Great Lakes Commercial Fisheries Catch Records--Interior, FWS--14.
Diagnostic-Extension Service Records--Interior, FWS--17.
Endangered Species Licensee System--Interior, FWS--19.
Investigative Case File System--Interior, FWS--20.
Permits System--Interior, FWS--21.
U.S. Deputy Game Warden--Interior, FWS--22.
Motor Vehicle Permit Log--Interior, FWS--23.
Contract and Procurement Records, FWS--25.
Migtratory Bird Population and Harvest Systems--Interior, FWS--26.
Correspondence Control System--Interior, FWS--27.
Avitrol Authorization Records--Interior, FWS--28.
Animal Damage Control Non-Federal Personnel Records--Interior, FWS--
29.
Marine Mammals Management, Marking, Tagging and Reporting Program,
FWS--30.
IX. Bureau of Reclamation.
Occupational Illiness, Accidents, and Related Property Damage--
Interior, Reclamation-1.
Attendance at Meetings--Interior, Reclamation-3.
Audiograms (Hearing Test Record)--Interior, Reclamation-4.
Claims--Interior, Reclamation-5.
Concessions--Interior, Reclamation-7.
Foreign Visitors and Observers--Interior, Reclamation-9.
Inventions and Patents--Interior, Reclamation-12.
Irrigation Management Service--Interior, Reclamation-13.
Land Exchange--Interior, Reclamation-14.
Land Settlement Entries--Interior, Reclamation-15.
Litigation--Interior, Reclamation-16.
Lands--Leases, Sales, Rentals, and Transfers--Interior, Reclamation-
17.
Lease of Housing--Interior, Reclamation-18.
Mineral Location Entries--Interior, Reclamation-19.
Movable Property ADP Records--Interior, Reclamation-20.
Movable Property Individual Responsibility--Interior, Reclamation-21.
Oil and Gas Applications--Interior, Reclamation-22.
Personal Author Reports--Interior, Reclamation-25.
Photographic Files--Interior, Reclamation-26.
Real Property and Right-of-Way Acquisitions--Interior, Reclamation-28.
Right-of-Way Applications--Interior, Reclamation-29.
Acreage Limitation--Interior, Reclamation-31.
Special Use Applications, Licenses, and Permits--Interior,
Reclamation-32.
Speeches--Interior, Reclamation-33.
Thefts Listing--Interior, Reclamation-34.
Trespass Cases--Interior, Reclamation-37.
Water Right Applications--Interior, Reclamation-38.
Water Rights Acquisition--Interior, Reclamation-39.
Water Sales and Delivery Contracts--Interior, Reclamation-40.
Permits--Interior, Reclamation-41.
Recordable Contracts--Interior, Reclamation-42.
Real Estate Comparable Sales Data Storage System--Interior,
Reclamation-43.
Equipment, Supply and Service Contracts--Interior, Reclamation-45.
Employee Trip Reports--Interior, Reclamation-46.
Employees' Compensation Records--Interior, Reclamation-47.
Lower Colorado River Well Inventory, BOR-48.
X. Bureau of Land Management.
Range Management System--Interior, BLM--2.
Mineral Lease Management--Interior, BLM--3.
Coal Lease Data System--Interior, BLM--4.
Mineral Surveyor Appointment File--Interior, BLM--6.
Aircraft Passenger Manifest Records--Fire Control--Interior, BLM--8.
Property and Supplies Accountability--Interior, BLM--9.
Vehicle Use Authorization--Interior, BLM--10.
Identification Cards and Passes--Interior, BLM--11.
Manpower Management--Interior, BLM--12.
Safety Management Information--Interior, BLM--13.
Security Clearance Files--Interior, BLM--14.
Correspondence Control--Interior, BLM--15.
Mineral and Vegetal Material Sales--Interior, BLM--16.
Criminal Case Investigation--Interior, BLM--18.
Civil Trespass Case Investigations--Interior, BLM--19.
Employee Conduct Investigations--Interior, BLM--20.
Travel--Interior, BLM--21.
Financial Management--Interior, BLM--22.
Contract Files--Interior, BLM--23.
Copy Fee Deposit--Interior, BLM--24.
Incentive and Honor Awards--Interior, BLM--26.
Real Estate Appraiser Roster--Interior, BLM--27.
Adopt a Wild Horse--Interior, BLM--28.
Uniform Accountability System--Interior, BLM--30.
XI. Office of Hearings and Appeals.
Hearings and Appeals Files--Interior, OHA--1.
XII. Office of the Solicitor.
Litigation, Appeal and Case Files--Interior, Office of the Solicitor--
1.
Claims Files--Interior, Office of the Solicitor--2.
Patent Files--Interior, Office of the Solicitor--3.
Workload Analysis--Interior, Office of the Solicitor--4.
SMCRA Litigation Tracking System (LTS)--Interior, Office of the
Solicitor--5.
INTERIOR/OIG-1
System name: Management Information--Interior, Office of
Inspector General-1.
System location:
(1) Office of Inspector General, U.S. Department of the Interior, 18th
and C Streets NW, Washington, DC 20240; (2) Office of Inspector
General Regional Offices and Regional Suboffices (A current listing of
such offices and their locations can be obtained from the System
Manager).
Categories of individuals covered by the system:
Past, present and prospective departmental employees, contractors,
subcontractors, grantees, subgrantees, lessees, licensees, and other
persons doing business with the Department, or having contact with the
Department or geographical areas under its jurisdiction.
Categories of records in the system:
(a) OIG Employee Resources file will contain information regarding OIG
employee assignments, distribution of time, training completed and
performance; (b) Audit Status file will contain status information on
all audits from point of request or annual planning through follow-up
and eventual closure; (c) Investigation Status file will contain
status information on all investigations from point of receipt or
acceptance of a case through closure; (d) Audit and Investigations
History file will contain the findings, recommendations and actions on
all audits and investigations; (e) Audit Inventory file will contain a
record of each auditable entity of the Department, including its
contracts, grants, cooperative agreements, organizations, programs and
functions; and (f) Freedom of Information Act and Privacy Act file
will contain information relating to requests for access to OIG
records and other kinds of requests under those Acts, and OIG action
on such requests.
Authority for maintenance of the system:
Inspector General Act of 1978, 5 U.S.C.A. app. 1, sections 1-12.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (a) Personnel information will be
used by staff managers to determine training needs, quality of
performance, and promotional eligibility; (b) assignment information
and workload status information will be used by managers to control
audits and investigations, and to maximize effectiveness of staff
resources; (c) the Audit Status file will be used to track all audits
from point of request or actual planning through follow-up and
eventual closure; (d) the Investigation Status file will be used to
track all investigations from point of receipt or acceptance through
closure; (e) the Audit and Investigation History file will record the
findings, recommendations, and actions on all audits and
investigations and will serve to archive pertinent history of audits
and investigation; (f) to conduct and report investigations of serious
misconduct or irregularities, mismanagement, gross waste of funds,
abuse of authority, danger to public health and safety, or violation
of law, to ensure compliance by Departmental employees, contractors,
subcontractors, grantees, subgrantees, lessees, licensees and other
persons doing buisness with the Department with federal statutes,
regulations, policies, and procedures; (g) to develop audit reports
which bring to the attention of management officials, the Congress,
contractors, and grantees, etc., existing deficiencies and
recommendations for correcting those deficiencies; (h) the Audit
Inventory file will be used to forecast budget requirements for
auditing each entity, review of contracts and grants for compliance
and detections or prevention of fraud, waste and abuse, and to conduct
trend analysis and review of expenditures; (i) the Freedom of
Information Act and Privacy Act file will improve efficiency in
responding to requests under those Acts; and (j) to prevent and detect
fraud and abuse and to promote economy, efficiency, and effectiveness
in the program and operations of the Department of the Interior.
Disclosures outside of the department may be made: (1) To the U.S.
Department of Justice when related to litigation or anticipated
litigation: (2) to a Member of Congress from the record of an
individual in response to an inquiry made at the request of that
individual; (3) to a federal, state, tribal, territorial or local
government agency which has funds involved to alert that agency to the
deficiencies so that the agency may take corrective action; (4) to
another federal, state, tribal, territorial or local government agency
having partial or complete jurisdiction over the auditee or subject
matter of the audit; (5) to appropriate federal, state, tribal,
territorial, local, foreign agencies responsible for investigating or
prosecuting the violation of, or for enforcing, implementing, or
administering a statute, rule, regulations, order, program, facility,
lease, license, contract, grant, or other agreement; (6) to a federal,
state, tribal, territorial, local or foreign agency, or an
organization, or an individual when reasonably necessary to obtain
information or assistance relating to an audit, investigation, trial,
hearing preparation for trial or hearing, or any other authorized
activity of the Office of Inspector General; (7) to federal, state,
tribal, territorial, local or foreign agenices where necessary to
obtain information or assistance relating to the hiring or retention
of an employee, or the issuance of a security clearance, contract,
license, grant, or other benefit; (8) to a federal agency which has
requested information relevant or necessary to its hiring or retention
of an employee, or issuance of security clearance, license, contract,
grant, or other benefits; (9) to an actual or potential party or his
or her attorney for the purpose of negotiation or discussion on such
matter as settlement of the case or matter, plea bargaining, or
informal discovery proceedings; (10) to a foreign government pursuant
to an international treaty, convention, or executive agreement entered
into by the United States; (11) to complainants for the purpose of
notifying them of the progress and disposition of their complaints.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Password files on an automated data processing system.
Retrievability:
Most files in the system are accessed by case number or report title
(which may incorporate the name of an individual), but the Employee
Resources Personnel file is accessed by social security account
number; the Freedom of Information Act and Privacy Act file is
accessed also by name of requester or submitter.
Safeguards:
Manual files are in locked rooms. Electronic files are protected by
passwords accessible only to authorized persons. Computerized files
will be safeguarded in accordance with 43 CFR 2.51(c).
Retention and disposal:
General personnel information is destroyed when no longer needed for
administrative use; the continous update files are closed at the end
of an audit or investigation and transferred to the Audit and
Investigative history files for retention; the Audit Inventory, Audit
and Investigation History, and Freedom of Information Act and Privacy
Act files will be destroyed when no longer needed for agency use.
System manager(s) and address:
Assistant Inspector General for Administration, Office of Inspector
General, U.S. Department of the Interior, 18th and C Sts. NW,
Washington, DC 20240.
Notification procedure:
Inquiries may be addressed to the System Manager as indicated above.
(See 43 CFR 2.60 details on inquiries.)
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing and 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 System Manager and
must the requirements of 43 CFR 2.71.
Record source categories:
Departmental employees, departmental employment records, reports and
notices, present and prospective contractors, subcontractors,
grantees, subgrantees, lessees, licensees, and other persons doing
official business with the Department, or having contact with the
Department or geographical areas under its jurisdiction.
INTERIOR/OIG-2
System name: Investigative Records--Interior, Office of
Inspector General--2.
System location:
(1) Office of Inspector General, U.S. Department of the Interior, 18th
and C Streets, NW, Washington, DC 20240; (2) Office of Inspector
General Regional Offices and Regional Suboffices (A current listing of
such offices and their locations can be obtained from the System
Manager); (3) Investigative site during course of an investigation.
Categories of individuals covered by the system:
Past, present, and prospective Departmental employees, contractors,
subcontractors, grantees, subgrantees, lessees, licensees, and other
persons doing official business with the Department, or having contact
with the Department or geographical areas under its jurisdiction.
Categories of records in the system:
Investigative reports and materials pertaining to allegations of
fraud, waste, abuse, mismanagement, danger to public health or safety,
violations of law, misconduct and irregularities by individuals
covered by the system, including irregularities involving the policies
and practices of the Department and real and personal property under
its jurisdiction; a list of individuals having records subpoenaed in
connection with investigations; and their subpoenaed records.
Authority for maintenance of the system:
(1) Inspector General Act of 1978, 5 U.S.C. app. 1, sections 1-12; (2)
5 U.S.C. 7301; (3) Executive Order No. 11222, 18 U.S.C. 201 note; (4)
18 U.S.C. 437, as amended by Pub. L. 96-277, 94 Stat. 544; (5) 30
U.S.C. 6; (6) 43 U.S.C. 11; (7) 43 U.S.C. 31; (8) 43 U.S.C. 1466; (9)
Reorgan. Plan No. 3 of 1950, 64 Stat. 1262, as amended, 5 U.S.C. app.;
(10) 43 CFR part 20; (11) 25 CFR 11.30(n)(2)(ii) (12) 28 CFR 20.3; and
(13) 355 and 356 DM.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (a) To conduct and report
investigations of fraud, waste, abuse and mismanagement in the
programs and activities of the Department and real and personal
property under its jurisdiction, including violations of law, waste of
funds, abuse of authority, serious employee misconduct, other
irregularities, or danger to public health and safety, to insure
compliance by Departmental employees, contractors, subcontractors,
grantees, lessees, licensees and other persons doing business, or
having contact, with the Department with federal statutes,
regulations, policies, and procedures; and (b) to prevent and detect
fraud and abuse, and to promote economy, efficiency, and effectiveness
in the programs and operations of the Department of the Interior.
Disclosures outside of the Department may be made: (1) To the U.S.
Department of Justice when related to litigation or prosecution or
anticipated litigations or prosecution; (2) to a Member of Congress
from the record of an individual in response to an inquiry made at the
request of that individual; (3) to federal, state, tribal,
territorial, or local agencies where necessary to obtain information
relevant to the firing or retention of an employee, or the issuance of
a security clearance, contract, license, grant or other benefit; (4)
to a federal agency which has requested information relevant or
necessary to its hiring or retention of an employee, or issuance of a
security clearance, license, contract, grant, or other benefit; (5) to
appropriate federal, state, tribal, territorial, local, or foreign
agencies responsible for investigating or prosecuting the violation
of, or for enforcing, implementing, or administering a statute, rule,
regulation, program, facility, order, lease, license, contract, grant,
or other agreement; (6) to a federal, state, tribal, territorial,
local, or foreign agency, or an organization, or an individual when
reasonably necessary to obtain information or assistance relating to
an audit, investigation, trial, hearing, preparation for trial or
hearing, or any other authorized activity of the Office of Inspector
General; (7) to an actual or potential party or his or her attorney
for the purpose of negotiation or discussion on such matters as
settlement of the case or matter, plea bargaining, or informal
discovery proceedings; (8) to a foreign government pursuant to an
international treaty, convention, or executive agreement entered into
by the United States.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders and wood processing equipment storage media.
Retrievability:
Indexed by name and subpoena number.
Safeguards:
File folders and word processing equipment storage media are in locked
rooms; manual files, standard passworded files, automated data
processing equipment, and software are accessible to authorized
persons only.
Retention and disposal:
Reports of cases selected for their continuing historical value are
retained for 10 years after they become inactive and then they are
offered to the National Archives; reports on nonselected cases are
destroyed 10 years after they become inactive; subpoena log and
subpoenaed records are destroyed or returned when no longer needed for
agency use.
System manager(s) and address:
Assistant Inspector General for Investigations, Office of Inspector
General, U.S. Department of the Interior, 18th & C Sts., NW,
Washington, DC 20240.
Systems exempted from certain provisions of the act:
Under the specific authority provided by 5 U.S.C. 552a(k)(2), the
Department of the Interior has adopted a regulation, 43 CFR 2.79(b),
which exempts this system from the provisions of 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4) (G), (H) and (I), and (f) and the portions of 43
CFR, part 2, subpart D which implement these provisions. The reasons
for adoption of this regulation are set out at 40 FR 37217 (August 26,
1975).
Under the specific authority provided by 5 U.S.C. 552a(j)(2), the
Department of the Interior has adopted a regulation, 43 CFR 2.79(a)
which exempts this system from all of the provisions of 5 U.S.C. 552a
and Department of Interior regulations in 43 CFR part 2, subpart D--
Privacy Act, except subsections (b), (c)(1) and (2), (e)(4)(A) through
(F), (e)(6), (7), (9), (10), and (11) and (i) of 5 U.S.C. 552a and the
portions of the regulations in subpart D implementing these
subsections.
INTERIOR/OS-3
System name: Financial Interest Statements and Ethics Counselor
Decisions--Interior, Office of the Secretary--3.
System location:
(1) Office of the Assistant Secretary--Policy, Budget and
Administration, Interior, 18th and C Street, NW, Washington, DC 20240;
(2) Bureau and Office of Ethics Counselors, Deputy Ethics Counselors,
Associate Ethics Counselors, and Assistant Ethics Counselors. (A list
may be obtained from the Deputy Agency Ethics Official, Office of the
Assistant Secretary--Policy, Budget and Administration.)
Categories of individuals covered by the system:
Present or past Department employees required to file financial
interests or disclosure statements as required by in 5 CFR part 734,
43 CFR part 20, or 30 CFR part 706; and, present or past Department
employees subjected to remedial or disciplinary action for conflicts
of interest or other ethics violations.
Categories of records in the system:
Contains confidential statements of employment and financial interests
(forms DI-212, DI-212A, DI-213, or DI-278) for present or past
Interior Department employees required to file such statements.
Contains Public Financial Disclosure Reports required by the Ethics in
Government Act of 1978, as amended, (form SF-278) for present or past
incumbents in position required to file such statements. Also contains
records of conflict of interest decisions and appeals, analysis of
financial holdings, employee statements, bureau or office comments,
and supervisor comments on present or past employees, as requested by
the bureau or office counselors or as needed by the Designated Agency
Ethics Official.
Authority for maintenance of the system:
(1) 5 U.S.C. 7301; (2) 16 U.S.C. 1912; (3) 30 U.S.C. 1211; (4) 42
U.S.C. 6392; (5) 43 U.S.C. 1743; (6) 43 U.S.C. 1864; (7) Executive
Order No. 11222, 18 U.S.C. 201 note; (8) 5 CFR parts 734 and 736; and
(9) 43 CFR part 20.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (a) To review employee financial
interests and determine employee compliance or non-compliance with
applicable conflict of interest statutes and regulations, and to
effect remedial and disciplinary action where non-compliance is
ascertained; (b) to record in fact that the employee has been made
aware of specifically directed legislation or regulations covering his
organization and that he or she is in compliance with such specific
legislation or regulations; (c) to provide the public with access to,
and to adequately control access to, financial disclosure reports
which must by statute be made available to the public; and (d) to
provide an adequate system of records for Departmental auditors
performing compliance audits within the Department.
Disclosure outside of the Department may be made: (1) To the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the disclosure is deemed by the Department of the Interior to be
relevant or necessary to the litigation, and (c) the Department of the
Interior determines that disclosure is compatible with the purpose for
which the records were compiled; (2) to a Member of Congress from the
record of an individual in response to an inquiry made at the request
of that individual; (3) to federal, state, tribal, territorial or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit; (4) to a federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit; (5) to the
Office of Personnel Management to perform oversight reviews; (6) to
the public for only those records covered by specific statutes
requiring their public disclosure; (7) to appropriate federal, state,
tribal, territorial, local or foreign agencies responsible for
investigating or prosecuting the violation of, or for enforcing,
implementing, or administering a statute, rule, regulation, program,
facility, order, lease, license, contract, grant, or other agreement;
(8) to a federal, state, tribal, territorial, local or foreign agency,
or an organization, or an individual when reasonably necessary to
obtain information or assistance relating to an audit, investigation,
trial, hearing, preparation for trial or hearing, or any other
authorized activity or the Department; (9) to an appropriate federal,
state, tribal, territorial, local, or foreign court or grand jury in
accordance with established constitutional, substantive, or procedural
law or practice; (10) to an actual or potential party or his or her
attorney for the purpose of negotiation or discussion on such matters
as settlement of the case or matter, plea bargaining, or informal
discovery proceedings; and (11) to a foreign government pursuant to an
international treaty, convention, or executive agreement entered into
by the United States.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
(1) For confidential statements of employment and financial interests,
DI-212, DI-212A, and DI-213:
Storage:
Maintained in file folders, word processing equipment storage media,
and computer disks and output.
Retrievability:
For each bureau and office, information is filed alphabetically by
position or employee name.
Safeguards:
Maintained in locked file cabinets in locked rooms; manual files,
standard passworded filed on word processor, and software are
accessible to authorized persons only. Access to computer files is
restricted by the use of file passwords and file encryption.
Retention and disposal:
Retention and disposal is in accordance with General Records Schedule
No. 1, Item No. 25.
(2) For Public Disclosure Statements of Known Financial Interest, SF-
278; and Confidential Supplement Form DI-278:
Storage:
Maintained in file folders.
Retrievability:
Filed by bureau, alphabetically by employee name in the Office of the
Assistant Secretary--Policy, Budget and Administration.
Safeguards:
Maintained in locked file cabinets or in locked rooms; manual files,
standard passworded files and software are accessible to authorized
persons only.
Retention and disposal:
Retention and disposal is in accordance with General Records Schedule
No. 1, Item No. 25.
System manager(s) and address:
Designated Agency Ethics Official, Office of the Assistant Secretary--
Policy, Budget and Administration, U.S. Department of the Interior,
18th and C Streets, NW, Washington, DC 20240.
Notification procedure:
Inquiries may be addressed to the System Manager identified above, or
to the appropriate Bureau or Office Ethics Counselor. (A list of
Ethics Counselors can be obtained from the System Manager.) (See 43
CFR 2.60 for procedures on making inquiries.)
Record access procedures:
A request for access may be addressed to the System Manager,
identified above, or to the appropriate Bureau or Office Ethics
Counselor. (A list of Ethics Counselors can be obtained from the
System Manager.) The request must be in writing and 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 System Manager or
to the appropriate Bureau or Office Ethics Counselor. (A list may be
obtained from the System Manager) and must meet the requirements of 43
CFR 2.71.
Record source categories:
Present Department employees who are, or past Department employees who
were, required to file financial interest statements, and Department
bureaus and offices.
INTERIOR/DOI-07
System name:
Federal and Non-Federal Aviation Personnel, Equipment, and Mishap
Information System--Interior, DOI-07.
System location:
(1) National Headquarters: Office of Aircraft Services, Office of the
Director, Aviation Safety Office, 2350 West Robinson Road, Boise,
Idaho 83705-5355.
(2) Office of Aircraft Services, Division of Technical Services, 2350
West Robinson Road, Boise, Idaho 83705-5355.
(3) Office of Aircraft Services, Alaska Regional Office, 4343 Aircraft
Drive, Anchorage, Alaska 99502.
(4) Office of Aircraft Services, Northwest Area Office, 2741 Airport
Way, Boise, Idaho 83705.
(5) Office of Aircraft Services, Southwest Area Office, One West Deer
Valley Road, Suite 115, Phoenix, Arizona 85027.
(6) Office of Aircraft Services, East Area Office, 1954 Airport Road,
Suite 101, Chamblee, Georgia 30341.
Categories of individuals covered by the system:
(1) Professional, dual-function and incidental pilots, air crews,
mechanics and ground personnel employed by Interior bureaus; (2)
Pilots, aircrews, mechanics, and ground personnel of commercial
operators utilized by Interior bureaus; (3) Pilots, aircrews,
mechanics, and ground personnel of cooperating government agencies,
organizations and private individuals.
Categories of records in the system:
The system contains information relative to certificates,
qualifications, experience levels, training and proficiency, and
performance of individuals. Identifying information pertaining to
individuals includes name, birth date, and social security number or
FAA certificate number. The system also contains aviation mishap data
pertaining to accidents, incidents, aviation hazards and maintenance
deficiencies. This information includes accident summary, accident and
other mishap reports, type of mishap, and pilot, crew member, and
mechanic certificate number.
Authority for maintenance of the system:
5 U.S.C. 301, Reorganization Plan 3 of 1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosures within the Department of the Interior may be made to
employees of the Department: (1) To determine aircraft/crew/mechanic/
ground personnel qualifications to comply with Office of Aircraft
Services procedures and directives; (2) To perform aircraft mishap
trend analysis and develop statistical data for use in the Interior
Aircraft Accident Prevention Program.
Disclosures outside the Department of the Interior may be made: (1) To
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) Of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (3) To a Federal agency that has
requested information necessary or relevant to the hiring, firing, or
retention of an employee, or the issuance of a security clearance,
contract, license, pilot qualification card, grant or other benefit,
but only to the extent that the information disclosed is relevant and
necessary to the requesting agency's decision on the matter; (4) To
Federal, State, and local agencies, or to 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, contract, grant, or other benefit; and (5) To a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving and accessing, retaining
and disposing of records in the system:
Storage:
Records are maintained manually, in file folders or on microfiche
film, or electronically, in computer files.
Retrievability:
(1) Records on Interior employees are indexed by agency, location,
name, FAA certificate number, social security number, duty
classification, type of mishap, accident summary and date of birth;
(2) Records on commercial operator personnel are indexed by name, FAA
certificate number, social security number, type of mishap, accident
summary, and date of birth; (3) Records on cooperating government
agencies, organizations, and private individuals are indexed by
agency, location, name, FAA certificate number, social security
number, type of mishap, accident summary and date of birth.
Safeguards:
Access to records is limited to Departmental employees who have an
official need to use the records in the performance of their duties.
When not in use by authorized personnel, paper and microfiche records
are stored in locked file cabinets or in secured rooms. Electronically
stored records are protected from unauthorized access through use of
access codes, entry logs, and other system-based protection methods.
Retention and disposal:
Records in this system are retained for seven (7) years and then
destroyed.
System manager(s) and address:
(1) National Headquarters: Director, Aviation Safety Office, Office of
Aircraft Services, 2350 West Robinson Road, Boise, Idaho 83705-5355.
(2) Chief, Division of Technical Services, Office of Aircraft
Services, 2350 West Robinson Road, Boise, Idaho 83705-5355.
(3) Regional Director, Alaska Regional Office, Office of Aircraft
Services, 4343 Aircraft Drive, Anchorage, Alaska 99502.
(4) Area Director, Northwest Area Office, Office of Aircraft Services,
2741 Airport Way, Boise, Idaho 83705.
(5) Area Director, Southwest Area Office, Office of Aircraft Services,
One West Deer Valley Road, Suite 115, Phoenix, Arizona 85027.
(6) Area Director, East Area Office, Office of Aircraft Services, 1954
Airport Road, Suite 101, Chamblee, Georgia 30341.
Notification procedure:
A request for notification of the existence of records shall be
addressed to the appropriate System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the appropriate
System Manager. The request shall be in writing, signed by the
requester, and comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR
2.71.
Record source categories:
Information in this system is received from Federal and non-Federal
mishap investigators, pilots, aircrews, mechanics, and ground
personnel of Federal, State and local agencies; commercial operators
utilized by Interior bureaus; and various cooperating agencies,
organizations, and private individuals; and Safety/Technical
representatives of the Office of Aircraft Services.
INTERIOR/OS-8
System name: Aircraft Services Administrative Management and
Fiscal Records--Interior, Office of the Secretary--8.
System location:
(1) Office of Aircraft Services, U.S. Department of the Interior, 3905
Vista Avenue, Boise, Idaho 83705. (2) Office of Aircraft Services,
U.S. Department of the Interior, 4343 Aircraft Drive, Anchorage, AK
99503.
Categories of individuals covered by the system:
Employees and some former employees of the Office of Aircraft
Services.
Categories of records in the system:
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 expenditures claims.
Government transportation requests, travel advance accounts and
related records. Records of accountability for Government-owned
property. 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. 3101, Executive
Order No. 11807.
Routine uses of records maintained in the system, including categories
of users 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 Department of the Treasury for preparation of (a)
payroll checks, (b) payroll deduction and other checks to Federal,
State and local 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 and other contributions, (4) to
another Federal agency to which an employee has transferred, (5) to
another Federal agency having a subject matter interest in the
records, (6) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (7) of information indicating a
violation or potential violation of a statute, regulation, rule,
order, license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order or
license; (8) to Federal, State, local agencies or commerical business
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) to a
Member of Congress from the record of an individual in response to an
inquiry made at the request of that individual; (10) to other Federal
agencies conducting computer matching programs to help eliminate fraud
and abuse and to detect unauthorized overpayments made to individuals.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual and automated.
Retrievability:
May be retrieved by individual name or social security number.
Safeguards:
Records are maintained in accordance with 43 CFR 2.51.
Retention and disposal:
According to approved records disposal schedules.
System manager(s) and address:
Director, Office of Aircraft Services, U.S. Department of the
Interior, 3905 Vista Avenue, Boise, Idaho 83705.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Employees, supervisors, timekeepers.
INTERIOR/OS-12
System name: Private Relief Claimants, Department--Interior,
Office of the Secretary--12.
System location:
Office of Congressional & Legislative Affairs, Legislative Counsel,
U.S. Department of the Interior, 18th and C Streets NW, Washington, DC
20240.
Categories of individuals covered by the system:
Individual claimants against the United States seeking remedy through
private relief bills for claims involving the programs and activities
of the Department of the Interior.
Categories of records in the system:
Copies of relief bills and congressional committee reports. Department
records on bills, correspondence, comments of bureaus and offices.
Authority for maintenance of the system:
5 U.S.C. 301, U.S.C. 1457, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to support legislation for the
relief of private claimants. Disclosures outside the Department of the
Interior may be made (1) to Congress to report on the basis and
validity of claims; (2) to another Federal agency having a subject
matter interest in the claim; (3) to the Office of Management and
Budget in connection with the review of private relief legislation as
set forth in OMB Circular No. A-19, at any stage of the legislative
coordinates and clearance process as set forth in that Circular; (4)
to the Congressional sponsor of a private relief bill and to
representatives of the individual who is the subject of the
legislation; (5) to the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained manually in file folders, and in computer media.
Retrievability:
Cross-indexed by name of claimant, through a computer legislative
tracking database.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual and computer records.
Retention and disposal:
Retired to Federal Records Center after two Congresses. Office of the
Secretary, Records Disposal Schedule, Category H, Items 3 and 6 govern
the disposal of records.
System manager(s) and address:
Director, Office of Congressional & Legislative Affairs, U.S.
Department of the Interior, Washington, DC 20240.
Notification procedure:
An individual may inquire whether or not the system contains a record
pertaining to him by addressing a written request to Legislative
Services Center, Office of Congressional & Legislative Affairs, Office
of the Secretary, U.S. Department of the Interior, Washington, DC
20240. The inquiry must be in writing and state that the individual
seeks information concerning records pertaining to him. See 43 CFR
2.60.
Record access procedures:
Same as Notification. See 43 CFR 2.63 for additional content
requirements for requests.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Congress, individual claimants, bureaus and offices of the Department.
INTERIOR/OS-13
System name: Private Relief Claimants, Bureau--Office of the
Secretary--13.
System location:
(1) Bureau of Indian Affairs, 1951 Constitution Avenue, NW,
Washington, DC 20245. (2) Bureau of Land Management, Office of
Legislation and Regulatory Management, 18th and C Streets, NW,
Washington, DC 20240.
Categories of individuals covered by the system:
Individual claimants agains the United States seeking remedy through
private relief bills for claims involving the programs and activities
of the Department of the Interior.
Categories of records in the system:
Copies of relief bills and Congressional committee reports,
Departmental reports on bills, correspondence, information compiled in
connection with the claims, communications of requests from the
sponsor of the bill on the claimant's attorney.
Authority for maintenance of the system:
5 U.S.C. 301. 43 U.S.C. 1457. 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to support legislation for the
relief of private claimants. Disclosures outside the Department of the
Interior may be made (1) to Congress on the basis and validity of
claims; (2) to another Federal agency having a subject matter interest
in a claim; (3) to the Office of Management and Budget in connection
with the review of private relief legislation as set forth in OMB
Circular No. A-19 at any stage of the legislative coordination and
clearance process as set forth in that Circular; (4) to the
Congressional sponsor of a private relief bill and to representatives
of the individual who is subject of the legislation; (5) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (6) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (7) to a
Member of Congress from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained manually in file folders.
Retrievability:
Cross-indexed by name of claimant.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
(1) Director, Congressional and Legislative Staff, Room 4639, Bureau
of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20245.
(2) Chief, Office of Legislation and Regulatory Management, Bureau of
Land Management, 18th and C Streets, NW, Washington, DC 20240.
Notification procedure:
An individual may inquire whether or not the system contains a record
pertaining to him by addressing a written request to the appropriate
System Manager listed above. The inquiry must be in writing and state
that the individual seeks information concerning records pertaining to
him. See 43 CFR 2.60.
Record access procedures:
Same as Notification. See 43 CFR 2.63 for additional content
requirements for requests.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Congress, individual claimants, bureaus and offices of the Department.
INTERIOR/OS-18
System name: Discrimination Complaints--Interior, Office of the
Secretary--18.
System location:
(1) Office of Equal Opportunity, U.S. Department of the Interior, 18th
& C Streets, Northwest, Washington, DC 20240. (2) Bureau of Land
Management, Alaska State Office, 701 ``C'' Street, Box 13, Anchorage
Alaska 99513. (3) Bureau/Office Equal Employment Opportunity Offices.
A current listing of such offices may be obtained from System Manager
``(a)'' below.
Categories of individuals covered by the system:
Individuals who claim to have been discriminated against on the basis
of race, color, sex, religion, national origin, handicap and age in
violation of various statutes including: Title VI and VII of the Civil
Rights Act of 1964 as amended (42 U.S.C. 2000d and 42 U.S.C. 2000e, et
seq); in violation of Section 501 of the Rehabilitation Act of 1973,
as amended (29 U.S.C. 791, et seq); in violation of Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794 et seq) and its
implementing regulations; in violation of the Age Discrimination in
Employment Act of 1967, as amended (29 U.S.C. 621, et seq); in
violation of Title IX of the Education Amendments of 1972 (Pub. L. 92-
318); and in violation of Section 403 of the Trans-Alaska Pipeline
Authorization Act (Pub. L. 93-153, 87 Stat. 576).
Categories of records in the system:
Contains complaints of discrimination; reports of complaints
investigation and supplementary documentary evidence; correspondence,
including requests for information from other Federal agencies, and
from minority, civil rights, women's and community organizations;
documents obtained from recipients of permits, rights-of-way, public
land orders, or other Federal authorizations, and their agents,
contractors, and subcontractors, under the Trans-Alaska Pipeline
Authorization Act (87 Stat. 576); and miscellaneous relevant
statistical data obtained from various sources.
Within the Departmental Office for Equal Opportunity, an automated
system of records (complaints management information system) will be
used to manage and track the processing of complaints received by the
Office for Equal Opportunity concerning discrimination based on race,
color, national origin, religion, sex, age and/or handicap.
Authority for maintenance of the system:
Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d)
and its implementing regulations (43 CFR part 17, subpart A); Title
VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000e, et
seq) and its implementing regulations (29 CFR part 1613); Section 501
of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791, et seq);
Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C.
794 et seq) and its implementing regulations (43 CFR part 17, subpart
B); the Age Discrimination in Employment Act of 1967, as amended (29
U.S.C. 621 et seq); Title IX of the Education Amendments of 1972 (Pub.
L. 92-318); Section 403 of the Trans-Alaska Pipeline Authorization Act
(Pub. L. 93-153, 87 Stat. 576).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the system of records is for the investigation and
resolution of complaints of discrimination and for the compilation of
statistical information on complaints of discrimination in violation
of the aforementioned legislation cited under ``Authority for
Maintenance of the System''. Disclosures outside the Department of the
Interior may be made: (1) To other Federal agencies charged with the
enforcement of equal employment opportunity laws, orders and
regulations, on a need-to-know basis to assist these agencies in their
enforcement activities; (2) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the disclosure is deemed by the Department
of the Interior to be relevant or necessary to the litigation, and (c)
the Department of the Interior determines that disclosure is
compatible with the purpose for which the records were compiled; (3)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (4) to a Member of
Congress from the record of an individual in response to an inquiry
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders and in automated records systems.
Retrievability:
Files maintained in manual systems may be retrieved by: (1) Name, (2)
docket control number; (3) bureau; (4) political jurisdiction; or (5)
any combination of those identifiers.
Additionally, within the automated system of records, information is
retrieved by: (1) Bureau, (2) docket control number, (3) name, or (4)
any combination of those identifiers.
Safeguards:
Records are maintained with safeguards meeting the requirements of the
Privacy Act of 1974, as amended (5 U.S.C. 552a) and the Departmental
Regulations (43 CFR part 2, subpart D). Standards for the maintenance
of records subject to the Privacy Act are described in the
Departmental regulations (43 CFR 2.48) and involve the content of the
records, data collection practices, and the use, safeguarding, and
disposal of personal information in the records.
Records system areas are posted with warnings to include access
limitation, standards of conduct for employees in handling Privacy Act
records (383 DM 9), and possible criminal penalties for violation.
Access to hard-copy records is restricted by containing records in a
locked metal file cabinet or locked room. Keys to rooms containing
system of records are off-master.
Records subject to the Act that are maintained in automated data
processing form are subject to safeguards based on recommendations of
the National Bureau of Standards contained in ``Computer Security
Guidelines for Implementing the Privacy Act of 1974'' (FIPS Pub. 41,
May 30, 1975).
Each bureau is responsible for ensuring that specific procedures are
developed for maintaining each of its systems of records with
appropriate administrative, technical, and physical safeguards to
insure the security and confidentiality of records, and to protect
against the possibility of substantial harm, embarrassment,
inconvenience, or unfairness to any individual on whom information is
maintained. These procedures are developed for both manual and
computerized records, as detailed in the Department's regulations (43
CFR 2.51) and in 383 DM 8.
Retention and disposal:
Records are retained and disposed in compliance with the National
Archives and Records Administration's General Records Schedule No. 1,
Item No. 26.
In addition, the Departmental Office of Information Resources
Management and the Department Office for Equal Opportunity will
coordinate responsibility for archival record transfers and record
storage and disposal methods for the automated system within the
Departmental Office for Equal Opportunity.
System manager(s) and address:
(a) For complaints of discrimination arising under Title VI and VII of
the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d and 42
U.S.C. 2000e, respectively), Section 501 of the Rehabilitation Act of
1973, as amended (29 U.S.C. 791, et seq); Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794 et seq) and its
implementing regulations; the Age Discrimination in Employment Act of
1967, as amended (29 U.S.C. 621 et seq); Title IX of the Education
Amendments of 1972 (Pub. L. 92-318)--Director, Office for Equal
Opportunity, Office of the Secretary, U.S. Department of the Interior,
18th and C Streets, NW, Washington, DC.
(b) For complaints arising under Section 403 of the Trans-Alaska
Pipeline Authorization Act (Pub. L. 93-153, 87 Stat. 576--Alaska State
Office Director, Bureau of Land Management, Alaska State Office, 701
`C' Street, Box 13, Anchorage, Alaska 99513.
(c) For complaints of discrimination arising under Title VII of the
Civil Rights of 1964, as amended (42 U.S.C. 2000e) which are filed
against the Departmental Office for Equal Opportunity, the alternative
responsibility for recordkeeping rests with the Human Relations
Officer, Human Relations Office, Office of the Secretary, U.S.
Department of the Interior, 18th and C Streets, Northwest, Washington,
DC 20240.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her is required, and
shall be addressed to the appropriate System Manager. See 43 CFR 2.60.
Record access procedures:
A written and signed request for access shall be addressed to the
appropriate System Manager and shall 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.
Record source categories:
Complainants; recipients of permits, rights-of-way, public land
orders, or other Federal authorizations, and their agents,
contractors, and subcontractors, under Section 403 of the Trans-Alaska
Pipeline Authorization Act (87 Stat. 576) and their employees; the
administrators and recipient of Government funds from programs
administered by the Department of the Interior; Federal, State, and
local government agencies; community, minority, civil rights, and
women's organizations; unions, Members of Congress and their staffs;
bureaus and offices of the Department of the Interior, and
confidential informants, to the extent they possess relevant data
otherwise unavailable.
INTERIOR/OS-20
System name: Secretarial Controlled Correspondence File--
Interior, Office of the Secretary--20.
System location:
Executive Secretariat, Office of the Under Secretary, U.S. Department
of Interior, 18th and C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
Persons who have written to the Secretary of the Interior on official
business.
Categories of records in the system:
Identification of writer, subject, date and disposition of
correspondence.
Authority for maintenance of the system:
5 U.S.C. 301; 43 U.S.C. 1457; 44 U.S.C. 3101; Reorganization Plan 3 of
1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to ascertain the status of
correspondence to the Secretary of the Interior. Disclosures outside
the Department of the Interior may be made: (1) To a Federal agency so
that the agency may respond to an inquiry from the named individual,
(2) to the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when (a) the United States, the Department
of the Interior, a component of the Department, or, when represented
by the government, an employee of the Department is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the disclosure is deemed by the Department of the
Interior to be relevant or necessary to the litigation, and (c) the
Department of the Interior determines that disclosure is compatible
with the purpose for which the records were compiled, (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, and (4) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Automated database.
Retrievability:
Indexed by number, name of correspondent, subject(s), date, date
received, and disposition.
Safeguards:
Records maintained on secure database with access limited by security
software, installed on hardware located in secure room.
Retention and disposal:
In accordance with General Records Schedule No. 23, Item No. 3.
System manager(s) and address:
Executive Secretary, Interior Building, Room 6221, 18th and C Streets,
NW, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning his/her records is required.
See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the record is maintained.
INTERIOR/OS-25
System name: Youth Conservation Corps (YCC) Enrollee Records--
Interior, Office of the Secretary--25.
System location:
(a) U.S. Department of the Interior, Bureau of Reclamation,
Administrative Service Center, Academy Place 1, 7333 West Jefferson,
Denver, Colorado 80235.
(b) Participating Field Stations of the U.S. Department of the
Interior, U.S. Fish & Wildlife Service. A listing of field offices may
be obtained from the System Manager listed below.
Categories of individuals covered by the system:
Enrollees (YCC) of USDI Federal YCC program.
Categories of records in the system:
(1) Current enrollee USDI Application Form and Employment and Training
Administration Form 27; USDI Medical History Forms; Personal and
Statistical Information. (2) Optional; Evaluation of enrollees
performance by camp staff; Accident, injury, and treatment forms. (3)
Past enrollees; List of names and addresses. (4) Current alternates
(YCC) USDI Application Form and Employment and Training Administration
Form 27.
Authority for maintenance of the system:
Pub. L. 93-408.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) the identification of current
and past enrollees and current alternates or applicants; (b) for the
selection of alternate upon enrollee withdrawal from program (YCC),
(c) to provide enrollee participation record for school credit.
Disclosures outside of the Department of the Interior may be made (1)
to the U.S. Department of Agriculture in connection with joint
administration of YCC program; (2) to the U.S. Department of Justice
or in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or, when represented by the government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license, to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcement or
implementing the statute, rule, regulation, order or license; (4) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office; (5) to
a Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (6) to Federal,
State, or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance of
a security clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in personnel jackets.
Safeguards:
In accordance with National Archives and Records Administration
regulations (36 CFR 1228.150, et seq).
Retention and disposal:
In accordance with Interior Department, Office of the Secretary
Records Schedule NCa-48-82-1.
System manager(s) and address:
(a) Youth Program Officer, U.S. Department of the Interior, National
Park Service, PO Box 37127, 1100 L Street, room 4415, Washington, DC
20013-7127.
(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S.
Fish & Wildlife Service, 1849 C Street NW, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information pertaining to him/her is required. See 43
CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained, medical doctor, school or
other official.
INTERIOR/OS-26
System name: Youth Conservation Corps (YCC), Enrollee Payroll
Recorder File--Interior. Office of the Secretary--26.
System location:
(a) U.S. Department of the Interior, Bureau of Reclamation,
Administrative Service Center, Academy Place 1, 7333 West Jefferson,
Denver, Colorado 80235.
(b) Participating Field Stations of the U.S. Department of the
Interior, U.S. Fish & Wildlife Service. A listing of field offices may
be obtained from the System Manager listed below.
Categories of individuals covered by the system:
Youth accepted into the YCC program.
Categories of records in the system:
Personnel pay, statistical and termination data compiled by camp
officials.
Authority for maintenance of the system:
Pub. L. 93-406.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) the identification of current
and past enrollees and corpsmembers; (b) for payroll purposes for
current enrollees and corpsmembers, (c) to develop demographic
characteristics of enrollee and corpsmember population for statistical
purposes. Disclosures outside the Department of the Interior may be
made (1) to the Department of the Treasury for preparation of (a)
payroll checks and (b) payroll deduction and other checks to Federal,
State, and local government agencies, nongovernmental organizations
and individuals (2) to the Internal Revenue and to State,
Commonwealth, Territorial and local government for tax purposes; (3)
to the Civil Service Commission in connection with the Civil Service
Retirement System; (4) to another Federal agency to which an employee
has transferred; (5) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department, or, when represented by the government, an
employee of the Department is a party to litigation or anticipated
litigation or has an interest in such litigation, and (b) the
Department of the Interior determines that the disclosure is relevant
or necessary to the litigation and is compatible with the purposes for
which the records were compiled; (6) of information indicting a
violation or potential violation of a statute, regulation, rule, order
or license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the status, rule, regulation, order or
license; (7) to a Congressional office from the record of an
individual in response to an inquiry the individual has made to the
Congressional office; (8) to a Federal agency which has requested
information relevant or necessary to its hiring or retention of an
employee, or issuance of a security clearance, license, contract,
grant or other benefit; and (9) to Federal, State, or local agencies
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Current and past personal and statistical information on magnetic tape
and printouts.
Retrievability:
Tape reels are coded by number.
Safeguards:
In accordance with National Archives and Records Administration
regulations (36 CFR 1228.150, et seq)
Retention and disposal:
In accordance with General Records Schedule No. 2, Item 1.
System manager(s) and address:
(a) Youth Program Officer, U.S. Department of the Interior, National
Park Service, PO Box 37127, 1100 L Street, room 4415, Washington, DC
20013-7127.
(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S.
Fish & Wildlife Service, 1849 C Street, NW, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedure:
A request for access may be addressed to the System Manager. The
request must be in writing and be signed by the requester. The request
must meet the content requirements of 43 CFR 2.71.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained, camp personnel.
INTERIOR/OS-27
System name: Youth Conservation Corps (YCC) Enrollee Medical
Records--Interior, Office of the Secretary--27.
System location:
(a) U.S. Department of the Interior, Bureau of Reclamation,
Administrative Service Center, Academy Place 1, 7333 West Jefferson,
Denver, Colorado 80235.
(b) Participating Field Stations of the U.S. Department of the
Interior, U.S. Fish & Wildlife Service. A listing of field offices may
be obtained from the System Manager listed below.
Categories of individuals covered by the system:
Enrollees of past Interior Federal YCC program.
Categories of records in the system:
(1) U.S.C.I. Medical History Forms. (2) Accident, injury and treatment
forms. (3) Parental permission portion of the U.S.D.I. Application
forms for YCC enrollees.
Authority for maintenance of the system:
Pub. L. 93-408.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) for the adjudication of FERC
medical claims, and (b) the adjudication of tort claims. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Agriculture in connection with joint administration of
the YCC program; (2) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were complied; (3)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, or license; (4) to a congressional office
from the record of an individual in response to an inquiry the
individual has made to the congressional office; (5) to a Federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual records.
Retrievability:
By individual name.
Safeguards:
In accordance with National Archives and Records Administration
Regulations (36 CFR 1228.150, et seq.).
Retention and disposal:
In accordance with Interior Department, Office of the Secretary
Records Schedule NC1-46-82-1.
System manager(s) and address:
(a) Youth Program Officer, U.S. Department of the Interior, National
Park Service, PO Box 37127, 1100 L Street NW, room 4415, Washington,
DC 20013-7127.
(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S.
Fish & Wildlife Service, 1849 C Street NW, Washington, DC 20240
Notification procedure:
Inquiries regarding the existence of records should be addressed to
System Manager. A written signed request stating that the requester
seeks information concerning records pertaining to him is required.
See 43 CFR 2.60.
Record access procedure:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained, medical doctor, and camp
official compiling accident of medical treatment information.
INTERIOR/AJC-28
System name: Youth Conservation Corps (YCC) Research File--
Interior, Office of the Secretary--28.
System location: Institute for Social Research, University of Michigan,
Ann Arbor, Michigan 48106. Records are joint records of the U.S.
Department of the Interior, Office of Manpower Training and Youth
Activities and the U.S. Department of Agriculture, Forest Service.
Categories of individuals covered by the system: A random sample of 600
1973 YCC enrollees.
Categories of records in the system: The file contains questionnaire
responses, environmental education scores, and verbal skills test
data of questionnaire respondents.
Authority for maintenance of the system: Pub.L. 93-408.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1)The primary use of the
records is for future research on long term values gained from the
YCC experience. Disclosures outside the Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File is on a magnetic tape.
Retrievability: Data on each person is identified by a case number. It
can be retrieved by matching the case number with a mailing list
containing case numbers, name and address.
Safeguards: Only the research staff have access to the mailing list.
Retention and disposal: Files are being retained indefinitely for
possible future longitudinal studies of long range benefit.
System manager(s) and address: (1) Director, Division of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250. (2) Director, Office of Manpower
Training and Youth Activities, U.S. Department of the Interior,
Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: The individual covered in the sample.
INTERIOR/OS-29
System name: Youth Conservation Corps (YCC) Recruitment Files--
Interior, Office of the Secretary--29.
System location:
Records are kept at participating field stations of the U.S.
Department of the Interior's Fish and Wildlife Service and National
Park Service. A listing of field locations may be obtained from the
pertinent system manager noted below.
Categories of individuals covered by the system:
Youths between the ages of 15 and 18 who file an application to attend
a Department of the Interior, or State Grant YCC camp.
Categories of records in the system:
The system consists of application forms submitted by eligible youth
and contains the following categories of information: Name, address,
telephone number, birthdate, sex, and name of parent or guardian.
Authority for maintenance of the system:
Pub. L. 93-408.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is for selection among applications of
all eligible applications. Persons selected are either offered
employment in a YCC camp or placed on an alternate list to be used in
case of declination. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Forest Service, States, counties,
cities and other subgrantees for employment purposes; (2) to the U.S.
Department of Justice or in a proceeding before a court of
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (4) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (5) to Federal, State, or local
agencies where necessary to obtain information relevant to the hiring
or retention of an employee, or the issuance of a security clearance,
license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual.
Retrievability:
Applications are filed alphabetically by name of individual applicant.
Safeguards:
Records are kept locked in confidential files.
Retention and disposal:
Pending approval of the Archivist of the U.S.
System manager(s) and address:
(1) Chief, Division of Refuges, U.S. Fish and Wildlife Service, U.S.
Department of the Interior, Washington, DC 20240; (2) Director, Office
of Youth Activities, National Park Service, U.S. Department of the
Interior, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the appropriate system manager. A written, signed request stating that
the requester seeks information concerning records pertaining to him
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may 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 should be addressed to the appropriate System
Manager and must meet the content requirements of 43 CFR 2.71.
Record source categories:
The records in this system originate in two ways: (1) The YCC
application form prepared by the applicant and any additions or
corrections thereto, also prepared by the applicant. (2) Additional
information added to the file by the State recruiter concerning the
applicant's selection, nonselection, declination, etc.
INTERIOR/OS--35
System name: Library Circulation Control System--Interior,
Office of the Secretary--35.
System location:
Natural Resources Library, U.S. Department of the Interior, 1849 C
Street, NW, Washington, DC 20240.
Categories of individuals covered by the system:
Borrowers of library materials from Department of the Interior
library.
Categories of records in the system:
Borrowers' name and working address; book call number, due date, and
book information; telephone number and ID number; and affiliation.
Authority for maintenance of the system:
43 U.S.C. 67a, 1456, 1467, 40 U.S.C. 483(b), 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
The primary use of the records is control of library materials.
Disclosure outside the Department of the Interior may be made: (1) To
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when, (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
Government, an employee of the Department is a party to litigation or
anticipated litgation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) to a cogressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office; (3) to Federal,
State, tribal, territorial, or local agencies that have requested
information necessary or relevant to the hiring, firing, or retention
of an employee, or the issuance of a security clearance, contract,
license, grant or other benefit; and (4) to appropriate Federal,
State, tribal, territorial, local, or foreign agencies responsible for
investigating or prosecuting the violation of, or for enforcing,
implementing, or administering a statute, rule, regulation, program,
facility, order, lease, license, contract, grant, or other agreement.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in computer data files.
Retrievability:
Retrievable by name of individuals, patron ID number, book call
number, due date, and other book information.
Safeguards:
Records are maintained in computer files, and are accessible only by
authorized persons. The records are attended constantly during working
hours with library locked after work hours.
Retention and disposal:
Records are maintained for the current year plus one and disposed of
in accordance with disposition instructions contained in the Office of
the Secretary Administrative Handbook Number 7.
System manager(s) and address:
Library Contractor COTR, Office of Administrative Services, Division
of General Services, Department of the Interior, 1849 C Street, NW,
Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed to the
System Manager with respect to records located in the library. A
written and signed request stating that the requester seeks
information concerning records pertaining to him/her is required. See
43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager, with
respect to records located in the library. 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 System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Individuals using library services.
INTERIOR/DOI-36
System name:
Telephone Call Detail Records Interior-- DOI-36.
System location:
(1) U.S. Department of the Interior, Office of Information Resources
Management, Telecommunications Systems Division, m.s. 7355, 1849 C St.
NW, Washington, DC 20240.
(2) U.S. Geological Survey, Information Systems Division, m.s. 7355,
1849 C St. NW, Washington, DC 20240.
(2) U.S. Geological Survey, Information Systems Division, m.s 809, 809
National Center, Reston, Virginia 22092.
(3) Offices of Bureau System Managers.
(4) Bureau offices nationwide.
Categories of individuals covered by the system:
Individuals (generally Department, bureau/office, and contractor
employees) who make long distance telephone calls and individuals who
receive long distance telephone calls placed from or charged to DOI
telephones.
Categories of records in the system:
Records relating to the use of DOI telephone systems to place long
distance calls; records indicating assignment of telephone numbers of
employees; and records relating to the location of telephones.
Note: Records of telephone calls made to the Department's Office of
Inspector General Hotline number are excluded from the records
maintained in this system pursuant to the provisions of 5 U.S.C.,
Appendix 3 Section 7(b) (Inspector General Act of 1978).
Authority for maintenance of the system:
31 U.S.C. 1348(b), which prohibits agencies from using appropriated
funds to pay for personal calls; 44 U.S.C. 3101, which authorizes
agencies to create and preserve records documenting agency
organizations, functions, procedures and transactions; and 43 CFR 201-
38.007, which limits the use of Government telephone systems to the
conduct of official business.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosures within the Department of the Interior may be made to
employees of the Department to determine responsibility for long
distance telephone calls, and to resolve disputes and facilitate the
verification of discrepancies relating to the billing, payment, or
reconciliation of telephone operational or accountability records.
Disclosures outside the Department of the Interior may be made: (1) To
representatives of a telecommunications company providing
telecommunications support to permit the servicing of the account; (2)
To representatives of the General Services Administration or the
National Archives and Records Administration to conduct records
management inspections under authority of 44 U.S.C. 2904 and 2906; (3)
To the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (4) Of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (5) To a Federal agency that has
requested information necessary or relevant to the hiring, firing, or
retention of an employee, or the issuance of a security clearance,
contract, license, grant or other benefit, but only to the extent that
the information disclosed is relevant and necessary to the requesting
agency's decision on the matter; and (6) To a congressional office
from the record of an individual in response to an inquiry the
individual has made to the congressional office.
Policies and practices for storing, retrieving and accessing, retaining
and disposing of records in the system:
Storage:
Official records are stored in electronic form (at the U.S. Geological
Survey). Paper reference copies of official records are stored in file
cabinets.
Retrievability:
Records are retrieved by employee name, telephone number,
identification number, or by account code.
Safeguards:
Access to the records is limited to Departmental employees who have an
official need to use the records in the performance of their duties.
Records are stored in a controlled area and maintained with safeguards
meeting the requirements of 43 CFR 2.51 for computer and paper
records. Automated records are protected from unauthorized access
through password identification procedures and other system-based
protection methods.
Retention and disposal:
In accordance with National Archives and Records Administration's
General Records Schedule 12, Item 4, official (electronic) records are
retained for three (3) years and then destroyed. Paper reference
copies are destroyed when no longer needed or, if not before, when
three (3) years old.
System manager(s) and address:
(1) Chief, Telecommunications Systems Division, Office of Information
Resources Management, m.s. 7355 MIB, 1849 C St. NW, Washington, DC
20240.
(2) Chief, Information Systems Division, U.S. Geological Survey, m.s.
809, 809 National Center, Reston, Virginia 22092.
(3) a. Telecommunications Manager, Office of Facilities Management,
Bureau of Indian Affairs, PO Box 1248, Albuquerque, New Mexico 87103.
b. Chief, Branch of Telecommunications, Bureau of Land Management,
m.s. 1620-L, 1620 L St. NW, Washington, DC 20236.
c. Telecommunications Manager, Property and General Services, Bureau
of Mines, m.s. 2150, 810 7th St. NW, Washington, DC 20241.
d. Telecommunications Manager, Bureau of Reclamation, Denver Federal
Center, m.s. D-7140, PO Box 25007, Denver, Colorado, 80225.
e. Telecommunications Manager, U.S. Fish and Wildlife Service, IRM/
TFO, PO Box 25207, Denver, Colorado 80225.
f. Chief, Branch of Telecommunications Services, U.S. Geological
Survey, m.s. 809, 809 National Center, Reston, Virginia 22092.
g. Chief, Safety and Facilities Management Branch, Minerals Management
Service, 381 Elden Street (MS 2000), Herndon, Virginia 22070.
h. Telecommunications Manager, Information and Telecommunications
Division, National Park Service, m.s 270, PO Box 37127, NW.,
Washington, DC 20013-7127.
i. Telecommunications Administrator, Office of Inspector General, m.s.
124 SIB, 1849 C St. NW, Washington, DC 20240.
j. Chief, Branch of Telecommunications Management, Office of
Administrative Services, Office of the Secretary, m.s. 1445 MIB, 1849
C St. NW, Washington, DC 20240.
k. Telecommunications Manager, Office of Surface Mining Reclamation
and Enforcement, m.s. 10 SIB, 1849 C St. NW, Washington, DC 20240.
Notification procedure:
A request for notification of the existence of records shall be
addressed to the appropriate System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the appropriate
System Manager. The request shall be in writing, signed by the
requester, and comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR
2.71.
Record source categories:
Telephone assignment records, call detail listings, and results of
administrative inquires relating to assignment of responsibility for
placement of specific long distance calls.
INTERIOR/OS-45
System name: Security Clearance Files and Other Reference
Files--Interior, Office of the Secretary--45.
System location:
Office of the Secretary, Division of Enforcement and Security
Management, (PPS-S) U.S. Department of the Interior, 1849 C Street NW,
Washington, DC 20240.
Categories of individuals covered by the system:
Employees in the Office of the Secretary. Other Departmental Offices,
Bureau Heads, Bureau Security Officers, and employees in Independent
Agencies, Councils, and Commissions who are provided administrative
support, whose duties have been designated special sensitive, critical
sensitive, noncritical sensitive, or clearance for FEMA special access
program.
Categories of records in the system:
Contains copies of SF-85 or SF-86 and/or SF-171 supplied by individual
concerned as well as copies of letters of transmittal between Interior
and the Office of Personnel Management concerning the individual's
background investigation. Further, contains copy of certification of
clearance status and briefing and/or debriefing certificate signed by
individual as appropriate. Card file reflects summary, case number and
disposition of the case file following review.
Authority for maintenance of the system:
Executive Order 10450.
Routine uses of records maintained in the systems, including categories
of users and the purposes of such uses:
The primary uses of the records are for the identification of (a)
Office of the Secretary personnel and heads of Bureaus and their
respective Security Officers who have been granted a security
clearance; (b) persons in a pending clearance status awaiting the
results and adjudication of Office of Personnel Management
investigations; and (c) persons whose clearance has been terminated in
the last five years due to an administrative down-grading, transfer to
other agencies, employment, or retirement. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal state, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office; (4) to
a Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (5) to Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee or the issuance of a
security clearance, license, contract, grant or other benefit; (6) to
the Office of Personnel Management for matters concerned with
oversight activities necessary for the Office to carry out its legally
authorized Government-wide personnel management programs and
functions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
Indexed by name.
Safeguards:
Stored in a locked room. Access granted only to cleared personnel on
official business.
Retention and disposal:
Records are maintained and disposed of in accordance with General
Records Schedule No. 18, Item No. 23.
System manager(s) and address:
Chief, Division of Enforcement and Security Management (PPS-S), Office
of the Secretary, Department of the Interior, 1849 C Street NW,
Washington, DC 20240.
Notification procedure:
Same as the above. A written and signed request stating that the
requester seeks information concerning records pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedure:
Same as the above. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 271.
Record source categories:
Individual on whom the record is maintained as well as data furnished
by other Federal agencies on the person concerned.
INTERIOR/OS-46
System name: Secretarial Subject Files--Interior, Office of the
Secretary--46.
System location:
Office of the Secretary, Office of Administrative Services (PMO),
Division of General Services, U.S. Department of the Interior, 1849 C
St., NW, Washington, DC 20240.
Categories of individuals covered by the system:
Those who have had correspondence with the Secretary, Under Secretary,
Assistant Secretaries, Deputy Assistant Secretaries, and individuals
acting in these capacities.
Categories of records in the system:
Index cards containing the name, dates, and subject codes for
retrieval of subject files, subject files of correspondence.
Authority for maintenance of the system:
5 U.S.C. 301, 43, U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3
of 1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records are to support the operational, program
and policy decisions of the Secretary of the Interior, Under
Secretary, Assistant Secretaries, and Deputy Assistant Secretaries.
Disclosures outside the department are (1) to the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determine that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, and (3)
to a congressional office from the record of an individual in response
to an inquiry made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
3 by x 5 index cards; correspondence filed in folders.
Retrievability:
Indexed by subject, date, and name.
Safeguards:
Stored in locked office and locked file cabinets.
Retention and disposal:
Retained and diposed of in accordance with the Office of the Secretary
Comprehensive Records Disposal Schedule K-1.
System manager(s) and address:
Chief, Branch of Paperwork Management, Division of General Services
(PMO), Office of Administrative Services, U.S. Department of the
Interior, 1849 C St., NW, Washington, DC 20240.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her. See 43 CFR 2.60.
Record access procedure:
Submit requests to the System Manager. The request must be in writing,
signed by the requester, and meet the requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Correspondence or documents signed at the Secretarial level.
INTERIOR/OS-47
System name: Parking Assignment Record--Interior, Office of the
Secretary--47.
System location:
Office of Administrative Services (PMO), Division of General Services,
U.S. Department of the Interior, 18th and C Streets, NW, Washington,
DC 20240.
Categories of individuals covered by the system:
Individual requesting a parking permit or joining a carpool from both
the Federal and private sector.
Categories of records in the system:
The records contain the individual's name, social security number,
telephone number at work, service computation date, vehicle make and
model, state of registration, license tag number, residence address,
location of employment, parking space location and number, and number
of carpool riders.
Authority for maintenance of the system:
40 U.S.C. 471, et seq., FMC 74-1 FPMR Temporary Regulation D-69.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) internal control over the
assignment of parking permits (b) assistance to individuals in
locating carpools. Disclosures outside the department are (1) to a
Federal agency that has jurisdiction over parking spaces, (2) to the
U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (3) or information
indicating a violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local, or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing of implementing the statute, rule, regulation, order to
license and (4) to a Member of Congress from the record of an
individual in response to an inquiry made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on computer printout.
Retrievability:
By individual's name, social security number, zip code of individual's
residence, telephone number at work, service computation date, vehicle
make and model, state of registration, license tag number, location of
employment, parking space location and number, and number of carpool
riders.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Retained and disposed of in accordance with General Records Schedule
No. 11, Item No. 4.
System manager(s) and address:
Chief, Division of General Services, Office of Administrative Services
(PMO), U.S. Department of the Interior, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her. See 43 CFR 2.60.
Record access procedures:
Submit requests to the System Manager. The request must be in writing,
signed by the requester, and meet the content requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Data furnished by the individual.
INTERIOR/OS-51
System name: Property Accountability and Control System--
Interior, Office of the Secretary--51.
System location:
Property Management Section, Branch of Office Services, Division of
General Services, Office of Administrative Services (PMO), Office of
the Secretary, U.S. Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
Individuals designated as Custodial Officers in the Office of the
Secretary, Other Departmental Offices, and Independent Agencies,
Councils, and Commissions who are provided administrative support and
who are charged with the care, utilization, recordkeeping, etc., for
property assigned to them.
Categories of records in the system:
The records system contains computer identification codes for each
Custodial Officer and descriptive data about each piece of property
(excluding supplies) assigned.
Authority for maintenance of the system:
40 U.S.C. 483
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is the internal control of property
assigned to offices. Disclosures outside the Department are (1) to the
U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (3) to respond to General Accounting
Office audits, and (4) to a Member of Congress from the record of an
individual in response to an inquiry made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer media.
Retrievability:
System is indexed by code assigned to each Custodial Officer or by
various property system codes.
Safeguards:
Maintained with safeguards meeting the Computer Security Guidelines
for Implementing the Privacy Act of 1974 and the Computer Security Act
of 1987.
Retention and disposal:
Retained and disposed of in accordance with General Records Schedule
No. 3, Item No. 10a.
System manager(s) and address:
Chief, Property Management Section, Branch of Office Services, Office
of Administrative Services, U.S. Department of the Interior,
Washington, DC 20240.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her. See 43 CFR 2.60.
Record access procedures:
Submit requests to the System Manager. The request must be in writing,
signed by the requester, and meet the content requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Custodial Officer who is assigned the property by code.
INTERIOR/OS-52
System name: Passport and Visa Records--Interior, Office of
Secretary--52.
System location:
Division of General Services, Office of Administrative Services (PMO),
Office of the Secretary, U.S. Department of the Interior, 18th and C
Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
Employees or individuals who travel on official business on behalf of
the Department of the Interior, and Independent Agencies, Councils,
and Commissions who are provided administrative support.
Categories of records in the system:
The records system contains passports and visas.
Authority for maintenance of the system:
22 U.S.C. 211a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records are to initiate and maintain passports
and visas. Disclosures outside the Department are (1) the transfer of
passports and visas to other Federal agencies, (2) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (3) of information
indicating a violation or potential violation of a potential violation
of a statute, regulation, rule, order or license, to appropriate
Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, and (4)
to a congressional office from the record of an individual in response
to an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Passports and visas are maintained in a locked safe.
Retrievability:
Passports and visas are filed by name.
Safeguards:
Passports and visas are stored in a locked room in manipulation proof
three way combination lock steel safes. Access granted only to
designated personnel.
Retention and disposal:
General Records Schedule No. 9, Item No. 4
System manager(s) and address:
Chief, Division of General Services, Office of Administrative
Services, Department of the Interior, 18th and C Street, NW,
Washington, DC 20240
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her. See 43 CFR 2.60.
Record access procedures:
Submit request to the System Manager. The request must be in writing,
signed by the requester, and meet the content requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Federal employees and individuals who travel on behalf of the
Department.
INTERIOR/DOI-57
System name:
Privacy Act Files--Interior, DOI-57.
System location:
1. U.S. Department of the Interior, Office of Administrative Services,
m.s. 5412-MIB, 1849 C Street, NW, Washington, DC 20240.
2. Offices of Privacy Act Officers for each of the Department's
bureaus. (Consult the Appendix for addresses of bureau headquarters
offices.)
3. Offices of System Managers and other officials authorized to
receive requests for notification of, access to, and petitions for
amendment of records. (Consult system notices for addresses of System
Managers.)
Categories of individuals covered by the system:
Individuals who have submitted requests for notification of, access
to, and petitions for amendment of records maintained as systems of
records under the Privacy Act. Individuals who have filed Privacy Act
appeals with the Assistant Secretary--Policy, Management and Budget
under Departmental appeal procedures.
Categories of records in the system:
Requests, appeals, and decisions on requests and appeals; accounting
of disclosure files; reports and related records.
Authority for maintenance of the system:
5 U.S.C. 552a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is: (a) To support action on Privacy
Act requests and appeals; and (b) To gather information for management
and reporting purposes.
Disclosure outside the Department of the Interior may be made: (1) To
other Federal agencies having a subject matter interest in a request
or an appeal or a decision thereon; (2) To the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department or, when represented by the Government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled; (3) Of information indicating a violation or
potential violation of a statute, regulation, rule, order, or license
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license; (4) To
a congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in manual and automated form.
Retrievability:
Records are indexed by name or personal identifier.
Safeguards:
Records are maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 14, Items 21-26.
System manager(s) and address:
1. Departmental Privacy Act Officer, U.S. Department of the Interior,
Office of Administrative Services, m.s.5412-MIB, 1849 C Street, NW.,
Washington, DC 20240.
2. Bureau Privacy Act Officers. (Consult the Appendix for addresses of
bureau headquarters offices.)
3. System Managers. (Consult system notices for addresses of System
Managers.)
Notification procedure:
A request for notification of the existence of records shall be
addressed to the pertinent System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the pertinent
System Manager. The request shall be in writing, signed by the
requester, and comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the
pertinent System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR
2.71.
Record source categories:
Individuals filing requests and appeals; Departmental officials acting
on requests and appeals.
INTERIOR/OS-58
System name: Administrative Operations Records on Employees,
Department System--Interior, Office of the Secretary-58.
System location:
All Departmental bureaus and offices including regional and field
facilities thereof.
Categories of individuals covered by the system:
Employees and former employees of the Department of the Interior, and
independent agencies and commissions for which the Department provides
administrative support.
Categories of records in the system:
Records involving administrative and operational relationships between
the employee and the office in which the employee works, which
include: Workload and productivity records for scheduling purposes;
travel activity and budgets; accident and safety records, property
accountability; studies and special projects; committee and detail
assignments; locator indexes, parking space assignments, mailing
lists, and similar records. Records that identify employees and their
organization, location, position title, occupational series and grade,
office telephone number, functional or organizational titles assigned
for program management purposes, home address and telephone number,
and other related data.
Authority for maintenance of the system:
5 U.S.C. 301, 3101, 5105-5115, 5501-5516, 5701-5709, 31 U.S.C. 66a,
240-243, 40 U.S.C. 483(b), 43 U.S.C. 1467, 44 U.S.C. 3101, Executive
Order No. 11807.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are administrative in nature and
reflect the employee's relationship to the activities and functions of
the office. They are also used to prepare and maintain data bases,
directories, and listings showing organizational and functional
position assignments; staffing tables; listings for budget,
organizational, space, administrative services, and training planning
purposes; and the preparation of employee telephone directories.
Disclosures outside the Department of the Interior may be made: (1) To
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order, or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (3) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (4) to other Federal agencies for
related program management purposes; (5) to the public in the form of
agency telephone directories.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on paper in file folders or card files in file cabinets,
word processing media, microfiche, or computer files.
Retrievability:
By name or control number assigned to employee.
Safeguards:
In accordance with the requirements of 43 CFR 2.51.
Retention and disposal:
Retained until completion of work project or activity to which the
record pertains, or until separation of the employee, at which time
the record is disposed of in accordance with appropriate records
schedules. Depending on the subject matter of the records, various
disposal schedules may apply to the records in this system. In
addition to pertinent bureau schedules, certain General Records
Schedules (GRS) may typically apply as follows: GRS 2, item 12; GRS 6,
item 5; GRS 11, items 1,3,4; GRS 13, item 5; GRS 16, item 12; GRS 18,
items 13,17; GRS 20, item 29; GRS 23, items 1,2,5.
System manager(s) and address:
For the records located in the office in which the individual is (or
was) employed, the appropriate personnel or administrative officer.
For records related to special listings or directories of employees
related to organizational, functional, or program assignments, the
office maintaining the listing or directory.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the pertinent personnel office of the organization or office in which
the individual is (or was) employed, or the office maintaining the
listing or directory containing information about the individual. See
43 CFR 2.60.
Record access procedures:
A request for access to records should be addressed to the pertinent
personnel office of the facility at which he/she is (or was) employed,
or the office maintaining the listing or directory containing
information about the individual. See 43 CFR 2.61 for submission
requirements.
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.
Record source categories:
Information in this system of records either comes from the individual
to whom it applies, or is obtained through internal office procedures
with which the individual is involved. Other sources are official
agency records or documents designating employees to serve in special
functional or organizational assignments.
INTERIOR/OS-60
System name: Safety Management Information System--Interior,
Office of the Secretary--60.
System location:
(1) Safety Office, Bureau of Reclamation, U.S. Department of the
Interior, PO Box 25007, Code D-7600, Denver, CO 80225.
(2) All field offices and bureau headquarters retain copies of source
document.
Categories of individuals covered by the system:
Employees, contractors, concessioners and public visitors to Interior
facilities who have been involved in an accident resulting in personal
injury, and/or property damage.
Categories of records in the system:
Contains the name, social security number (employees only),
occupation, date and location of accident; data elements about the
accident for analytical purposes; and descriptive narrative concerning
the reason for the loss producing event.
Authority for maintenance of the system:
(1) 5 U.S.C. 7901, (2) 28 U.S.C. 2671-2680, (3) 31 U.S.C. 240-243, (4)
Executive Order 12196 (1980), (5) 29 CFR Part 1960.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) provide summary data of
injury, illness and property loss information to bureaus in a number
of formats for analytical purposes in establishing program to reduce
or eliminate loss producing problem areas, (b) provide listings of
individual cases to bureaus to insure that accidents occurring are
reported through the Safety Management Information System, and (c)
adjudicating tort and employee claims. Disclosures outside the
Department of the Interior may be made. (1) to a Federal, State or
local government agency that has partial or complete jurisdiction over
the claim or related claims; (2) provide to the Department of Labor
quarterly summary listings of fatalities and disabling injuries and
illnesses in compliance with 29 CFR 1960.6; (3) to the U.S. Department
of Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled; (4) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; and (5)
to a congressional office from the record of an individual in response
to an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape, with copies of source
document maintained at bureau safety management headquarters,
regional, and field offices where accident is reported.
Retrievability:
System is indexed by bureau assigned document control number.
Safeguards:
Maintained with safeguards meeting the `Computer Security Guidelines
for Implementing the Privacy Act of 1974.'
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule (GRS) 10, item 5; GRS-18, item 11; and GRS-20.
System manager(s) and address:
Department Safety and Health Program Manager, Safety Office, Bureau of
Reclamation, U.S. Department of the Interior, PO Box 25007, Code D-
7600, Denver, CO 80225.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager or the field office in which the source document
pertaining to the individual would be filed. A written and signed
request stating that the requester seeks information concerning
records pertaining to him/her is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager or the
field safety office in which the source document for the individual
would be filed. 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 System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Supervisor of employee involved in accident. Investigation conducted
by supervisor of employee and may include safety professionals and
other management officials of the involved bureau of office.
INTERIOR/OS-65
System name: Biography File--Interior, Office of the Secretary--
65.
System location:
(1) Office of Public Affairs, Research Office, U.S. Department of the
Interior, 18th and C Streets, NW, Washington DC 20240. (2) Bureau
public information offices in the Bureau of Indian Affairs, the Bureau
of Reclamation, the U.S. Geological Survey, the National Park Service,
the U.S. Fish and Wildlife Service, Bureau of Land Management (BLM),
Bureau of Mines, Office of Surface Mining (OSM), and the Minerals
Management Service. (See System Manager paragraph for addresses.).
Categories of individuals covered by the system:
Officials of the Department of the Interior, including the Secretary,
Assistant Secretaries, heads of Bureaus and Offices.
Categories of records in the system:
The records are biographical sketches, notes, resume, and news
releases generally containing the individual's name, place and date of
birth, education, military service, work experience, publications,
membership in professional or scientific societies, marital status
plus occasional newspaper clippings about the individual and in some
cases a photograph of the individual.
Authority for maintenance of the system:
5 USC 301, 3101, 43 USC 1467, 44 USC 3101, 30 USC 1, 3, 5-097.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to maintain biographic information
on key officials of the Department. Disclosures outside the Department
of the Interior may be made (1) to the news media and public for
public information purposes; (2) to the U.S. Department of Justice or
in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or, when represented by the government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (3) to a congressional office from the record of an
individual in response to an inquiry the individual has made to the
congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Biographies are in press release form, maintained in file folders.
Retrievability:
Alphabetized by name.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Maintained and destroyed in accordance with General Records Schedule
No. 14, item 6.
System manager(s) and address:
(Unless otherwise noted, the address for all managers is U.S.
Department of the Interior, 18th and C Streets, NW, Washington, DC
20240. (1) For the Office of Public Affairs. (2) For the Bureau of
Indian Affairs: Director. Public Information Staff, Bureau of Indian
Affairs. (3) For the Bureau of Reclamation: Director, Office of Public
Affairs, Bureau of Reclamation. (4) For the Geological Survey: Public
Affairs Officer, U.S. Geological Survey, the National Center, Reston,
Virginia 22092. (5) For BLM: Chief, Office of Public Affairs (130),
Bureau of Land Management. (6) For the National Park Service: Chief,
Office of Public Affairs, National Park Service. (7) For the Fish and
Wildlife Service: Assistant Director--Public Affairs, U.S. Fish and
Wildlife Service. (8) For the Bureau of Mines: Chief, Office of
Technical Information, Bureau of Mines, 2401 E Street, NW, Washington,
DC 20241. (9) For OSM: Chief, Public Affairs Staff, Office of Surface
Mining. (10) For MMS: Chief, Office of Minerals Management
Information, Minerals Management Service.
Notification procedure:
Address inquiries to the System Manager. A written and signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
Same as the above. The request must be in writing, signed by the
requester. The request must meet the content requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment should be addressed to the appropriate System
Manager and must meet the content requirements of 43 CFR 2.71.
Record source categories:
Data furnished by the individual, newspaper clippings, and published
materials.
INTERIOR/APB-68
System name: Committee Management Files--Interior, Office of
the Secretary--68.
System location: (1) Department Committee Management Officer and Bureau
Committee Management Officers. (2) Headquarters office of all
bureaus. (See appendix for addresses.)
Categories of individuals covered by the system: Members of advisory
committees and candidates for advisory committee membership.
Categories of records in the system: Biographies and records of
committee participation.
Authority for maintenance of the system: 5 U.S.C. App. I.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is administration of committee activities within the
Department. Disclosures outside the Department of the Interior may
be made (1) to OMB in connection with its committee management
responsibilities; (2) to other Federal agencies which have joint
responsibility for advisory committees or which receive or utilize
advice of the committees; (3) to a Federal, State or local agency,
private organization or individual as necessary to obtain
information in connection with a decision concerning appointment or
reappointment of an individual to committee membership; (4) to the
U.S. Department of Justice when related to litigation or anticipated
litigation; (5) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Filed by committee or bureau.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: Department Committee Management Office records
are maintained no longer than two years. Bureau records are subject
to bureau disposal schedules.
System manager(s) and address: Department Committee Management Officer,
U.S. Department of the Interior, Washington, DC 20240.
Notification procedure: System Manager. A written and signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 System Manager and must meet the requirements of 43
CFR 2.71.
Record source categories: individual members or candidates for
membership. Persons recommending or proposing or having knowledge of
the qualifications of an individual.
Systems exempted from certain provisions of the act: Under the specific
exemption authority of 5 U.S.C. 552a(k)(5), the Department of the
Interior has adopted a regulation (43 CFR 2.79(c)) which exempts
this system from the provisions of 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4) (G), (H) and (1) and (f) to the extent that the
system consists of investigatory material compiled solely for the
purpose of determining suitability, eligibility or qualifications
for federal civilian employment. The reasons for adoption of this
regulation are set out at 40 FR 50432 (October 29, 1975).
INTERIOR/OS-69
System name:
Freedom of Information Act Appeal Files--Interior, OS-69.
System location:
U.S. Department of the Interior, Office of Administrative Services,
m.s.5412-MIB, 1849 C Street, NW, Washington, DC 20240.
Categories of individuals covered by the system:
Individuals who have filed appeals under Department of the Interior
Freedom of Information Act (FOIA) appeal procedures.
Categories of records in the system:
FOIA appeals, initial requests and decisions on requests issued by
bureaus and offices, recommendations of the Office of the Solicitor
and of other Departmental officials, final decisions on appeals,
extension of time and related records, and records to track the
processing of appeals.
Authority for maintenance of the system:
5 U.S.C. 552.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is: (a) To support review and decision-
making for FOIA appeals; and (b) To prepare an annual report to
Congress.
Disclosure outside the Department of the Interior may be made: (1) To
other Federal agencies having a subject matter interest in an appeal
or bureau or office decision; (2) To the U.S. Department of Justice or
in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department or, when represented by the Government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
where compiled; (3) Of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license; (4) To
a congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Appeal records are maintained in manual form in file folders. Appeal
tracking information is maintained in computerized form on magnetic
media.
Retrievability:
Manual records are indexed by appeal number. A cross-reference list
permits retrieval of records by appellant's name. Computer records are
indexed by name of appellant, appeal number, date and subject of
appeal.
Safeguards:
Records are maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal:
Records are destroyed six years after final determination by agency,
or three years after final adjudication by courts, in accordance with
General Records Schedule No. 14, Item 12.
System manager(s) and address:
Freedom of Information Act Appeals Officer, U.S. Department of the
Interior, Office of Administrative Services, m.s.5412-MIB, 1849 C
Street, NW., Washington, DC 20240.
Notification procedure:
A request for notification of the existence of records shall be
addressed to the System Manager. The request shall be in writing,
signed by the requester, and comply with the content requirements of
43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the System
Manager. The request shall be in writing, signed by the requester, and
comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the System
Manager. The request shall be in writing, signed by the requester, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Appellants; bureau, office and Departmental officials.
INTERIOR/OS-71
System name: Freedom of Information Request Files System--
Interior, Office of the Secretary--71.
System location:
All facilities of the Department of the Interior which have received
requests under the Freedom of Information Act seeking access to or
copies of records.
Categories of individuals covered by the system:
Individuals who have submitted Freedom of Information requests.
Categories of records in the system:
Requests, responses, related documents.
Authority for maintenance of the system:
5 U.S.C. 552.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to administer Freedom of Information
requests. Disclosures outside the Department of the Interior may be
made (1) to other Federal, State, and local agencies having a subject
matter interest in a request or an appeal or a decision thereon; (2)
to the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (4) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, and on computer magnetic media.
Retrievability:
Retrieved by name of person making request.
Safeguards:
Maintained with the minimum safeguards prescribed in 43 CFR 2.51.
Retention and disposal:
Records are maintained and disposed of in accordance with General
Records Schedule No. 14, items 16 and 18.
System manager(s) and address:
For the office or bureau for which each is responsible, the head of
each office making up the Office of the Secretary, each other
Departmental office and each bureau. (See Appendix for addresses of
office and bureau headquarters offices.)
Notification procedure:
Inquiries regarding the existence of records in the system shall be
addressed to each facility to which an individual has submitted a
Freedom of Information request. See 43 CFR 2.60 for submission
requirements.
Record access procedures:
A request for access shall be addressed to each facility to which the
requester has submitted a Freedom of Information request. See 43 CFR
2.63 for submission requirements.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Requesters, internally generated documents, and employees processing
the requests.
INTERIOR/OS-72
System name: FECA Chargeback Case File--Interior, Office of the
Secretary--72.
System location:
a. For Departmental Records: Office of the Secretary, Office of
Personnel, Division of Employee Relations, 19th & C Streets, NW,
Washington, DC 20240. b. For BIA; Bureau of Indian Affairs, Division
of Personnel Management, 1951 Constitution Avenue, NW, Washington, DC
20245. c. For EBM: Bureau of Mines, Branch of Personnel , 4th Floor,
Columbia Plaza, Washington DC 20037. d. For EGS: Geological Survey,
215 National Center, 12201 Sunrise Valley Drive, Reston, Virginia
22092. e. For FNP: National Park Service, Personnel Management
Division, 19th & C Streets, NW, Washington, DC 20240. f. For FWS: U.S.
Fish and Wildlife Service, Division of Personnel Management and
Organization. 19th & C Streets, NW, Washington, DC 20240. g. For LBR:
Bureau of Reclamation, Division of Personnel and Management, 19th & C
Streets, NW, Washington, DC 20240. h. For LLM: Bureau of Land
Management, Division of Personnel (530), 19th & C Streets, NW,
Washington, DC 20240. i. For SOL: Office of the Solicitor, Division of
General Law, 19th & C Streets, NW, Washington, DC 20240 j. For ESM:
Office of Surface Mining, Reclamation and Enforcement, Division of
Personnel, 1951 Constitution Avenue, NW, Washington, DC 20245. k. For
MMS: Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, Virginia 22070.
Categories of individuals covered by the system:
Former and present Federal employees and dependents currently
receiving compensation payments through the Federal Employees'
Compensation Act (FECA) which are being charged back to the Department
of the Interior.
Categories of records in the system:
These records will consist of computer listings showing name, social
security account number, current home address, date of injury and/or
death, last payment date, type of payment (whether medical bills or
compensation), occupation code at time of injury , zip code where
injury occurred, grand total of amount paid and narrative description
of injury. The listings will result from a computer match of the
Department of the Interior's Safety Management Information System--
Office of the Secretary--60 file with the Department of Labor's Office
of Workers' Compensation Programs, Federal Employees, Compensation Act
Chargeback File, DOL/ESA-15.
Authority for maintenance of the system:
5 U.S.C. 301, E.O. 11807, 5 U.S.C. 8147, and 31 U.S.C. 66a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records will be used by
bureau and Departmental personnel to determine validity of
chargebacks to the Department of the Interior. Records generated in
the computer matching process (whenever no match occurs) will be
furnished to bureau personnel for investigation to determine why no
match occurred. Resolution may include a request to the Department
of Labor (DOL), Office of Workers' Compensation Programs that future
charges be referred to another agency or DOL discontinue payments
and possibly initiate civil or criminal prosecution proceedings
against the claimant. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to another Federal
State, or local agency for the purpose of obtaining information
regarding payments being made to claimants; and (5) to the
Department of Labor, as necessary, to transmit information on
results of investigations.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability:
Records are maintained by name and Social Security Account number.
Safeguards:
Records are kept in locked files with accesss limited to employees
whose official duties require access.
Retention and disposal:
Destroy 5 years after close of investigation.
System manager(s) and address:
For records at location (a): Chief, Division of Employee Relations,
Office of Personnel, Office of the Secretary, Department of the
Interior, 19th & C Streets, NW, Wshington DC 20240. For records at
location (b): Employee Relations Officer, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue, NW,
Washington, DC 20245. For records at location (c): Employee Relations
Officer, Bureau of Mines, Division of Personnel, Branch of
Compensation and Labor Relations, 5th Floor, Columbia Plaza,
Washington, DC 20037. For Records at location (d): Personnel Officer,
Geological Survey, National Center, 12201 Sunrise Valley Drive,
Reston, Virginia 22092. For Records at location (e): Employee
Relations Officer, National Park Service, Personnel Management
Division, 19th & C Streets, NW, Washington, DC 20240. For Records at
location (f): Employee Relations Officer, U.S. Fish and Wildlife
Service, Division of Personnel Management and Organization, 19th & C
Streets, NW, Washington, DC 20240. For records at location (g):
Employee Relations Officer, Bureau of Reclamation, Division of
Personnel and Management, 19th & C Streets, NW, Washington, DC 20240.
For records at location (h): Employee Relations Officer, Bureau of
Land Management, Division of Personnel (530), 19th & C Streets, NW,
Washington, DC 20240. For records at location (i): Office of the
Solicitor, Division of General Law, 19th & C Streets, NW, Washington,
DC 20240. For records at location (j): Employee Relations Officer,
Division of Personnel, Office of Surface Mining Reclamation and
Enforcement, 1951 Constitution Avenue, NW, Washington, DC 20245. (k):
Employee Relations Officer, Personnel Division, Minerals Management
Service, 1110 Herndon Parkway, Herndon, Virginia 22070.
Notification procedure:
An individual may inquire whether or not the system contains a record
pertaining to him/her by contacting the systems manager. He/she must
also follow the Departments Privacy Act regulations regarding request
for notification of existence of records (43 CFR 2.60).
Record access procedures:
Individuals wishing to request access to their records in this system
should contact the system manager and furnish the following
information for their records to be located and identified: Name,
including all former names and social security account number. He/she
must also follow the Departments Privacy Act regulations regarding
verification of identity and access to records (43 CFR 2.63).
Contesting record procedures:
Individuals wishing to request amendment of their records in this
system should contact the system manager and furnish their name,
including all former names and social security account number. They
must also follow the Department's Privacy Act regulations regarding
amendment of records (43 CFR 2.70).
Record source categories:
The information in this system is obtained from the following sources:
A record will be generated by computer matching whenever a case on the
Department of Labor's, Office of Workers' Compensation Program,
Federal Employees' Compensation Act Chargeback File, DOL/ESA-15 does
not match to a case on the Department of Interior's Safety Management
Information System--Office of the Secretary--60 File (Interior/OS--
60). Although scheduled as a one time match, based on the results of
this match continuing and/or periodic matching may be made
INTERIOR/OS-74
System name: Grievance Records--Interior, Office of the
Secretary--74.
System location: These records are located in Departmental personnel or
designated offices in which the grievances were filed.
Categories of individuals covered by the system: Current or former
Departmental employees who have submitted grievances in accordance
with part 771 of Office of Personnel Management regulations (5 CFR
part 771), or a negotiated procedure.
Categories of records in the system: The system contains records
relating to grievances filed by Department employees under part 771
of Office of Personnel Management regulations. These case files
contain all documents related to the grievance, including statements
of witnesses, reports of interviews and hearings, examiner's
findings and recommendations, a copy of the original and final
decision, and related correspondence and exhibits. This system
includes files and records of internal grievance and arbitration
systems that the Department may establish through negotiations with
recognized labor organizations.
Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, E.O.
10577, 3 CFR 1954-1958 Comp. p218.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: These records and
information in these records may be used:
a. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order, where
the disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
b. To disclose information to any source from which additional
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request, and identify the type of information
requested.
c. To disclose information to a Federal agency, in response to its
request, in connection with the hiring or retention of any employee,
the issuance of a security clearance, the conducting of a security or
suitablility investigation of an individual, the classifying of jobs,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
d. To provide information to a congressional office from the record of
an individual in response to an inquiry from that congressional office
made at the request of that individual
e. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
f. By the National Archives and Records Administration (General
Services Administration) in records management inspections conducted
under authority of 44 U.S.C. 2904 and 2908.
g. By the agency maintaining the records in 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 work force studies. While published statistics and studies do
not contain individual identifiers, in some instances the selection of
elements of data included in the study may be structured in such a way
as to make the data individually identifiable by inference.
h. To disclose information to officials of the Office of Personnel
Management; Merit Systems Protection Board, including the Office of
the Special Counsel; the Federal Labor Relations Authority and its
General Counsel; or the Equal Employment Opportunity Commission when
requested in performance of their authorized duties.
i. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
j. To provide information to officials of labor organizations
recognized under the Civil Service Reform Act when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting work conditions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained in file folders.
Retrievability: These records are retrieved by the names of the
individuals on whom they are maintained.
Safeguards: These records are maintained in lockable metal filing
cabinets to which only authorized personnel have access.
Retention and disposal: The records compiled under 5 CFR part 771 are
disposed of 3 years after closing of the case. Records compiled
under a negotiated procedure are disposed of in accordance with
approved records schedules.
System manager(s) and address: Director, Office of Personnel, U.S.
Department of the Interior, 18th & C Streets, Washington, DC 20240.
Notification procedure: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. They may, however, contact the Department personnel or
designated office where the action was processed, regarding the
existence of such records on them. They must furnish the following
information for their record to be located and identified: Name,
date of birth, approximate date of closing of the case and kind of
action taken, and organizational component involved. See 43 CFR
2.60.
Record access procedures: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. However, after the action has been closed, an individual
may request access to the official copy of the grievance file by
contacting the Departmental personnel or designated office where the
action for their records to be located and identified: Name, date of
birth, approximate date of closing of the case and kind of action
taken, and organizational component involved. Individuals requesting
access must also follow the requirements in 43 CFR 2.61.
Contesting record procedures: Review of requests from individuals
seeking amendment of their records which have been the subject of a
judicial or quasi-judicial action will be limited in scope. Review
of amendment requests of these records will be restricted to
determining if the record accurately documents the action of the
agency ruling on the case, and will not include a review of the
merits of the action, determination, or finding. Individuals wishing
to request amendment to their records to correct factual errors
should contact the Departmental personnel or designated office where
the grievance was processed. Individuals must furnish the following
information for their records to be located and identified: Name,
date of birth, approximate date of closing of the case and kind of
action taken, and organizational component involved. See 43 CFR
2.71.
Record source categories: Information in this system of records is
provided by the individual on whom the record is maintained, by
testimony of witnesses, by agency officials, by grievance examiners,
by arbitrators, and from related correspondence from organizations
or persons.
INTERIOR/OS-76
System name: Employee Experience, Skills, Performance, Training,
and Career Development Records--Interior, Office of the
Secretary--76.
System location:
Servicing personnel office and/or administrative office of all bureaus
and offices of the Department of the Interior. For Contracting
Officers' Warrant System records the head of each bureau's central
contracting office and the Office of Acquisition and Property
Management in the Office of the Secretary. Records on employees
assigned to the Department's high level nuclear-waste activities are
maintained in an appropriate local records center.
Categories of individuals covered by the system:
Current employees of the Department of the Interior and current,
former, and contract employees assigned to high level nuclear-waste
activities of the Department of the Interior.
Categories of records in the system:
These records relate to employees and contain such information as:
Name; date of birth; social security number; office address and phone;
service computation date; physical limitations or interests which
might affect type or location of assignment; career interests;
education history; work or skills experience; position descriptions;
availability for geographic relocation; outside activities including
membership in professional organizations; listing of special
qualifications; licenses and certificates held; listing of honors and
awards; career goals and objectives of the employee; training records;
annual supervisory evaluation or proficiency statement; verification
records of employment and education.
Authority for maintenance of the system:
5 U.S.C. 1302, 2951, 4118, 4308, 4506, 3101, 43 U.S.C. 1457,
Reorganization Plan 3 of 1950, Executive Order 10561, Executive Order
12352.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) by bureau officials for
purposes of review in connection with transfers, promotions,
reassignments, adverse actions, disciplinary actions, and
determination of qualifications, of an individual, (b) by bureau
officials for setting out career goals and objectives of the employee
and for documenting attainment of these targets, and (c) by bureau and
Departmental officials in monitoring qualifications for maintaining a
Contracting Officer's Warrant.
Disclosures outside the Department of the Interior may be made (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) to appropriate Federal, State, local, or
foreign agencies responsible for investigating or prosecuting a
violation or potential violation, or for enforcing or implementing a
statute, regulation, rule, order, or license; (3) to a Member of
Congress from the record of an individual in response to an inquiry
made at the request of that individual; and (4) to employees and
contractors of the Department of Energy and the Nuclear Regulatory
Commission in the conduct of quality assurance compliance audits of
Department of the Interior programs related to high level nuclear
waste.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained manually in file folders or on preprinted forms
in file cabinets or on computer media.
Retrievability:
Records may be indexed by name of the subject employee.
Safeguards:
Records are maintained with safeguards meeting minimum security
requirements of 43 CFR 2.51.
Retention and disposal:
Most records are maintained only on current employees. Records are
destroyed upon departure of employees, except that records on current,
former, and contract employees assigned to high level nuclear-waste
activities are maintained for the life of the project to which the
activities are applicable, and according to appropriate records
disposition schedules.
System manager(s) and address:
For all records other than Contracting Officers' Warrant System
Records: (1) The Personnel Officer of each bureau of the Department
for records maintained in the bureau. (See Appendix for addresses of
bureau headquarters offices), and (2) Chief, Division of Personnel
Services, Office of Administrative Services, U.S. Department of the
Interior, 18th and C Streets NW, Washington, DC 20240, for records
maintained in the Office of the Secretary. For all Contracting
Officers' Warrant System Records: Director, Office of Acquisition and
Property Management, U.S. Department of the Interior, 18th and C
Streets NW, Washington, DC 20240.
Notification procedure:
Individuals may inquire whether or not the system contains records
pertaining to them by contacting the personnel officer and/or
administrative officer servicing the facility where they are employed.
Contracting Officers may submit inquiries regarding Contracting
Officers' Warrant System Records to the head of the procuring activity
of the bureau in which the individual is employed, or to the Director,
Office of Acquisition and Property Management. See 43 CFR 2.60 for
notification procedure requirements.
Record access procedures:
Employees who wish to gain access to their records should contact the
same officials listed under ``Notification procedure'' above. See 43
CFR 2.63.
Contesting record procedures:
Employees who wish to contest their records should contact the
pertinent System Manager listed above. See 43 CFR 2.71.
Record source categories:
Information in this system of records either comes from the individual
to whom it applies or is derived from information he/she supplied,
except information provided by agency officials.
INTERIOR/OS-77
System name: Unfair Labor Practice Charges/Complaints--Interior,
Office of the Secretary--77.
System location:
Records for pertinent employees of each bureau and office and
maintained at the locations shown for the System Managers listed
below.
Categories of individuals covered by the system:
Interior employees filing unfair labor practices charges/complaints.
Categories of records in the system:
Formal charge and complaint; name, address, and other personal
information about complainant, transcript of hearing (if held), and
information about other personnel in complainant's work unit, as
relevant.
Authority for maintenance of the system:
Executive Order 11491, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to administer charges or
complaints of unfair labor practices. Disclosures outside the
Department of the Interior may be made (1) to the Department of Labor
and to the Federal Labor Relations Council for settlement of the
complaint or appeal; (2) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were complied; (3)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (4) to a congressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
Name and docket or case number.
Safeguards:
Records are locked in lockable metal file cabinets or in metal file
cabinets in secured rooms or secured premises with access limited to
those whose official duties require access.
Retention and disposal:
Records are disposed of in accordance with General Records Schedule
No. 1, Item 29.
System manager(s) and address:
(a) Chief, Division of Labor Management Relations, Office of the
Secretary, Office of Personnel, Division of Labor Management
Relations, 19th and C Streets NW, Washington, DC 20240.
(b) Labor Relations Officer, Bureau of Indian Affairs, Division of
Personnel Management, 1951 Constitution Avenue NW, Washington, DC
20245.
(c) Labor Relations Officer, Bureau of Mines, Division of Personnel,
Branch of Compensation and Labor Relations, 19th and C Streets NW,
Washington, DC 20240.
(d) Personnel Officer, Geological Survey, National Center, 12201
Sunrise Valley Drive, Reston, VA 22092.
(e) Labor Relations Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 19th and C Streets
NW, Washington, DC 20240.
(f) Personnel Officer, U.S. Fish and Wildlife Service, Division of
Personnel Management and Organization, 19th and C Streets NW,
Washington, DC 20240.
(g) Labor Relations Officer, Bureau of Reclamation, 19th and C Streets
NW, Washington, DC 20240.
(h) Labor Relations Officer, Bureau of Land Management, Division of
Personnel (530), 19th and C Streets NW, Washington, DC 20240.
(i) Chief, Branch of Employee Relations and Training, Minerals
Management Service, Personnel Division, 1110 Herndon Parkway, Herndon,
VA 22070.
(j) Chief, Branch of Policies and Progams, Office of the Secretary,
19th and C Streets NW, Washington, DC 20240.
(k) Labor Relations Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the appropriate System Manager. A written, signed request stating that
the requester seeks information concerning records pertaining to him
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may 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 should be addressed to the appropriate System
Manager and must meet the content requirements of 43 CFR 2.71.
Record source categories:
Subject to complaint, colleagues and supervisors of complainant and
management officials.
INTERIOR/OS-78
System name: Negotiated Grievance Procedure Files--Interior,
Office of the Secretary-78.
System location:
Records for pertinent employees of each bureau and office are
maintained at the locations shown for the System Managers listed
below.
Categories of individuals covered by the system:
Interior employees filing grievances/complaints.
Categories of records in the system:
Formal charge and complaint; name, address, and other personal
information about complainant, transcript of hearing (if held) and
information about other personnel in complianant's work unit, as
relevant.
Authority for maintenance of the system:
Executive Order 11491, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to administer employee grievances.
Disclosures outside the Department of Interior may be made (1) to the
Federal Labor Relations Council; (2) to the U.S. Department of Justice
or in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or, when represented by the government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (4) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file orders.
Retrievability:
Name and Docket or Case number.
Safeguards:
Records are located in lockable metal file cabinets or in metal file
cabinets in secured premises with access limited to those whose
official duties require access.
Retention and disposal:
Records are disposed of in accordance with General Records Schedule
No. 1, Item 31.
System manager(s) and address:
(a) Chief, Division of Labor Management Relations, Office of the
Secretary, Office of Personnel, Division of Labor Management
Relations, 19th and C Streets, NW, Washington, DC 20240.
(b) Labor Relations Officer, Bureau of Indian Affairs, Division of
Personnel Management, 1951 Constitution Avenue NW, Washington, DC
20245.
(c) Labor Relations Officer, Bureau of Mines, Division of Personnel,
Branch of Compensation and Labor Relations, 19th and C Streets, NW,
Washington, DC 20240.
(d) Personnel Officer, Geological Survey, National Center, 12201
Sunrise Valley Drive, Reston, Virginia 22092.
(e) Labor Relations Officer, National Park Service, Division of
Personnel Branch of Labor Management Relations, 19th and C Streets NW,
Washington, DC 20240.
(f) Personnel Officer, U.S. Fish and Wildlife Service, Division of
Personnel Management and Organization, 19th and C Streets, NW,
Washington, DC 20240.
(g) Labor Relations Officer, Bureau of Reclamation, 19th and C
Streets, NW, Washington, DC 20240.
(h) Labor Relations Officer, Bureau of Land Management, Division of
Personnel (530) 19th and C Streets NW, Washington, DC 20240.
(i) Chief, Branch of Employee Relations and Training, Minerals
Management Service, Personnel Division, 1110 Herndon Parkway, Herndon,
VA 22070.
(j) Chief, Branch of Policies and Office Programs, of the Secretary,
19th and C Streets, NW, Washington, DC 20240.
(k) Labor Relations Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue, NW, Washington, DC 20245
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the appropriate System Manager. A written, signed request stating that
the requester seeks information concerning records pertaining to him
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the appropriate System
Manager. The request must be in writing and be signed by the
requester.
Contesting record procedures:
A petition for amendment should be addressed to the appropriate System
Manager and must meet the content requirements of 43 CFR 2.71. The
request must meet the content requirements of 43 CFR 2.63.
Record source categories:
Subject complainant, colleagues and supervisors of complainant and
management officials.
INTERIOR/OS--79
System name: General Personnel Records--Interior, Office of the
Secretary--79.
Note.--This system complements OPM-GOVT-1 which delineates the
Governmentwide system for general personnel records. This notice does
not repeat all information contained in OPM-GOVT-1.
System location:
Hard copy records on current and recently separated employees are
located at the Personnel Office or other designated office of the
installation which currently employees (or recently employed) the
individual. Automated personnel records are maintained on the PAY/PERs
system administered by the Bureau of Reclamation in Denver, Colorado.
(The Office of the Secretary maintains the DPDF--Departmental
Personnel Data File--in Washington, D.C. Automated personnel records
for employees in the Office of the Secretary. Geological Survey,
National Park Service, Office of the Solicitor, and Fish and Wildlife
Service are maintained on the DIPS system administered by the
Geological Survey in Washington, DC. These two systems will be
abolished once records are incorporated into PAY/PERS by the end of
1984.
Categories of individuals covered by the system:
Current and recently separated employees of the Department.
Categories of records in the system:
An individual record is maintained for each employee containing
historical as well as current personnel data.
Authority for maintenance of the system:
5 U.S.C. 2951, 5 U.S.C. 2954.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The official hard copy (paper microform) records maintained by the
servicing personnel office provide basic data for preparation and
verification of personnel reports and documents. They also provide a
comprehensive and continuing record of each employee's service,
status, skills, and personnel history, for use in the merit promotion
program, reduction in force and to effect other personnel actions.
Automated records are used to generate reports and listings; produce
standard personnel management documents; establish and verify
entitlement to pay and benefits; and provide historical data.
Routine use disclosures outside the Department will be the same as
stated in the systems notice for the OPM/GOVT-1 system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained in file folders, on lists and forms,
microfilm or microfiche and in computer processible storage media.
Retrievability:
These records are retrieved by various combinations of name, birth
date, Social Security Number, or identification number of the
individual on whom they are maintained.
Safeguards:
Paper or microfiche/microfilmed records are located in lockable metal
file cabinets or in secured rooms with access limited to those
personnel whose official duties require access. Automated records are
maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computer records. Access to all records in this system is limited to
Departmental officials whose official duties require access. Bureau
officials will generally only have access to records pertaining to
employees of their own bureau.
Retention and disposal:
In accordance with approved Retention and Disposal schedules. Some
records may be retained indefinitely as a basis for longitudinal work
history statistical studies.
System manager(s) and address:
Director of Personnel, Office of the Secretary, U.S. Department of the
Interior, Washington, DC 20240.
Notification procedure:
An individual may inquire whether or not the system contains a record
pertaining to him/her from the Bureau Personnel Officer where he/she
is (or was) employed. The request must be in writing, be signed by the
requester, and meet the content requirements of 43 CFR 2.60. Office
addresses are:
(1) Personnel Officer, Division of Personnel Services, Secretary, 19th
& C Streets, NW, Washington, DC 20240.
(2) Bureau of Indian Affairs, Division of Personnel Management, 1951
Constitution Avenue, NW, Washington, DC 20245.
(3) Bureau of Mines, Division of Personnel, Branch of Compensation and
Labor Relations, Columbia Plaza, 5th Floor, Washington, DC 20037
(4) Personnel Officer, Geological Survey, National Center, 12201
Sunrise Valley Drive, Reston, Virginia 22092
(5) National Park Service, Personnel Management Division, 19th & C
Streets, NW, Washington, DC 20240
(6) U.S. Fish and Wildlife Service, Division of Personnel Management
and Organization, 19th & C Streets, NW, Washington, DC 20240
(7) Bureau of Reclamation, Chief, Division of Personnel Management,
Code 500, 19th & C Streets, NW, Washington, DC 20240
(8) Bureau of Land Management, Division of Personnel (530), 19th & C
Streets, NW, Washington, DC 20240
(9) Office of the Solicitor, Personnel Officer, 19th & C Streets, NW,
Washington, DC 20240
(10) Division of Personnel, Office of Surface Mining Reclamation and
Enforcement, 1951 Constitution Avenue, NW, Washington, DC 20245
(11) Minerals Management Service, Personnel Division, Mail Stop 634,
12203 Sunrise Valley Drive, Reston, Virginia 22091
(12) Office of Inspector General, Assistant Inspector General for
Administration, 19th & C Streets, NW, Washington, DC 20240
Record access procedures:
A request for access may be addressed the same as Notification. The
request must meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Individual employees and employing bureaus.
INTERIOR/OS-82
System name: Executive and Manager Development Program (EMDP)--
Interior, Office of the Secretary--82.
System location:
Office of Personnel, U.S. Department of the Interior, 18th and C
Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
(1) Present participants in the EMDP Program; (2) former participants
in the program; (3) nominees selected or not selected for the program.
Categories of records in the system:
Nomination documents, reports of training assignments, evaluation
statements list of graduates and placement assignments of current
participants.
Authority for maintenance of the system:
5 U.S.C. 3301, Pub.L. 91-616, Pub.L. 92-255, Pub.L. 93-282, Pub.L. 79-
658 (5 U.S.C. 7901) OMB Circular A-72.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses are (a) select candidates for the program; (b) to
evaluate caliber or assignments; (c) evaluate performance of the
participant; (d) determine or assist in placement efforts; (e) track
career of graduates to determine success of program. Disclosures
outside the Department of the Interior may be made, (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (3) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual, (4) to a
Federal Agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit, and, (5) to
Federal, State or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance of
a security clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained manually in file folders;
Retrievability:
Indexed by name and/or by bureau;
Safeguards:
Participant records are maintained in lockable cabinets.
Retention and disposal:
In accordance with established disposal schedule.
System manager(s) and address:
Chief, Division of Employee Development, Office of Personnel, U.S.
Department of the Interior, Washington, DC 20240.
Notification procedure:
A request for access must be presented in person or in writing and
signed by the requestor with proof of identity. Individuals may
inquire whether or not the system contains a record pertaining to them
by contacting the systems manager cited above.
Record access procedures:
Individuals who wish to gain access should contract the systems
manager cited above.
Contesting record procedures:
Individuals who wish to contest their records should contact the
systems manager cited above.
Record source categories:
Information in this system of records either comes from the individual
to whom it applies, is derived from information supplied by the
individual, or comes from agency officials.
INTERIOR/OS-84
System name:
Delinquent Debtor File--Interior, OS-84.
System location:
U.S. Department of the Interior, Office of the Secretary, Division of
Financial Management, m.s. 7258 MIB, 1849 C St. NW, Washington, DC
20240.
Categories of individuals covered by the system:
Employees, former employees, and other Federal employees indebted and
owing money to the Department of the Interior.
Categories of records in the system:
Delinquent debt records consisting of the debtor's name, Social
Security Number, address, amount of debt, date debt arose, office
referring debt, and related correspondence.
Authority for maintenance of the system:
Federal Claims Collection Act of 1966, Pub. L. 89-508, Debt Collection
Act of 1982, Pub. L. 97-365, and E.O. 9397.
Purpose(s):
The primary purpose of the records is to collect debts owed to the
Department using salary offset or administrative offset procedures.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosures outside the Department of the Interior may be made: (1) To
the General Accounting Office, Department of Justice, United States
Attorney, or other Federal agencies for further collection action on
any delinquent account when circumstances warrant; (2) To a commercial
credit reporting agency for the purpose of either adding to a credit
history file or obtaining a credit history file for use in the
administration of debt collection; (3) To a debt collection agency for
the purpose of collection services to recover indebtedness owed to the
Department; (4) To any Federal agency where the individual debtor is
employed or receiving some form of remuneration for the purpose of
enabling that agency to collect debts on the Department's behalf by
administrative or salary offset procedures under the provisions of the
Debt Collection Act of 1982 (Pub. L. 97-365); (5) To any other Federal
agency including, but not limited to, the Internal Revenue Service
pursuant to 31 U.S.C. 3720A, for the purpose of effecting an
administrative offset against the debtor of a delinquent debt owed to
the Department by the debtor; (6) To the Internal Revenue Service by
computer matching to obtain the mailing address of a taxpayer for the
purpose of locating such taxpayer to collect or to compromise a
Federal claim by the Department against the taxpayer pursuant to 26
U.S.C. 6103(m)(2) and in accordance with 31 U.S.C. 37121, 3716, and
3718. Note: The Department will disclose an individual's mailing
address obtained from the IRS pursuant to 26 U.S.C. 6103(m)(2) only
for the purpose of debt collection. Disclosures to a debt collection
agency will be made only to facilitate the collection or compromise of
a Federal claim under the Debt Collection Act of 1982. Disclosures to
a consumer reporting agency will be made only for the limited purpose
of obtaining a commercial credit report on the individual taxpayer.
Address information obtained from the Internal Revenue Service will
not be used or shared for any other Departmental purpose or disclosed
to another Federal, state, or local agency which seeks to locate the
same individuals for its own debt collection purpose; (7) To the
Defense Manpower Data Center, Department of Defense, the U.S. Postal
Service or to any other Federal, state, or local agency, a data base
of information consisting of the debtor's name, Social Security
Number, and amount owed, for the purpose of conducting an authorized
computer matching program in compliance with the Privacy Act of 1974
(5 U.S.C. 552a), as amended, so as to identify and locate delinquent
debtors in order to start a recoupment process on an individual basis
of any debt owed to the Department by the debtors arising out of any
administrative or program activities or services administered by the
Department; (8) To any creditor Federal agency seeking assistance for
the purpose of that agency implementing administrative or salary
offset procedures in the collection of unpaid financial obligations
owed the United States government from an individual. (9) To the U.S.
Department of Justice or to a court or adjudicative body with
jurisdiction when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (10) Of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (11) To a congressional office in
response to an inquiry the individual has made to the congressional
office.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are stored in automated and manual form.
Retrievability:
Records are retrieved by the name or Social Security Number of the
individual debtor.
Safeguards:
Records are maintained with access controls meeting the requirements
of 43 CFR 2.51.
Retention and disposal:
Records are retained by the Division of Financial Management only for
the duration of computer matching programs. Upon conclusion of these
programs, records are returned to their respective, originating
offices, where they are retained and disposed of in accordance with
approved agency schedules. Backup copies are retained for one calendar
year, and then destroyed.
System manager(s) and address:
Chief, Division of Financial Management, Office of the Secretary, U.S.
Department of the Interior, m.s. 7258 MIB, 1849 C St. NW, Washington,
DC 20240.
Notification procedure:
An individual requesting notification of the existence of records on
him or her should address his/her request to the System Manager. The
request must be in writing, signed by the requester, and comply with
the content requirements of 43 CFR 2.60.
Record access procedures:
An individual requesting access to records maintained on him or her
should address his/her request to the System Manager. The request must
be in writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.63.
Contesting record procedures:
An individual requesting amendment of a record maintained on him or
her should address his/her request to the System Manager. The request
must be in writing, signed by the requester, and comply with the
content requirements of 43 CFR 2.71.
Record source categories:
Departmental and Bureau financial offices.
Exemptions claimed for the system:
None.
INTERIOR/OS-85
System name: Payroll, Attendance, Retirement, and Leave
Records--Interior, Office of the Secretary-85.
System location:
(1) Bureau of Reclamation, Management Operations Center, Division of
Payroll Operations, 7333 West Jefferson Ave., Academy Place 1, Denver,
CO 80235.
(2) Bureau of Reclamation, Management Operations Center, Division of
Payroll Operations, 1925 Isaac Newton Square, Reston, Virginia 22090
(3) All Departmental offices and locations which prepare and provide
input documents and information for data processing and administrative
actions.
Categories of individuals covered by the system:
All employees of the Department of the Interior, and employees of
Independent Agencies, Councils, and Commissions who are provided
payroll administrative support by the Department.
Categories of records in the system:
Employee identification, pay rate and grade, retirement, and location
data; length of service; pay, leave, time and attendance, allowances,
and cost distribution records; deductions for Medicare or FICA,
savings bonds, FEGLI, union dues, taxes, allotments, quarters,
charities; health benefits, Thrift Savings Fund contributions, awards,
shift schedules, pay differentials, IRS tax lien data; and related
payroll and personnel data. Also included is information on debts owed
to the government as a result of overpayment, refunds owed, or a debt
referred for collection on a transferred employee. The payroll,
attendance, retirement, and leave records described in this notice
form a part of the information contained in the Department's
integrated payroll and personnel (PAY/PERS) automated information
system. Personnel records contained in the PAY/PERS system are covered
under the governmentwide system of records notice published by the
Office of Personnel Management (OPM/GOVT-1).
Authority for maintenance of the system:
5 U.S.C. 5101, et seq., 31 U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are for fiscal operations for payroll,
attendance, leave, insurance, tax, retirement and cost accounting
programs; and to prepare related reports to other Federal agencies
including the Treasury Department and the Office of Personnel
Management. Disclosures outside the Department of the Interior may be
made: (1) To the Department of the Treasury for preparation of payroll
checks and other checks to Federal, State, and local government
agencies, non-governmental organizations, and individuals; (2) to the
Internal Revenue Service and to State, local, tribal and territorial
governments for tax purposes; (3) to the Office of Personnel
Management in connection with programs administered by that office;
(4) to another Federal agency to which an employee has transferred;
(5) to the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when (a) the United States, the Department
of the Interior, a component of the Department, or, when represented
by the government, an employee of the Department is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (6)
to disclose pertinent information to an appropriate Federal, State,
local, or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation; (7) to a congressional office from the record of an
individual in response to an inquiry from that congressional office
made at the request of the individual; (8) to a Federal agency which
has requested information relevant or necessary to its hiring or
retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (9) to Federal, State or
local agencies where necessary to enable the Department of the
Interior to obtain information relevant to the hiring or retention of
an employee, or the issuance of a security clearance, contract,
license, grant or other benefit; (10) to appropriate Federal and State
agencies to provide required reports including data on unemployment
insurance; (11) to the Social Security administration to report FICA
deductions; (12) to labor unions to report union dues deductions; (13)
to insurance carriers to report withholdings for health insurance;
(14) to charitable institutions to report contributions; (15) to a
Federal agency for the purpose of collecting a debt owed the Federal
government through administrative or salary offset; (16) to other
Federal agencies conducting computer matching programs to help
eliminate fraud and abuse and to detect unauthorized overpayments made
to individuals; (17) to provide addresses obtained from the Internal
Revenue Service to debt collection agencies for purposes of locating a
debtor to collect or compromise a Federal claim against the debtor;
(18) with respect to Bureau of Indian Affairs employee records, to a
Federal, State, local agency, or Indian tribal group or any
establishment or individual that assumes jurisdiction, either by
contract or legal transfer, of any program under the control of the
Bureau of Indian Affairs; (19) with respect to Bureau of Reclamation
employee records, to non-Federal auditors under contract with the
Department of the Interior or Energy or water user and other
organizations with which the Bureau of Reclamation has written
agreements permitting access to financial records to perform financial
audits; (20) to the Federal Retirement Thrift Investment Board with
respect to Thrift Savings Fund contributions; (21) To disclose debtor
information to the IRS, or another Federal agency or its contractor
solely to aggregate information for the IRS, to collect debts owed to
the Federal government through the offset of tax refunds.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual, microfilm, microfiche, and printout form in the
Payroll Office. Currently applicable records are stored on magnetic
media at the computer processing center; historic records are stored
on magnetic media at the computer center. Original input documents are
kept in standard office filing equipment.
Retrievability:
Indexed by name, social security number, and organizational code.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
The records contained in this system of records have varying retention
periods as described in General Records Schedule 2 issued by the
Archivist of the United States, and are disposed of in accordance with
the National Archives and Records Administration Regulations, 36 CFR
1228.74.
System manager(s) and address:
The following system manager is responsible for the payroll records
contained in the integrated Payroll/Personnel (PAY/PERS) system which
are pertinent to all Department of the Interior bureaus and offices.
Personnel records contained in the PAY/PERS system fall under the
jurisdiction of the Office of Personnel Management as prescribed in 5
CFR part 293 and 5 CFR part 297.
(1) Chief, Client Support Branch, Bureau of Reclamation, Management
Operations Center, Division of Payroll Operations, 7333 W. Jefferson
Ave., Academy Place 1, Denver, CO 80235.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
individual seeks information concerning his/her records is required.
See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing, signed by the requester, and meet the
content requirement of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained, supervisors,
timekeepers, official personnel records, previous employers, and the
Internal Revenue Service.
INTERIOR/OS-86
System name: Accounts Receivable--Interior, Office of the
Secretary--86.
System location:
Division of Fiscal Services, Office of Administrative Services, U.S.
Department of the Interior, 18th and C Streets, NW, Washington, DC
20240.
Categories of individuals covered by the system:
All debtors including employees, former employees, business firms,
private citizens and institutions. (The records contained in this
system which pertain to individuals contain principally proprietary
information concerning sole proprietorships. Some of the records in
the system which pertain to individuals may reflect personal
information, however. Only the records reflecting personal information
are subject to the Privacy Act. The system also contains records
concerning corporations, other business entities and organizations.
These records are not subject to the Privacy Act.)
Categories of records in the system:
Name, address, amount and basis including goods, services or
overpayments therefor.
Authority for maintenance of the system:
(1) U.S.C. 5701-09. (2) FPMR 101-7. (3) Treasury Fiscal Requirements
Manual. (4) 31 U.S.C. 3711.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are for billing and follow-up.
Disclosure outside the Department of the Interior may be made (1) to
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (3) to a Member of Congress from the
record of an individual in response to an inquiry made at the request
of that individual, (4) to consumer reporting agencies to facilitate
collection of debts owned the Government, and (5) to disclose debtor
information to the IRS, or another Federal agency or its contractor
solely to aggregate information for the IRS, to collect debts owed to
the Federal government through the offset of tax refunds.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual, machine readable, and printout form.
Retrievability:
Indexed by appropriation or fund to be credited.
Safeguards:
Maintained in locked room when not in use.
Retention and disposal:
Retained and disposed of in accordance with General Records Schedule
No. 6, Item No. 1.
System manager(s) and address:
Chief, Division of Fiscal Services, Office of Administrative Services,
U.S. Department of the Interior, 18th and C Streets, NW, Washington,
DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Debtor, accounting records.
INTERIOR/OS-87
System name: Cash Receipts--Interior, Office of the Secretary--
87.
System location:
Division of Fiscal Service, Office of Administrative Services, U.S.
Department of the Interior, 18th and C Streets, NW, Washington, DC
20240.
Categories of individuals covered by the system:
Persons paying for goods or services, returning overpayments or
otherwise delivering cash. (The records contained in this system which
pertain to individuals contain principally proprietary information
concerning sole proprietorships. Some of the records in the system
pertain to individuals may reflect personal information, however. Only
the records reflecting personal information are subject to the Privacy
Act. The system also contains records concerning corporations, other
business entities and organizations. These records are not subject to
the Privacy Act.)
Categories of records in the system:
Individual's name, the goods or services purchased, check number, date
and treasury deposit number.
Authority for maintenance of the system:
31 U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to account for monies paid to the
Office of the Secretary. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled, (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order of license, and (3) to a Member of
Congress from the record of an individual in response to an inquiry
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual and machine readable.
Retrievability:
Date and name.
Safeguards:
Maintained in locked room when not in use.
Retention and disposal:
Retained and disposed of in accordance with General Records Schedule
No. 6, Item No. 1.
System manager(s) and address:
Chief, Division of Fiscal Services, Office of Administrative Services,
U.S. Department of the Interior, 18th and C Streets, NW, Washington,
DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual remitters.
INTERIOR/OS-88
System name: Travel--Interior, Office of the Secretary--88.
System location:
(1) Division of Fiscal Services, Office of Administrative Services,
U.S. Department of the Interior, 18th and C Streets, NW, Washington,
DC 20240.
Categories of individuals covered by the system:
Employees of the Office of the Secretary, Other Departmental Offices,
and Independent Agencies, Councils, and Commissions who are provided
administrative support, and persons serving without compensation to
the extent authorized under 5 U.S.C. 5703.
Categories of records in the system:
Name, address, destination, itinerary, mode and purpose, dates,
expenses, advances, claims, reimbursements, and authorizations.
Authority for maintenance of the system:
5 U.S.C. 5701 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to process travel authorizations and
claims. Disclosures outside the Department of the Interior may be made
(1) the U.S. Treasury for payment of claims; (2) to the State
Department for passports; (3) to the U.S. Department of Justice or in
a proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (4)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigation or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (5) to a Federal agency
which has requested information relevant or necessary to its hiring or
retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (6) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, license, contract, grant or other benefit, (7) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual, machine readable and printout form.
Retrievability:
Indexed by employee name and/or account number.
Safeguards:
Maintained in locked room when not in use.
Retention and disposal:
Retained and disposed of in accordance with General Records Schedule
No. 9, Item No. 3.
System manager(s) and address:
Chief Division of Fiscal Services, Office of Administrative Services,
U.S. Department of the Interior, 18th and C Streets, NW, Washington,
DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet content requirements of 43 CFR 2.71.
Record source categories:
Employee, employing office, and standard travel document references.
INTERIOR/OS-90
System name: Federal Financial System, Interior--Office of the
Secretary-90.
System location:
(1) U.S. Geological Survey, Administrative Service Center, National
Center, Reston, Virginia 22092.
(2) Bureau of Reclamation, Administrative Service Center, 7301 W.
Mansfield Avenue, Lakewood, Colorado 80235-0045.
(3) Department of the Interior offices and locations which prepare,
maintain and provide input documents and information for data
processing and administrative actions, and which have been implemented
on the system.
(4) All other Federal agencies, councils and commissions using the
system under a cross-servicing arrangement, (an arrangement for the
provision of computer and technical service support), with either of
the Administrative Service Centers identified above.
Categories of individuals covered by the system:
Employees and former employees of the Department of the Interior;
employees and former employees of other Federal agencies, councils,
and commissions, persons serving without compensation to the extent
authorized under 5 U.S.C. 5703, consultants, foreign participants,
volunteers, contractors, and private citizen debtors and creditors who
are serviced by the Department of the Interior's Administrative
Service Centers. Only records reflecting personal information are
subject to the Privacy Act. This system also contains records
concerning corporations and other business entities, but these records
are not subject to the Privacy Act.
Categories of records in the system:
Names, addresses, social security numbers, tax identification numbers,
expenses, vouchers, reasons for payment and debt, amounts owed and
routine billing, payment, property accountability, and travel
information used in accounting and financial processing.
Authority for maintenance of the system:
(1) 31 U.S.C. 3512. (2) 31 U.S.C. 3711. (3) 5 U.S.C. 5701 et seq. (4)
5 U.S.C. 4111(b). (5) 41 CFR 301-304. (6) Treasury Financial Manual.
(7) Public Law 97-365. (8) 26 U.S.C. 6103(m)(2). (9) 5 U.S.C. 5514.
(10) 31 U.S.C. 3716.
Routine uses of records maintained in the system, including categories
of users and purposes of such uses:
The primary use of the records is to maintain accounting and financial
information associated with the normal operations of Government
organizations. Specifically, records are used for billing and follow-
up, for paying creditors, to account for goods and services provided
and received, to account for monies paid and received, and to process
travel authorizations and claims. Records in this system are subject
to use in approved computer matching programs authorized under the
Privacy Act of 1974, as amended, for debt collection purposes.
Disclosures outside of the Department of the Interior, or other
Government organizations cross-serviced by the Department of the
Interior's Administrative Service Centers, may be made (1) To the U.S.
Department of Justice, or in a proceeding before a court, or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, a Government organization
being cross-serviced by the Department of the Interior, or, when
requested by the Government, an employee of the Department of the
Interior or one of its cross-serviced organizations, is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior, or other cross-
serviced Government organization, determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order, or license to appropriate Federal, State,
tribal, territorial, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) to a
Member of Congress from the record of an individual in response to an
inquiry made at the request of that individual; (4) to consumer
reporting agencies to facilitate collection of debts owed the
Government; (5) to disclose debtor information to the IRS, or another
Federal agency or its contractor solely to aggregate information for
the IRS to collect debts owed to the Federal government through the
offset of tax refunds; (6) to other Federal agencies for the purpose
of collecting debts owed to the Federal government by administrative
or salary offset; (7) to any other Federal, state or local agency for
the purpose of conducting an authorized computer matching program to
identify and locate delinquent debtors for the recoupment of debts
owed to the Department of the Interior; (8) to the State Department in
connection with the application for official government employee
passports; and (9) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
the issuance of a security clearance, license, contract, grant or
other benefit; and (10) to a Federal, State, tribal, territorial, or
government agency where necessary for this Department to obtain
information relevant to the hiring or retention of an employee, or the
issuance of a security clearance, license, contract, grant, or other
benefit.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Maintained in manual, machine readable, and printout form.
Retrievability:
Indexed by name, social security number, vendor code or number,
appropriation, fund to be credited, or organization code.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Retained and disposed of in accordance with the Treasury Financial
Manual, the National Archives and Records Administration (NARA)
General Records Schedules, and NARA approved Agency Records Schedules.
System manager(s) and address:
Chief, Office of Financial Management, U.S. Geological Survey, 12201
Sunrise Valley Drive, Mail Stop 270, Reston, Virginia 22092
Chief, Division of Finance, Bureau of Mines, Denver Federal Center,
Building 20, Denver, Colorado 80225.
Chief, Division of Finance, Bureau of Land Management, Denver Federal
Center, PO Box 25047, Building 50, Denver, Colorado 80225.
Chief, Accounting Operations Division, National Park Service, PO Box
4800, Reston, Virginia 22090.
Chief, Finance Division, Bureau of Reclamation, PO Box 25007, Denver,
Colorado 80225-007.
Chief, Division of Finance, U.S. Fish & Wildlife Service, 4401 N.
Fairfax Drive, Arlington Square, Number 380, Arlington, Virginia
22203.
Deputy Chief, Division of Accounting Management, Bureau of Indian
Affairs, PO Box 127, Albuquerque, New Mexico 87103.
Chief, Accounting Division, Administrative Office of U.S. Courts, 1120
Vermont Avenue, NW, Washington, DC 20544.
Director, Office of Finance, Patent & Trademark Office, One Crystal
Park, Room 802A, Washington, DC 20231.
Director, Financial Management Division, Federal Labor Relations
Authority, 500 C Street, SW, Room 225, Washington, DC 20424.
Director, Office of Finance and Budget, U.S. International Trade
Commission, 500 E Street, SW, Room 316, Washington, DC 20436.
Director, Budget and Finance, U.S. Federal Trade Commission, 6th &
Pennsylvania NW, Washington, DC 20580.
Director, Denver Administrative Service Center, 7301 W. Mansfield
Avenue, Lakewood, Colorado 80235-0045.
Director, Office of Financial Management, U.S. Department of the
Interior, 18th & C Streets, NW, Mail Stop 7258, Washington, DC 20240.
Notification procedures:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Subject individuals, supervisors, employing offices, contracting
officers, accounting records, standard travel and finance office
documents.
INTERIOR/AAS--97
System name: Pilot Flight Time Report--Interior, Office of the
Secretary.
System location: (1) National Headquarters, Office of Aircraft
Services, Division of Technical Services, 3905 Vista Avenue, Boise,
Idaho, 83705. (2) Regional Office--Regional Director, Office of
Aircraft Services, 4343 Aircraft Drive, Anchorage, Alaska 99503.
Categories of individuals covered by the system: Professional, dual-
function and incidental pilots employed by Interior Bureaus/Offices.
Categories of records in the system: The system contains information
relative to certificates, qualifications, experience levels,
currency and proficiency.
Authority for maintenance of the system: 5 USC 301, Reorganization Plan
3 of 1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is to determine pilot qualifications and to monitor
compliance with OAS directives and Federal Aviation Regulations.
Disclosure outside the Department of the Interior may be made, (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (3) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, pilot qualification card,
grant or other benefit, (4) to Federal, State, local agencies or
commercial business 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.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual and automated.
Retrievability: Indexed Social Security Account Number, Name, Agency
and Location.
Safeguards: Access to and use of these records are limited to those
persons whose official duties require such access.
Retention and disposal: According to approved records disposal
schedules.
System manager(s) and address: (1) National Headquarters--Chief,
Technical Services Division, Office of Aircraft Services, 3905 Vista
Avenue, Boise, Idaho, 83705. (2) Regional Office--Regional Director,
Office of Aircraft Services, 4343 Aircraft Drive, Anchorage, Alaska,
99503.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the appropriate System Manager. A written,
signed request stating that the requester seeks information
concerning records pertaining to him is required. See 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.
Record source categories: Information in this system comes from the
individual to whom it applies and from OAS records.
INTERIOR/BIA-1
System name: Property Loan Agreement Files--Interior, BIA--1.
System location:
All Area and Agency Offices (For a listing of specific locations,
contact the Systems Manager.)
Categories of individuals covered by the system:
Individual Indians or non-Indians having a need for Government-owned
real or personal property for use in a Bureau program.
Categories of records in the system:
(1) Records of accountability for Government-owned real or personal
property loaned to individuals, and (2) records concerning individuals
which have arisen as a result of that individual's misuse of or damage
to Government-owned or Government-leased real or personal property.
Authority for maintenance of the system:
40 U.S.C. 483(6).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify individuals responsible
for government-owned real or personal property by agreement.
Disclosures outside the Department of the Interior may be made (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (3) from
the record of an individual in respone to an inquiry from a
Congressional office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b) (12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed by individual name and cross-referenced by tribal name,
contract or use permit number; (b) retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Destroy one year after property is returned.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian Affairs,
Department of the Interior, 1951 Constitution Avenue, NW, Washington,
DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Area Director or Agency
Superintendent. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71
Record source categories:
Individual on whom the record is maintained, Bureau of Indian Affairs
employees, supervisors.
INTERIOR/BIA-2
System name: Safety Management Information--Interior, BIA--2.
System location:
(1) All Area, Agency and Field Offices of the BIA. (2) Director,
Office of Administration, Bureau of Indian Affairs, Department of the
Interior, 1951 Constitution Avenue, NW, Washington, DC 20245. (For a
listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
(1) Employee operators and incidental operators of government-owned
vehicles and equipment. (2) Federal employees who have had an accident
or incident. (3) Injured employees who submit claims for medical
attention or loss of earning capability due to on-the-job injury. (4)
Individuals filing tort claims against the U.S. Government.
Categories of records in the system:
(1) Documents supporting the issuance of SF-46 Motor Vehicle
Identification Cards to employees, (2) reports of accident/incident by
agency, area, name of person involved and social security number, (3)
employee claims case files pertaining to claims submitted to the
Office of Workmen's Compensation, and (4) case files with supporting
documents pertaining to tort claims filed by an individual against the
U.S. Government, and (5) records concerning individuals which have
arisen as a result of that individual's misuse of or damage to
Government-owned or Government-leased motor vehicles, other equipment/
facilities, and salary overpayments as a result of misuse of leave
relating to Office of Workmen's Compensation claims deemed to be
invalid.
Authority for maintenance of the system:
5 U.S.C. 7902, 28 U.S.C. 2671-2680, 31 U.S.C. 242-243.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to provide complete recordkeeping on
qualified motor vehicle operators in BIA, employee accidents or
incidents, Federal employees compensation claims and adjudication of
tort claims. Disclosures outside the U.S. Department of the Interior
may be made (1) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (2) of information indicating a
violation or potential violation of a statute, regulation, rule, order
or license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (4) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit, (5) to Federal, State, or local agencies where necessary to
obtain information relevant to the hiring or retention of an employee,
or the issuance of a security clearance, contract, license, grant or
other benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed alphabetically by name of employee. (b) Retrieved by
manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian Affairs,
Department of the Interior, 1951 Constitution Avenue, NW, Washington,
DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or with respect to records maintained in
the office for which he is responsible, the Agency or School
Superintendent, the Area or Field Office Director. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Claimants. Individuals on whom the record is maintained.
INTERIOR/BIA-3
System name: Individual Indian Monies--Interior, BIA--3.
System location:
(1) All Area and Agency Offices of the BIA or contractors processing
IIM accounts for them. (2) Division of Accounting Management, Bureau
of Indian Affairs, PO Box 2088, Albuquerque, NM 87103. For a listing
of specific locations, contact the Systems Manager.
Categories of individuals covered by the system:
Individual Indians who have money accounts.
Categories of records in the system:
(1) General ledgers showing deposits and withdrawals from Indians'
accounts and money folders with supporting documentation, and (2)
records concerning overdrafts paid to individuals from the IIM
account.
Authority for maintenance of the system:
25 U.S.C. 151.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(a)The primary uses of the records are to control individual Indian's
money accounts and to disclose to them the status of those accounts.
(b) Provides management with an automated information system for
program planning, reporting and management utilization. Disclosures
outside the Department of the Interior may be made (1) granting of
access or transfer to another Federal agency, a State or local
government, Indian tribal group or to any individual or establishment
that, under contract to the BIA or as the result of some form of legal
transfer of the program to them, will have jurisdiction for the IIM
program now under the jurisdiction of the BIA, (2) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statue, rule, regulation, order or license, (4) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual, (5) to a
Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Maintained in letter files, cardex, and binders for non-
automated areas; Computer: Maintained in computer translatable form on
magnetic tape for automated areas.
Retrievability:
(a) Indexed by name of identifying number. (b) Retrieved by manual
search and through computer batch processes.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Closed files are transferred to the appropriate GSA Federal Records
Center five years after probate and other actions are completed. Prior
information on magnetic tape erased as updated information is added to
the system.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Area Director or Agency
Superintendent. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained, depositors in the accounts
and claimants against the accounts.
INTERIOR/BIA-4
System name: Indian Land Records--Interior, BIA-4.
System location: (1) Land Records Improvement Program Liaison Office,
Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103.
(2) Title plants at the following five Area Offices of the BIA:
Portland, Billings, Anadarko, Aberdeen and Albuquerque. (3) Central
Area, Agency and Field Offices of the BIA. (For a listing of
specific locations, contact the Systems Manager.)
Categories of individuals covered by the system: Individual Indians and
Indian tribal groups that owners of land held in trust by the
government.
Categories of records in the system: (1) Land description, current
ownership, probate and title history of Indian trust lands, and (2)
records concerning individuals which have arisen as a result of that
individual's receipt of overpayment(s) relative to land disposal,
leases, sales and rentals.
Authority for maintenance of the system: 25 U.S.C. 392.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to identify individual Indians' and Indian Tribal
Groups' interest in lands held in trust, (b) land acquisition and
disposal and tenure and management purposes, (c) adjudication of
rights to the land or resources, (d) administration leases, sales,
rentals, transfers, (e) land statistics for BIA personnel
information uses, and (f) to answer questions regarding land rights.
Disclosures outside the Department of the Interior may be made (1)
to transfer or disclose to another Federal agency, a State or local
government, or to any individual or establishment that has been
appointed to act as trustee for Indian lands, (2) to the Department
of Justice when related to litigation or aniticipated litigation,
(3) of information indicating a violation or potential violation of
a statute, regulation, rule, order or license, to appropriate
Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (4)
from the record of an individual or tribe in response to an inquiry
from a Congressional office made at the request of that individual
or authorized tribal official, (5) to title insurance and
abstracting companies and attorneys for the purposes of determining
ownership of an encumbrance against title.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Basic legal documents in letter files at the five title plants
and input documents and printed copies in letter files at the
Albuquerque Office, the five title plants, and the Area, Agency and
Field Offices. Computer: Mag-tape and disk.
Retrievability:
(a) Indexed by name of identification number of individual.
Historical Index Computer files are in order by land location. Current
owners are in order by land location and then by owner identification
number. (b) Retrieved by manual search, use of computer printouts and
batch inquiries of the computer.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Records permanently retained for
historical index. Prior information on mag-tape and disk is erased as
new data is added for the current owner files.
System manager(s) and address: Director, Office of Trust
Responsibilities, Bureau of Indian Affairs, 18th and C Streets, NW,
Washington, DC 20245.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the System Manager or, with respect
to records maintained in the office for which he is responsible, an
Area or Field Office Director, or an Agency Superintendent. See 43
CFR 2.60.
Record access procedures: To see your records, write the officials
listed in the Notification procedure. Describe as specifically as
possible the records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures: To request corrections or the removal of
material from your files, write the System Manager. See 43 CFR 2.71.
Record source categories: Legal records such as titles, deeds, probates
and birth notices.
INTERIOR/BIA-5
System name: Indian Land Leases--Interior, BIA-5.
System location:
(1) Area, Agency and Field Offices of the BIA. (2) Division of
Automatic Data Processing Services, Bureau of Indian Affairs, 500 Gold
Ave., SW, Albuquerque, NM 87103. (3) Contractors, including Indian
tribal groups and other federal agencies. (For a listing of specific
locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Individual Indian and Indian tribal groups that are owners of real
property held in trust by the government, and individuals or groups
that are potential or actual lessees of that property.
Categories of records in the system:
Land description, heirship and current ownership of Indian trust lands
and real property; identification of owners and lessees; water,
surface and subsurface rights on that land; conservation, irrigation
and land use projects; and information on all types of leases,
including grazing, farming, minerals and mining, timber, business,
etc; and records concerning individuals which have arisen as a result
of that individual's receipt of overpayment(s) relative to the
distribution of leased income.
Authority for maintenance of the system:
25 U.S.C. 415.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to control leases on Indian
trust lands and real property, (b) for the collection and distribution
of lease income (c) protection of water, surface and subsurface rights
on Indian trust lands, and (d) planning, and implementing
conservation, irrigation and land use projects on Indian lands.
Disclosures outside the Department of the Interior may be made, (1) to
another Federal agency, a State or local government, Indian tribal
group or contractor having jurisdiction of programs ordinarily the
responsibility of the BIA, (2) to the Department of Justice when
related to litigation or anticipated litigation, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (4) to title insurance and abstracting
companies and attorneys for the purposes of determining ownership of
and encumbrances against title.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual: Letter files and maps. Computer: Mag-tape.
Retrievability: (a) Indexed by name of identification number of the
individual. Computer file is in order by reservation and then by
land lease numbers. (b) Retrieved by manual search, use of computer
printouts, and batch inquiries of the computer.
Safeguards: Most records are maintained in accordance with 43 CFR 2.51
for both manual and computer records. A program will be initiated to
bring the safeguards for the remaining systems of records up to the
same standards.
Retention and disposal: Records held two years after lease expiration
and then transferred to the Federal Records Center. Records
permanently retained on mag-tape. Prior information on mag-tape is
erased as new data or changes are added.
System manager(s) and address: Director, Office of Trust
Responsibilities, Bureau of Indian Affairs, 18th and C Streets NW,
Washington, DC 20245.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the System Manager or, with respect
to records maintained in the office for which he is responsible, an
Area or Field Office Director, or an Agency Superintendent See 43
CFR 2.60.
Record access procedures: To see your records, write the officials
listed in the Notification procedure. Describe as specifically as
possible the records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained. Titles, deeds, birth and
death notices, all types of land and water rights and usages
documents.
INTERIOR/BIA-6
System name: Navajo-Hopi Joint Use Project--Interior, BIA-6.
System location:
(1) Joint Use Administrative Office, 125 E. Birch St. Arizona Bank
Bldg., Flagstaff, Arizona 86001. (2) Division of Automatic Data
Processing Services, Bureau of Indian Affairs, 500 Gold Ave., SW,
Albuquerque, NM 87103.
Categories of individuals covered by the system:
Navajo and Hopi Indians who are residents of the Joint Use Area in
Arizona.
Categories of records in the system:
Census enumerations, and inventories and ownerships of property
improvements (includes livestock inventories).
Authority for maintenance of the system:
25 U.S.C. 631, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify improvements locations,
ownership and residents of the Joint Use Administration. Disclosures
outside the Department of the Interior may be made (1) for Tribal
Government use in adjudicating land disputes, (2) to Relocation
Commission to identify resident and location and ownership of
improvements, (3) U.S. Federal Courts concerned with the project, (4)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (5) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, and (6)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files and computer printouts at the JUA Office.
Computer: Disk files with mag-tape backup.
Retrievability:
(a) Indexed by name of individual. (b) Retrieved by manual search.
Computer listings are by name in alphabetical order, also location and
individual assigned number. Records are accessed from disk by location
and individual's assigned number or a real estate improvement number
in a batch process mode.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Disk files are perpetual. Prior information on disk is erased as new
data is added.
System manager(s) and address:
Project Officer, Joint Use Administrative Office, 125 E. Birch St.,
Arizona Bank Building, Flagstaff, Arizona 86001.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager. See 43 CFR 2.60.
Record access procedures:
To see your records, write the System Manager or the Offices cited
under ``Systems Location''. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Navajo and Hopi residents of the Joint Use Area and enumeration
surveyors who are interviewing claimants and physically examining
property improvements.
INTERIOR/BIA-7
System name: Tribal Rolls--Interior, BIA-7.
System location:
(1) All Area, Agency and Field Offices of the BIA. (2) Director,
Office of Indian Services, Bureau of Indian Affairs, 18th and C
Streets, NW, Washington, DC 20245. (3) Division of Automatic Data
Processing Services, Bureau of Indian Affairs, 500 Gold Ave., SW,
Albuquerque, NM 87103. (For a listing of specific locations, contact
the System Manager.)
Categories of individuals covered by the system:
Individual Indians who are applying for or have been assigned
interests of any kind in Indian tribes, bands, pueblos or
corporations.
Categories of records in the system:
Documents supporting Individual Indians claims to interests in Indian
tribal groups, including birth, marriage and death notices; records of
actions taken (approvals, rejections, appeals); rolls of approved
individuals; records of actions taken (judgement distributions, per
capita payments, shares of stocks); ownership and census data taken
using the rolls as a base; and records concerning individuals which
have arisen as a result of that individual's receipt of funds or
income to which that individual was not entitled or the entitlement
was exceeded in the distribution of such funds.
Authority for maintenance of the system:
25 U.S.C. 163.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to determine eligibility of
individuals who participate in or enjoy benefits from an interest in a
tribal group, and (b) provide lists of approved enrollees used to
distribute funds or income, or as a base to gather census or ownership
data for planning purposes. Disclosures outside the Department of the
Interior may be made (1) to the Tribe, Band, Pueblo or corporation of
which the individual to whom a record pertains is a member or a
stockholder, (2) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or potential violation of a statute, regulation, rule, order
or license, to appropriated Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (5) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit, (6) to Federal, State or local agencies where necessary to
obtain information relevant to the hiring or retention of an employee,
or the issuance of a security clearance, contract, license, grant or
other benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a (b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files and computer printouts. Computer: Disk files with
mag-tape backup protection.
Retrievability:
(a) Indexed by name, identification numbers, family numbers, etc. (b)
Retrieved by manual search or computer inquiry.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Disk files are perpetual. Prior
information on disk is erased as new data is added or changed.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or with respect to records maintained in
the office for which he is responsible, an Agency Superintendent or an
Area or Field Office Director. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained. Birth, marriage and death
certificates, and family and tribal histories.
INTERIOR/BIA-8
System name: Indian Social Services Case Files--Interior, BIA 8.
System location:
All Area, Agency and Field Offices of the BIA. (For a listing of
specific locations, contact the System Manager.)
Categories of individuals covered by the system:
Individual Indians who apply and receive social services and direct
assistance from the Bureau of Indian Affairs on Indian reservations.
Categories of records in the system:
Case files and related card files giving history of social services
and direct assistance to individual Indians; and records concerning,
individuals which have arisen as a result of that individual's receipt
of payment or overpayment of direct assistance funds which the
individual was not entitled and/or for the misuse of funds disbursed
under the direct entitlement program.
Authority for maintenance of the system:
25 U.S.C. 13.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) provides permanent individual
records on social services and direct assistance to individual
Indians; (b) provides management with an automated information system
for program planning, reporting and management utilization.
Disclosures outside the Department of the Interior may be made (1)
granting access or transfer to another Federal agency, a State or
local government, Indian tribal group or to any individual or
establishment that will have jurisdiction whether by contract to the
BIA, by assumption of trust responsibilities or by other means, for
social services programs now controlled by the BIA, (2) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license to
appropriate Federal, State, local, foreign or tribal agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (5) to Federal, State, local or tribal agencies where
necessary and relevant to the hiring or retention of an employee, or
the issuance of a security clearance, contract, license, grant or
other benefit, (6) to federal, state, local or tribal governmental
officials responsible for administering child protective services in
carrying out his or her official duties, (7) to a guardian or guardian
ad litem of a child named in the report, (8) to agencies authorized to
care for, treat, or supervise abused or neglected children whose
policies also require confidential treatment of information, and (9)
to members of community child protective teams for the purposes of
establishing a diagnosis, formulating a treatment plan, monitoring the
plan, investigating reports of suspected physical child abuse or
neglect and making recommendations to the appropriate court of
competent jurisdiction, whose policies also require confidential
treatment of information.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual; letter files; computer-maintained in computer translatable
form on magnetic tape for automated areas.
Retrievability:
(a) Indexed alphabetically by name of applicant and/or recipient.
(b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Transfer inactive files to GSA Federal Records Center in five years.
System manager(s) and address:
Deputy to the Assistant Secretary--Indian Affairs (Tribal Services),
Bureau of Indian Affairs, 1849 C Street, MS 4614 MIB, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system
write to the System Manager, or, with respect to records maintained in
the office for which he is responsible, an Agency Superintendent or an
Area or Field Office Director. (See 43 CFR 2.60.)
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. (See
43 CFR 2.63.)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. (See CFR 2.71.)
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-9
System name: Traders License Files--Interior, BIA-9.
System location:
All Area and Agency Offices of the BIA. (For a listing of specific
locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Applicants requesting licenses to trade on Indian reservations.
Categories of records in the system:
Case files containing applications, bond forms, copies of licenses and
related correspondence.
Authority for maintenance of the system:
25 U.S.C. 261.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to identify individuals authorized to
trade Indian reservations. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation, and (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files at Area and Agency Offices.
Retrievability:
(a) Indexed alphabetically by name of applicant. (b) Retrieved by
manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Transfer to the GSA Federal Records Center five years after case
becomes inactive.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, for records maintained in the office
for which he is responsible, an Agency Superintendent or an Area
Director See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-10
System name: Indian Housing Improvement Program--Interior, BIA-
10.
System location:
(1) Division of Housing Services, Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20245. (2) All Area and Agency
Offices. (For a listing of specific locations, contact the System
Manager.)
Categories of individuals covered by the system:
Individual Indians who qualify as housing improvement participants.
Categories of records in the system:
(1) Housing applications, financial records, and engineering drawing
material, and (2) records concerning individuals which have arisen as
a result of that individual's receipt of Housing Improvement Program
funds for which the individual did not meet prescribed eligibility
criteria, or as a result of the individual's misuse of funds for the
purpose(s) disbursed.
Authority for maintenance of the system:
25 U.S.C. 13.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to maintain a management
control of funds distributed to each individual and (b) to provide a
progress report on housing improvements. Provides management with an
automated information system for program planning, reporting and
management utilization. disclosures outside the Department of the
Interior may be made (1) disclosure or transfer to another Federal
agency, a State or local government, an Indian tribal group or a
contractor that will have jurisdiction over programs now controlled by
the BIA (2) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (5) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual letter files. Computer: Maintained in computer translatable
form on magnetic tape for automated areas.
Retrievability:
(a) Indexed by name of applicant. (b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Sts, NW, Washington, DC 20245
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, the Agency Superintendent or
the Area or Field Office Director. See 43 CFR 2.60
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request correction or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-11
System name: Indian Business Development Program (Grants)--
Interior, BIA-11.
System location:
(1) Office of Indian Services, Bureau of Indian Affairs, 18th and C
Streets, NW, Washington, DC 20245. (2) Division of ADP Services,
Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103.
(3) Area and Agency Offices. (For a listing of specific locations,
contact the Systems Manager.)
Categories of individuals covered by the system:
Indian Business Grant applicants.
Categories of records in the system:
(1) Grant application and supporting documents including financial
transactions recording obligations and disbursements of grant funds,
and (2) records concerning individuals which have arisen as a result
of that individual's receipt of grant funds for which the individual
did not meet prescribed eligibility criteria or as a result of the
individual's misuse of funds for the purpose(s) disbursed.
Authority for maintenance of the system:
88 Stat. 77 (1974).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to identify individual receiving
grant. Disclosures outside the Department of the Interior may be made
(1) transfer or disclosure to another Federal agency, a State or local
government, an Indian tribal group or a contractor that will have
jurisdiction over programs now managed by the BIA, (2) to the Economic
Development Administration, Farmers Home Administration and Small
Business Administration in regard to participating funding packages
between these agencies and BIA, (3) to the U.S. Department of Justice
when related to litigation or anticipated litigation, (4) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (5) from the record of an
individual in response to an inquiry from a Congressional office made
at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files and computer printouts. Computer: Mag-tape/disk.
Retrievability:
(a) Indexed by individual's name or control number. (b) Retrieved by
manual search and through batch inquiries of computer.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Prior information on mag-tape is erased
as new data is added.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or, with respect to records maintained in
the office for which he is responsible, an Area Director or an Agency
Superintendent. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager or the offices cited
under ``Systems Location''. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained. Legal records such as titles,
deeds, probates and birth notices.
INTERIOR/BIA-12
System name: Indian Trust Land Mortgages--Interior, BIA-12.
System location:
Area and Agency Offices. (For a listing of specific locations, contact
the Systems Manager.)
Categories of individuals covered by the system:
Individual Indians who mortgaged trust land to customary lenders.
Categories of records in the system:
Mortgage records and supporting documents.
Authority for maintenance of the system:
25 U.S.C. 483(a).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to furnish lender with
information on applicant and on status of land and (b) to maintain
current information on payments and balances of loan. Disclosures
outside the Department of the Interior may be made (1) to disclose or
transfer to another Federal agency, a State of local government, an
Indian tribal group or a contractor that will have jurisdiction over
programs now managed by the BIA, (2) to the Economic Development
Administration, Farmers Home Administration and Small Business
Administration in regard to participating funding between those
agencies and BIA, (3) to the U.S. Department of Justice when related
to litigation or anticipated litigation, (4) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal State, local or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order or
license, and (5) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (6) to title insurance and abstracting companies and
attorneys for the purposes of determining ownership of and
encumbrances against title.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed by individual's name. (b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records are permanently retained.
System manager(s) and address:
Director, Office of Trust Responsibilities, Bureau of Indian Affairs,
18th and C Streets NW, Washington, DC 20245
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Area or Field Office
Director, or any Agency Superintendent. (See 43 CFR 2.60.)
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. (See
43 CFR 2.63.)
Contesting record procedures:
To request correction or the removal of material from your files,
write the System Manager. (See 43 CFR 2.71.)
Record source categories:
Mortgage applicants.
INTERIOR/BIA-13
System name: Indian Loan Files--Interior, BIA-13.
System location:
(1) Office of Indian Services, Bureau of Indian Affairs, 18th and C
Streets, NW, Washington, DC 20245. (2) Division of ADP Services,
Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103.
(3) Area and Agency offices. (For a listing of specific locations,
contact the System Manager.)
Categories of individuals covered by the system:
Applicants who applied for or received loans. Applicants who applied
for or received guaranteed loans.
Categories of records in the system:
(1) Loan applications and supporting documents, record of payment
cards, guaranty agreements, eligibility certificates, default
documents, and/or promissory notes, and (2) records concerning an
individual's refusal to make required loan payments when it is
determined by the United States that the individual has sufficient
assets to pay and/or as a result of the individual's misuse of loan
proceeds.
Authority for maintenance of the system:
25 U.S.C. 482, 461, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to maintain a record of
payments and unpaid balances and (b) to provide information on
payments made for paying interest subsidy, credits obtained, service
loans, and premiums paid by lenders. Disclosures outside the
Department of the Interior may be made (1) disclosure or transfer to
another Federal agency, a State or local government, an Indian tribal
group or a contractor that will have jurisdiction over programs now
maintained by the BIA, (2) to the Economic Development Administration,
Farmers Home Administration and Small Business Administration, in
regard to participating funding between those agencies and BIA, (3) to
the U.S. Department of Justice when related to litigation or
anticipated litigation, (4) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (5) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files, applications and computer printouts. Computer:
Mag-tape/disk.
Retrievability:
(a)Indexed by individual's name, control number or tribal name. (b)
Retrieved by manual search and through batch inquiries.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Destroy seven years after loan is paid, cancelled, or otherwise
disposed of. Prior information on mag-tape is erased as new data is
added.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Street NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or, with respect to records maintained in
the office for which he is responsible, an Area Director or an Agency
Superintendent. See 43 CFR 2.60.
Record access procedures:
To see your records, write the Systems Manager or the offices cited
under `Systems Location'. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-14
System name: Travel Accounting System--Interior, BIA-14.
System location:
(1) Division of Accounting Management, Bureau of Indian Affairs, 500
Gold Ave., SW, Albuquerque, NM 87103. (2) All Area, Agency, and Field
Offices (including the Washington Office) of the BIA. (For a listing
of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Individuals who are traveling at government expense.
Categories of records in the system:
(1) Travel authorization, advances and vouchers, and (2) records
concerning an individual's inability to file a proper travel voucher
within prescribed time lines to liquidate a travel advance, to repay
the difference between an advance and an audited travel voucher, or as
a result of an individual's misuse of funds advanced for official
travel.
Authority for maintenance of the system:
5 U.S.C. 5701, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to identify individuals who are
authorized to travel and be reimbursed by the government. Disclosures
outside the Department of the Interior may be made (1) disclosure or
transfer to another Federal agency, a State or local government, an
Indian tribal group or a contractor that will have jurisdiction over
programs now controlled by the BIA and that require personal travel at
program expense, (2) to the U.S. Department of Justice when related to
litigation or anticipated, lititgation, (3) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order or
license.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Input documents and printed copies are maintained at the
Albuquerque Office and at Area, Agency and Field Offices for
individuals under their jurisdiction; Computer: Maintained in computer
translatable form on mag-tape.
Retrievability:
(a) Indexed by name or identification number of traveler. (b)
Retrieved by manual search or batch computer processing.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records are retained in current status pending final action which is
accomplished through batched computer processing. Historical records
retained one year then transferred to Federal Records Center.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, the Agency or School
Superintendent, or the Area or Field Office Director. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-15
System name: Trip Reports--Interior, BIA-15.
System location:
Central Office, Area, Agency and Field Office of the BIA. (For a
listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Federal employees who are assigned to travel as part of their job.
Categories of records in the system:
(1) Copies of reports to supervisors and management officials
documenting employee travel, findings and recommendations, and (2)
records concerning an individual's failure to submit a prescribed trip
report to substantiate official travel when the individual was granted
an advance for such travel and as a result of an official trip report
that does not substantiate the travel authorized and the individual
was advanced funds and/or reimbursed funds for authorized travel.
Authority for maintenance of the system:
5 U.S.C. 5701, 25 U.S.C.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to provide local files which identify
staff officer trip reports by name of individual for each BIA program
office. Disclosures outside the Department of the Interior may be made
(1) to the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual-letter files.
Retrievability:
(a) Indexed alphabetically by name of traveler. (b) Retrieved by
manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
As administrative copies, records are destroyed after four years.
System manager(s) and address:
Deputy Assistant Secretary--Indian Affairs (Operations), U.S.
Department of the Interior, 18th and C Streets, NW, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Agency Superintendent, the Area or Field Office director
with respect to records maintained in the office for which he is
responsible or to the System Manager in the Washington Office. See 43
CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual travelers who prepare the reports.
INTERIOR/BIA-16
System name: Travel Files--Interior, BIA-16.
System location:
Central Office, Area, Agency and Field Offices of the BIA. (For a
listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Federal employees who are authorized to travel at government expense.
Categories of records in the system:
Copies of correspondence, requests, travel authorizations and orders,
itineraries and similar papers pertaining to an employees travel.
Authority for maintenance of the system:
5 U.S.C. 5701, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records are (a) to provide administrative copy
files on each traveler for local office use. (b) Provides management
with an automated information system for program planning, reporting
and management utilization. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation, and (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files; Computer: Maintained in computer translatable
form on magnetic tape for automated areas.
Retrievability:
(a)Indexed alphabetically by name of traveler. (b) Retrieved by
manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
As administrative copies, records are destroyed after four years.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20242.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or with respect to records maintained in
the office for which he is responsible, the Agency or School
Superintendent, or the Area or Field Office Director. See 43 CFR 2.60.
Record access procedures:
To see your records write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-18
System name: Law Enforcement Services--Interior, BIA-18.
System location:
(1) All Area, Agency and Field Offices of the BIA. (2) Deputy to the
Assistant Secretary--Indian Affairs (Tribal Services), Bureau of
Indian Affairs, 1849 C Street, MS 4614 MIB, Washington, DC 20240. (For
a listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
(1) Individuals violating laws on Indian Reservations and those who
appear in court for violations of 25 CFR regulations. (2) Individuals
primarily interested in Indian Affairs who advocate violence as a
means of obtaining their goals.
Categories of records in the system:
Documentation includes statements of witnesses, statutes involved,
evidence seized, photographs, final disposition reports and related
correspondence.
Authority for maintenance of the system:
25 U.S.C. 1, 1a, 13; 18 U.S.C. 3055; Act of May 10, 1939, 58 Stat.
693; 53 Stat. 520.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify individuals who have
been arrested on Indian Reservations and who have appeared in court
for violations of 25 CFR regulation: Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation, (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local, foreign or tribal agencies responsible for investigating
or prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (3) from the record of an
individual in response to an inquiry from Congressional office made at
the request of that individual, (4) to Federal, State, local or tribal
agencies where necessary and relevant to the hiring or retention of an
employee or the issuance of a security clearance, contract, license,
grant or other benefit, (5) to Federal, State, local or tribal
governmental officials responsible for administering child protective
services in carrying out his or her official duties, (6) to a guardian
or guardian ad litem of a child named in the report, (7) to agencies
authorized to care for, treat, or supervise abused or neglected
children whose policies also require confidential treatment of
information, and (8) to members of community child protective teams
for the purposes of establishing a diagnosis, formulating a treatment
plan, monitoring the plan, investigating reports of suspected physical
child abuse or neglect and making recommendations to the appropriate
court of competent jurisdication, whose policies also require
confidential treatment of information.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders and computers in Central
Office, Area and Agency offices.
Retrievability:
Cross referenced by individual's name, case number and docket number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
records.
Retention and disposal:
Transfer to GSA Federal Records Center five years after case is
closed.
System manager(s) and address:
Deputy to the Assistant Secretary--Indian Affairs (Tribal Services),
Bureau of Indian Affairs, 1849 C Street, MS 4614-MIB, Washington, DC
20240.
Systems exempted from certain provisions of the act:
Under the general exemption authority provided by 5 U.S.C. 552a(j)(2),
the Department of the Interior has adopted a regulation, 43 CFR
2.79(a), which exempts this system from all of the provisions of 5
U.S.C. 552a and the regulations in 43 CFR part 2, subpart D, except
subsections (b), (c) (1) and (2), (e)(4) (A) through (F), (e) (6),
(7), (9), (10), and (11) and (i) of 5 U.S.C. 552a and the portions of
the regulations in 43 CFR part 2, subpart D, implementing these
subsections. The reasons for adoption of this regulation are set out
at 40 FR 37317 (August 26, 1975).
INTERIOR/BIA-19
System name: Indian Association Stock Purchase Records--
Interior, BIA-19.
System location:
Agency Offices (For a listing of specific locations, contact the
Systems Manager.)
Categories of individuals covered by the system:
Indian stockholders.
Categories of records in the system:
Records of purchase of stock in Indian associations by individuals.
Authority for maintenance of the system:
25 U.S.C. 1, 1a, 13.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to identify individual Indians who
have stocks in Indian Associations. Disclosures outside the Department
of the Interior may be made (1) to another Federal agency, State of
local government, an Indian tribal group or a contractor that will
have jurisdiction over programs now managed by the BIA, (2) to the
Economic Development Administration. Farmers Home Administration and
Small Business Administration in regard to participating funding
between these agencies and the BIA, (3) to the U.S. Department of
Justice when related to litigation or anticipated litigation, (4) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, and (5) from the record
of an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Letter files.
Retrievability:
(a) Indexed by individual's name. (b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Destroy three years after disposal of stocks.
System manager(s) and address:
Director, Office of Indian Services, Bureau of Indian Affairs, 18th
and C Streets, NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Area or Field Office
Director, or an Agency Superintendent. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the Notification
procedure. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay. See
43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/BIA-20
System name: Correspondence Files System--Interior, BIA-20.
System location:
Office of Administration, Bureau of Indian Affairs, 1951 Constitution
Avenue, NW, Washington, DC 20245.
Categories of individuals covered by the system:
Individuals who correspond with or apply to the BIA Central Office on
significant business or program matters.
Categories of records in the system:
Subject and case files pertaining to individual Indians and tribes on
various BIA programs and subject matters.
Authority for maintenance of the system:
5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of
1950, 25 U.S.C. la, 2.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to provide information for use by
Department of the Interior; BIA; Indian Tribes; Indian Claims
Commission; and the Indian Claims Division, Office of Finance, GSA.
Disclosures outside the Department of the Interior may be made (1) to
another Federal agency, a State or local government, an Indian Tribal
Group or a contractor that will have jurisdiction over programs now
controlled by the BIA, (2) to the U.S. Department of Justice when
related to litigation or anticipated litigation, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, and (4) from the record of an individual
in response to an inquiry from a Congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files.
Retrievability:
(a) Cross-indexed by name of person or firm name and subject. (b)
Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records are permanent and are transferred to the GSA Federal Records
Center after four years.
System manager(s) and address:
Director, Office of Admininstration, Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system
write to the System Manager. See 43 CFR 2.60.
Record access procedures:
To see your records, write the System Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained.
INTERIOR/BIA-21
System name: Correspondence Control System--Interior, BIA-21.
System location:
Office of the Commissioner, Bureau of Indian Affairs, Department of
the Interior, 18th and C Streets, NW, Washington, DC 20245.
Categories of individuals covered by the system:
U.S. Senators and Congressmen, Governors of States, Indian leaders.
Categories of records in the system:
Correspondence.
Authority for maintenance of the system:
5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of
1950, 25 U.S.C. 1a, 2.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to provide control for prompt
handling or priority correspondence by the Bureau of Indian Affairs.
Disclosures outside the Department of the Interior may be made (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation, and (2) of information indicating a violation
or potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed alphabetically by name of congressman or letter writer.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Copies are destroyed after one year.
System manager(s) and address:
Deputy Assistant Secretary--Indian Affairs (Operations), Bureau of
Indian Affairs, Department of the Interior, 18th and C Streets, NW,
Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager. See 43 CFR 2.60.
Record access procedures:
To see your records, write the System Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual from whom incoming letter was received.
INTERIOR/BIA-22
System name: Indian Student Records--Interior, BIA-22.
System location:
(1) All Area and Agency Offices and BIA schools. (2) Indian Education
Resources Center, Bureau of Indian Affairs, 123 Fourth Street SW,
Albuquerque, NM 87103. (3) Division of ADP Services, Bureau of Indian
Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103. (4) Washington
Computer Center, Department of the Interior, 1849 C Street NW,
Washington, DC 20240. (For a listing of specific locations, contact
the Systems Manager.)
Categories of individuals covered by the system:
Student case files, attendance and performance records, banking
records and expenditures of tribal benefit funds, and applications for
grants and grant agreements; and records concerning an individual's
misuse of BIA scholarship; or educational grant funds or as a result
of that individual's receipt of payment or overpayment of funds for
which the individual was not eligible or entitled.
Authority for maintenance of the system:
25 U.S.C. 271, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to provide permanent individual
student records on all phases of the education of Indians in BIA
schools or under Government Education Grants. Disclosures outside the
Department of the Interior may be made (1) to another federal agency,
a State or local government, Indian tribal group or to any individual
or establishment that will have jurisdiction whether by contract to
the BIA, by assumptions of trust responsibilities or by other means
for school programs now controlled by the BIA, (2) to any domestic
recognized school, whether public, private, parochial or other, of
those portions of students' records specified by the requesting school
as being necessary for the acceptance, placement or satisfactory
performance of the student at the requesting school, (3) to an
individual or establishment of those portions of students' records
specified by the requester as necessary for a decision concerning the
hiring or retention of the student as an employee of the requester,
(4) to a Federal, State or local agency maintaining civil, criminal or
other relevant enforcement information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other benefit by the requesting agency, (5) to a
Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit, (6) to persons
having official involvement in conjunction with a student's
application and/or grant of financial aid, (7) to parents of a
dependent student as defined in section 152 of the Internal Revenue
Code of 1954, as amended, (8) to accreditation agencies in order to
carry out their accrediting functions, (9) to the Department of
Health, Education and Welfare and other governmental education
officials when necessary to carry out their function, (10) to an
education testing center or similar institution as part of validation
research authorized by the school involved, (11) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (12) of information indicating a violation or for
enforcing or implementing the statute, rule, regulations, order or
license, (13) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, and (14) in connection with an emergency, appropriate
persons if the knowledge of such information is necessary to protect
the health or safety of the student or other persons.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Student case letter files at the schools; Computer: student
identification data on mag-tape/disk.
Retrievability:
(a) Indexed by name of student and filed by student identification
number. (b) Retrieved by manual search and through batch inquiries of
computer.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained.
System manager(s) and address:
Deputy to the Assistant Secretary--Indian Affairs (Tribal Services),
Bureau of Indian Affairs, 1849 C Street, MS 4614-MIB, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Area Director, and Agency
or School Superintendent or a School Principal. (See 43 CFR 2.60.)
Record access procedures:
To see your records, write the System Manager or the offices cited
under ``Records Location.'' Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. (See 43 CFR 2.63.)
Contesting record procedures:
To request corrections or the removal of material for your files,
write the System Manager. (See 43 CFR 2.63.)
Record source categories:
Individual on whom record is maintained, his parents, teachers,
counselors, school principals, doctors, etc.
INTERIOR/BIA-23
System name: Employment Assistance Case Files--Interior, BIA-23.
System location:
Central Office, Area, Agency and Employment Assistance Program
Contractors of the BIA. (For a listing of specific locations, contact
the Systems Manager.)
Categories of individuals covered by the system:
Individual Indians who are given assistance in connection with direct
employment service or adult vocational training.
Categories of records in the system:
Applications for assistance, departure and arrival schedules, records
documenting financial assistance, training plans, contact sheets
recording counseling and guidance service, employment referral and
placement records, and reports on progress. Case history of employment
assistance for individual Indians; records on an individual's receipt
of payment or overpayment of direct employment services or vocational
training grant funds for which the individual was not entitled,
payment exceeded entitlement or as a result of the individual's misuse
of employment assistance funds granted.
Authority for maintenance of the system:
25 U.S.C. 13.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify individual Indians
who are given direct employment or vocational training, (b) to provide
permanent records on Employment Assistance to individual Indians, and
(c) provide management with an automated information system for
program planning, reporting and management utilization. Disclosures
outside the Department of the Interior may be made: (1) To another
Federal agency, a State or local government, Indian tribal group or to
any individual or establishment that will have jurisdiction whether by
contract to the BIA, by assumption of trust responsibilities or by
other means, for Employment Assistance now controlled by the BIA, (2)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (3) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local, foreign or tribal agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (5) to Federal, State, local or tribal agencies where
necessary and relevant to the hiring or retention of an employee, or
the issuance of a security clearance, contract license, grant or other
benefit, (6) to Federal, State, local or tribal governmental officials
responsible for administering child protective services in carrying
out his or her official duties, (7) to agencies authorized to care
for, treat, or supervise abused or neglected children whose policies
also require confidential treatment of information, and (8) to members
of community child protective teams for the purposes of establishing a
diagnosis formulating a treatment plan, investigating reports of
suspected physical child abuse or neglect and making recommendations
to the appropriate court of competent jurisdiction, whose policies
also require confidential treatment of information.
Disclosure to consumer reporting agencies:
Disclosures 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 1966
(31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files. Computer: Maintained in computer translatable
form on magnetic tape for automated areas.
Retrievability:
(a) Indexed alphabetically by name of applicant and/or recipient.
(b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Transfer inactive files to GSA Federal Records Center five years after
case is closed.
System manager(s) and address:
Deputy to the Assistant Secretary--Indian Affairs (Tribal Services),
Bureau of Indian Affairs, 1849 C Street, MS 4614-MIB, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager or, with respect to records maintained in
the office for which he is responsible, an Agency Superintendent or an
Area of Field Office Director.
Record access procedures:
To see your records, write the officials listed in the notification
procedure. Describe as specifically as possible the record sought. If
copies are desired, indicate the maximum you are willing to pay. (See
43 CFR 2.63.)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. (See 43 CFR 2.71.)
Record source categories:
Individual on whom record is maintained, schools, law enforcement
agencies, employers, doctors, other Bureau of Indian Affairs
activities having dealings with the applicant, others with whom
applicant has dealt.
INTERIOR/BIA-24
System name: Timber Cutting and Fire Trespass Claims Case
Files--Interior, BIA-24.
System location:
Central Office, Area, Agency and Field Offices of the BIA. (For a
listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Indian landowners who have filed trespass claims for fire or cutting
damage to Indian forest lands under Bureau of Indian Affairs
supervision.
Categories of records in the system:
Investigation and Claims Case Files on trespass actions involving fire
or cutting damage to Indian forestlands under Bureau of Indian Affairs
supervision.
Authority for maintenance of the system:
13 U.S.C. 1, 1A, 13; Act of May 10, 1939; 58 Stat. 520.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify unauthorized
timber cutting claims filed against trespassers and/or converters, (b)
for property damage claims filed against careless or negligent
originators of wildfire which trespasses Indian property, and (c)
establishing amounts and types of timber trespassed and their value.
Disclosures outside the Department of the Interior may be made (1)
authorized legal representative of Tribal Groups or members if
necessary for litigation, (2) to the Department of Justice when
related to litigation or anticipated litigation, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed by name of landowner.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Records are disposed of after claims have been settled or closed out
in full.
System manager(s) and address:
Director, Office of Trust Responsibilities, Bureau of Indian Affairs,
18th and C Streets NW, Washington, DC 20245.
Notification procedure:
System Manager or with respect to records maintained in the office for
which he is responsible, the Agency or the Area Office Director. A
written and signed request stating that the requester seeks
information concerning records pertaining to him is required. See 43
CFR 2.60.
Record access procedures:
A request for access may be addressed the same as the notification.
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 System Manager and
meet the requirements of 43 CFR 2.71.
Record source categories:
Indian landowners.
Systems exempted from certain provisions of the act:
Under the general exemption authority provided by 5 U.S.C. 43 CFR
2.79(b), which exempts this system from the provisions of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) and the
portions of 43 CFR part 2, subpart D which implement these
subsections. The reasons for adoptions of this regulation are set out
at 40 FR 50432 (October 29, 1975).
INTERIOR/BIA-25
System name: Integrated Records Management System--Interior,
BIA-25.
System location:
(1) Division of Systems Operation, Bureau of Indian Affairs, 500 Gold
Ave., SW, Albuquerque, New Mexico 87103;
(2) Central, Area, Agency and Field Offices, Schools of the BIA or
contractors providing time-share services to the BIA: (For a listing
of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Individual Indian and Indian Tribal Groups that are owners of real
property held in trust by the Government, individuals or groups that
are potential or actual lessees of that property, individuals who have
been assigned interests of any in Indian Tribes, Pueblos or
corporations, and individual Indians who have money accounts.
Categories of records in the system:
Land description, current ownership, dower and life estate interest,
information on all types of leases or other land uses including
grazing, farming, minerals mining, timber and business, etc.
Information on individuals including name, address, aliases, sex, date
of birth, tribal membership and blood quantums, etc. General ledgers
showing deposits and withdrawals from Indian accounts.
Authority for maintenance of the system:
25 U.S.C. 151, 25 U.S.C. 392, 25 U.S.C. 415, and 25 U.S.C. 163.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are:
(a) To control individual Indians money accounts and disclose to them
the status of those accounts.
(b) Identification of individual Indians and Indian Tribal groups with
interest in lands held in trust.
(c) Control of leases on Indian trust lands and real property, and
collection and distribution of lease income.
(d) Bill individual owners or lessees for irrigation.
(e) Determination of eligibility of individuals to participate in or
enjoy benefits from an interest in or enjoy benefits from an interest
in a tribal group.
(f) Lists of approved enrollees used to distribute funds or income, or
as a base to gather consensus or ownership data for planning purposes.
Disclosures outside the Department of the Interior may be made.
(1) To the Tribe, band, Pueblo or corporation of which the individual
to whom a record pertains is a member or a stockholder.
(2) To a Federal, state or local agency maintaining civil, criminal or
other relevant enforcement information, such as current licenses, if
necessary to obtain information relevant to an agency decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other benefit.
(3) To a Federal agency, in reponse to its request, in connection with
the hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency's decision on the matter.
(4) To the U.S. Department of Justice in the event of litigation or
potential litigation involving the records or the subject matter of
the records.
(5) Transfer, in the event there is indicated a violation or a
potential violation of a statute, regulation, rule, order or license
whether civil, criminal or regulatory in nature, to the appropriate
agency or agencies, whether federal, state, local or foreign, charged
with the responsibility of enforcing or implementing the statute,
rule, regulation, order or license violated or potentially violated.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual: Letter files, computer readable media, input forms and
computer printouts. Computer: Mag tape and disk files.
Retrievability:
(a) Indexed by name, identification numbers, family numbers, lease
numbers, tract numbers, etc.
(b) Retrieved by manual search or computer inquiry.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal:
Permanent records are retrieved. Closed or inactive records are
transferred to GSA storage. Prior information on mag tape erased as
updated information is added to the system.
System manager(s) and address:
Assistant Director, Administrative Services Center, 500 Gold Ave., SW,
Albuquerque, NM 87103.
Notification procedure:
System Manager or with respect to records maintaned in the office for
which he is responsible, an Agency Superintendent or an Area or Field
Office Director. A written and signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed the same as for Notification.
The request must be in writing and be signed by the requester, and
must meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the requirements of 43 CFR 2.71.
Record source categories:
Enrollees or claimants. Birth, marriage and death certificates, and
family and tribal histories. Owners and lessees. Titles, deeds,
probates, all types of land and water rights and usages documents.
Individual Indians, depositors in the accounts and claimants against
the accounts.
INTERIOR/BIA-26
System name: Indian Electric Power Utilities--Interior, BIA-26.
System locations:
(1) Colorado River Irrigation Project--Power Division; Route 1, Box 9-
C; Parker, AZ 85344; (2) Flathead Indian Irrigation Project--Power
Division; Box 890; Polson, Montana 59860; (3) San Carlos Indian
Irrigation Project--Power Division; Box 250; Coolidge, Arizona 85228.
Categories of individuals covered by the system:
Individual Indians and non-Indians desiring electric power service for
households, farms, small businesses and organizations.
Categories of records in the system:
Electric power service requests and agreements; applications and
contracts; applications and contracts for seasonal motors; special
provisions to application agreement and billing records.
Authority for maintenance of the system:
The Act of August 30, 1935 (49 Stat. 1039), the Act of May 25, 1948
(62 Stat. 269) and the Act of June 7, 1924 (43 Stat. 476).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify the recipient(s) of the
electric power services rendered and the person(s) responsible for
monetary charges (service bill) associated with providing the desired
benefits. Disclosure outside the Department of the Interior may be
made (1) to the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when (a) the United States, the Department
of the Interior, a component of the Department, or, when represented
by the government, an employee of the Department is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
to disclose pertinent information to an appropriate Federal, State,
local, or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, regulation, rule, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation; (3) to a Member of Congress from the record of an
individual in response to an inquiry made at the request of that
individual; (4) to the Department of the Treasury to effect payment to
Federal, State, and local government agencies, nongovernmental
organizations, and individuals; (5) to a Federal agency for the
purpose of collecting a debt owed the Federal government through
administrative or salary offset; and (6) to other Federal agencies
conducting computer matching programs to help eliminate fraud and
abuse and to detect unauthorized overpayments made to individuals.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, application, agreement and contract files.
Retrievability:
Indexed by individual name and account number.
Safeguards:
In accordance with 43 CFR 2.5.
Retention and disposal:
Records retention and disposal in accordance with 15 BIAM Supplement
3, Schedule No. 1103-13, BIA Files Operation and Records Disposition
Handbook.
System manager(s) and address:
(1) Power Manager, Colorado River Irrigation Project--Power Division;
Route 1, Box 9-C; Parker, AZ 85344; (2) Power Manager, Flathead Indian
Irrigation Project--Power Division; Box 890; Polson, Montana 59860;
(3) Power Manager, San Carlos Indian Irrigation Project--Power
Division; Box 250; Coolidge, Arizona 85228.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the pertinent System Manager. The request must meet the
requirements of 43 CFR 2.60.
Record access procedures:
To see your records, write to the pertinent System Manager. The
request must meet the requirements of 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write to the pertinent System Manager. The request must meet the
requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained, electric power service
customers.
INTERIOR/WBM-2
System name: Travel Advance File--Interior, Mines-2.
System location:
Bureau of Mines, Division of Finance, Building 20, Denver Federal
Center, Denver, Colorado 80225.
Categories of individuals covered by the system:
All Bureau of Mines employees who have active travel advances or who
have closed travel advances.
Categories of records in the system:
File consists of signed forms whereon employees request travel
advances for the purpose of paying travel expenses incurred in the
performance of official government business. These forms also include
repayments against any advances, whether by claims offset on travel
vouchers or remittances by checks, money orders, etc., and records of
overpayments and/or debts owed the Federal Government.
Authority for maintenance of the system:
5 U.S.C. 4111(b), 5701-5709, 5721-5733, 5742(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to provide an accounting
record of obligations due to the U.S. Government from employees
authorized cash advances to defray expenses incurred in official
travel. Payments to the traveler and repayments to the Government are
reflected in the record; (b) to serve as a backup authority and
manually reconciled file to the entries for travel advances in the
automated Finance system; (c) computer data are reported to each
Bureau office as part of the detailed composition of monthly expense
reports applicable to charges made to cost accounts within the Finance
system. Only data pertinent to individual Bureau offices are available
to that office. Disclosures outside the Department of the Interior may
be made (1) to the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) to a congressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) to a Federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (5) to Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee, or the issuance of a
security clearance, contract, license, grant or other benefit; (6) to
other Federal agencies for the purpose of collecting debts owed to the
Federal government by administrative or salary offset.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in cardboard boxes in the Division of Finance.
Retrievability:
Files are stored alphabetically by fiscal year.
Safeguards:
Open files are kept by the Travel Advance Clerk for active usage.
Closed records are kept in boxes in the vault. Files are accessible
during working hours only by personnel from the Division of Finance.
Office is locked during periods of non-work.
Retention and disposal:
Records are retained for 3 years, then destroyed. Disposition is in
accordance with the National Archives General Records Schedule No. 9,
Item 3a.
System manager(s) and address:
Chief, Division of Finance, Bureau of Mines, Building 20, Denver
Federal Center, Denver, Colorado 80225.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records, pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Information for this system originates with the traveler who specifies
the need of a travel advance. The request is concurred in by signature
of a responsible supervisory official. All entries on the file are as
a result of actions taken by the individual to liquidate his/her
travel advance.
INTERIOR/WBM-3
System name: Travel Voucher and Authorizations--Interior, Mines-
3.
System location:
Bureau of Mines, Division of Finance, Building 20, Denver Federal
Center, Denver, Colorado 80225.
Categories of individuals covered by the system:
All persons traveling for or on behalf of the Bureau of Mines on
official business.
Categories of records in the system:
Voucher file consists of paid travel vouchers which reimburse
travelers for expenses incurred in connection with official travel.
Travel authorization file consists of record copies of authorizations
for travel for which no travel vouchers have been submitted for
payment, and records of overpayments and/or debts owed the Federal
Government, and related official travel.
Authority for maintenance of the system:
5 U.S.C. 5701, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) as backup entry data for
obligations and disbursements in the automated Finance system of the
Bureau of Mines; (b) as input to the Bureau's Automated Disbursement
System. This system is used to accumulate approved payments and to
generate a daily file which is used by the Treasury Department to
issue checks; (c) computer data are reported to each Bureau office as
part of the detailed composition of monthly expense reports applicable
to charges made to cost accounts within the Finance system. Only data
pertinent to individual Bureau offices are available to that office;
(d) vouchers are used to determine allowability of expenses within the
law authorizing payment of travel expenses. The documents are used to
determine which expenses incurred by the traveler can be paid and are
sometimes used to report to other Federal agencies summarizations of
those types of allowable expenses. Usually, the individual's name is
not used in outside reporting but the date is. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled; (2) of information indicating a violation or
potential violation of a statute regulation, rule, order or license,
to appropriate Federal, state, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing, the statute, rule, regulation, order or license; (3) to
a congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office; (4) to
a Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (5) to Federal,
state, or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance of
a security clearance, contract, license, grant or other benefit; (6)
to other Federal agencies for the purpose of collecting debts owed to
the Federal government by administrative or salary offset.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original records are maintained in standard office filing equipment.
Computerized data are stored on magnetic media at the computer
processing center.
Retrievability:
Manual voucher files are maintained alphabetically by name of traveler
within fiscal year. Computerized records are maintained by transaction
number within the overall numbering sequence of the accounting system.
Authorizations are filed alphabetically by name awaiting payment of
travel voucher. Authorization becomes part of the voucher packet at
time of payment.
Safeguards:
Files are maintained with safeguards meeting the requirements of 43
CFR 2.51 in the Division of Finance and are available only to Division
of Finance personnel.
Retention and disposal:
Records are retained for 3 years, then destroyed. Disposition is in
accordance with the National Archives General Records Schedule No. 9,
Item 3a.
System manager(s) and address:
Chief, Division of Finance, Bureau of Mines, Building 20, Denver
Federal Center, Denver CO 80225.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Information for these files is based on an authorization signed by the
traveler in the form of a request. A travel voucher is submitted by
the traveler after incurring expenses for official travel and is a
request for payment based on his/her record of official expenses.
INTERIOR/WBM-4
System name: Property Control--Interior, Mines--4.
System location:
(1) Bureau of Mines, U.S. Department of the Interior, 810 7th Street,
NW, Washington, DC 20241. (2) All field facilities of the Bureau of
Mines.
Categories of individuals covered by the system:
Employees who have custody or responsibility for Bureau of Mines
property.
Categories of records in the system:
Contains information indicating what property, including equipment,
motor vehicle operator's license, keys, motor pool vehicles,
transportation request books, and parking spaces, for which the
employee has custody or responsibility. In addition, all other records
directly related to the property control function, and records on
debts owed the Federal government due to loss or misuse of property.
The system also includes information on employee inventions which is
maintained by name of invention, name of employee, and case number.
Authority for maintenance of the system:
Federal Property and Administrative Services Act of 1949, as amended,
40 U.S.C. 483(b)(1).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) identification, assignment,
and control of Bureau property; (b) assistance in locating carpools.
Disclosures outside of the Department of the Interior may be made (1)
to the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule
regulations, order or license; (3) to other Federal agencies for the
purpose of collecting debts owed to the Federal government by
administrative or salary offset, and (4) to a congressional office
from the record of an individual in response to an inquiry that the
individual has made to the congressional office.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders or card indexes, a limited
quantity on computer tape.
Retrievability:
Indexed by employee name or control number.
Safeguards:
Security will be provided to meet the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Property records are destroyed 3 years after files are closed.
Disposition is in accordance with the Bureau Records Control Schedule,
Appendix 10. Inventions files are destroyed 2 years after case is
closed or patent awarded. Disposition is in accordance with the Bureau
Records Control Schedule, Appendix 5.
System manager(s) and address:
Chief, Division of Property and General Services Bureau of Mines, 810
7th Street, NW., Washington, DC 20241.
Notification procedure:
System Manager, or with respect to records maintained at field
facilities, the administrative officer of the facility. A written and
signed request stating that the requester seeks information concerning
records pertaining to him/her is required. See 43 CFR 2.60.
Record access procedure:
A request for access may be addressed to the System Manager or, with
respect to records maintained at field facilities, the administrative
officer of the facility. The request must be in writing and 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Employees. Property control information required for accountability
purposes.
INTERIOR/WBM-5
System name: Personnel Identification--Interior, Mines--5.
System location:
(1) Bureau of Mines, U.S. Department of the Interior, 810 7th Street,
NW., Washington, DC 20241. (2) All field facilities of the Bureau of
Mines.
Categories of individuals covered by the system:
All employees of the Bureau of Mines and contractor employees
requiring access to Bureau facilities.
Categories of records in the system:
Records concerning identification and location of employees.
Authority for maintenance of the system:
5 U.S.C. 301, 3101; 43 U.S.C. 1457.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to provide identification
cards to employees; (b) locator information provided for use by
management to contact employees. Disclosures outside the Department of
the Interior may be made (1) to the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, and (3) to a
congressional office from the record of an individual in response to
an inquiry that the individual has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Card indexes, manually.
Retrievability:
Indexed by employee name and identification card number.
Safeguards:
Security will be provided to meet requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Destroyed 3 months after return of identification credential.
Disposition is in accordance with the Bureau Records Control Schedule,
Appendix 10.
System manager(s) and address:
Chief, Division of Property and General Services, Bureau of Mines, 810
7th Street, NW, Washington, DC 20241.
Notification procedure:
System Manager, or with respect to records maintained at field
facilities, the administrative officer of the facility. A written and
signed request stating that the requester seeks information concerning
records pertaining to him/her is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager or, with
respect to records maintained at field facilities, the administrative
officer of the facility. The request must meet the content
requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Employees. Information necessary to prepare the identification card
and locator index.
INTERIOR/WBM-6
System name: Safety Management Information System--Interior,
Mines-6.
System location:
(1) Bureau of Mines, U.S. Department of the Interior, 810 7th Street,
NW, Washington, DC 20241. (2) All field and headquarters organizations
of the Bureau of Mines retain copies of source documents.
Categories of individuals covered by the system:
Employees, contractors, concessioners and public visitors to Bureau
facilities who have been involved in an accident resulting in personal
injury, illness, and/or property damage, or exposed to a health
hazard.
Categories of records in the system:
Contains the name, social security number (employees only),
occupation, date and location of accident; data elements about the
accident for analytical purposes; and descriptive narrative concerning
the reason for the loss producing event.
Authority for maintenance of the system:
(1) 5 U.S.C. 7901, (2) 28 U.S.C. 2671-2680, (3) 31 U.S.C. 3701, 3721,
(4) Executive Order 12196, (5) 29 CFR part 1960.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the automated and manual records are to (a)
provide summary data of injury, illness, and property loss information
to Bureau management in a number of formats for analytical purposes in
establishing programs to reduce or eliminate loss producing problem
areas, (b) provide listings of individual cases to Bureau management
to ensure that accidents occuring are reported through the Bureau
Safety Management Information System for forwarding to the Department
of the Interior Safety Management Information System, and (c)
adjudicate tort and employee claims. Disclosures outside the Bureau of
Mines may be made: (1) To a Federal, State, or local government agency
that has partial or complete jurisdiction over the claim or related
claims; (2) to provide the Department of Labor through the Department
of the Interior quarterly summary listings of fatalities and disabling
injuries and illnesses in compliance with 29 CFR 1960.66-.74; (3) to
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant to the litigation and is compatible with the purpose for
which the records were compiled; (4) of information indicating a
violation or potential violation of statute, regulation, rule, order,
or license, to appropriate Federal, State, local, or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order, or
license, and (5) to a congressional office from the record of an
individual in response to an inquiry the individual has made to the
congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
(1) Automated records are maintained on flexible disks. (2) Source
documents (manual records) are maintained at Bureau field and
headquarters organizations from which the accident is reported. (3)
Manual records are maintained in book format and/or file folders.
Retrievability:
(1) Automated records are retrievable by name or document control
number. (2) Manual records are retrievable by name or document control
number.
Safeguards:
(1) Automated records are maintained with safeguards meeting the FIPS
PUB 41, ``Computer Security Guidelines for Implementing the Privacy
Act of 1974.'' (2) Security is provided to meet the requirements of 43
CFR 2.51 for manual records.
Retention and disposal:
(1) The retention and disposal determination for the automated records
stored on flexible disks is found in WBM Records Schedule, Appendix
(H) and (C)(2), and (D)(2). (2) Disposal determination for the manual
records is found in GRS1, Item 31.
System manager(s) and address:
Chief, Branch of Safety and Security Management Staff, Bureau of
Mines, 810 7th Street, NW, Washington, DC 20241.
Notification procedure:
To determine whether automated and/or manual records are maintained on
you in this system, write to the System Manager or field or
headquarters organizations in which the source document pertaining to
yourself would be filed. A written and signed request stating that the
requestor seeks information concerning records pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures:
A request for access should be addressed to the System Manager or the
field or headquarters organization in which the source document for
the individual would be filed. Describe as specifically as possible
the records sought. If copies are desired indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request correction or the removal of material from your file(s),
write the System Manager. See 43 CFR 2.71.
Record source categories:
Supervisor of employees involved in accidents. Investigative reports
by supervisors, safety and health professionals, other management
officials, or any combination thereof.
INTERIOR/WBM-7
System name: Personnel Security Files--Interior. Mines--7.
System location:
Bureau of Mines, Department of the Interior, 810 7th Street, NW,
Washington, DC 20241.
Categories of individuals covered by the system:
Bureau of Mines employees and contractors, and former employees and
contractors whose duties have been designated Special-Sensitive,
Critical-Sensitive and Noncritical-Sensitive for national security
purposes and/or whose duties have been designated ADP Special-
Sensitive, ADP Critical Sensitive, ADP Noncritical-Sensitive or ADP
Non-Sensitive. Employees traveling to foreign countries. Employees new
to Federal employment whose duties have been designated Non-Sensitive.
Executive Reservists whose duties have been designated one of the
above three sensitive categories.
Categories of records in the system:
Manual records contain copies of records for processing personnel
security investigations. The following are representatives of system
documentation but other manual records pertinent to employee position
and level of clearance may be a part of the file. Manual records
include copies of SF-85 or SF-86 and/or SF-171 supplied by the
individual concerned as well as copies of letters of transmittal,
etc., between the Bureau of Mines, the Office of Personnel Management,
the FBI, etc., concerning the individual's security investigation.
Further, contains a copy of certification of clearance status, SF-189,
and a Termination of Clearance Statement signed by the individual as
appropriate. For those designated Non-Sensitive, the file contains a
record of an NACI or NACIC investigation, adjudication, and
determination of suitability if appropriate. For employees traveling
outside the country, forms DI-1911 and DI-1175 and a foreign travel
briefing/debriefing statement are maintained. Automated records
contain files regarding employee names, social security numbers,
organizations, investigation and classification status and action
dates, employee position description requiring clearance; suspense
files of all periodic/regular requirements, such as employee
investigations, reinvestigations, briefings, debriefings, foreign
travel, and records disposal. The above are representative of system
documentation but other automated records pertinent to employee
position and level of clearance may be part of the automated file.
Authority for maintenance of the system:
Executive Order 10450, as amended, Executive Order 11179, as amended,
and Federal Personnel Management 732, as amended.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
The primary use of the automated and manual records is to identify
individuals who have national security clearance and/or ADP access
authorizations and their level of clearance. Disclosure outside the
Department of the Interior may be made (1) to a Federal agency which
has requested information relevant or necessary to its hiring or
retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (2) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit; (3) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
Government, an employee of the Department if a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations or for enforcing or implementing the statute, rule,
regulation, order or license; (5) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (6) to the Office of Personnel
Management for matters concerned with oversight activities necessary
for the Office to carry out its legally authorized Governmentwide
personnel management programs and functions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
(1) Automated records are maintained on flexible disks. (2) Source
documents (manual records) are maintained in manual form in file
folders.
Retrievability:
(1) Automated records are retrievable by name and/or social security
number. (2) Manual records are retrievable by name.
Safeguards:
(1) Automated records are maintained with safeguards meeting the FIPS
PUB 41, ``Computer Security Guidelines for Implementing the Privacy
Act of 1974.''
(2) Manual records are maintained in the same manner as defense
classified material.
(3) Both automated and manual records are maintained in a safe having
a three-position dial-type, manipulation proof, combination lock.
Retention and disposal:
(1) The retention and disposal determination for the automated records
stored on flexible disks is found in WBM Records Schedule, Appendix 1
(18)m. Automated records will be destroyed by erasure. (2) Manual
records are held in active status until the individual is debriefed or
terminated. Manual records are destroyed by fire, shredder,
disintegrator or pulverizer not later than 5 years after separation or
transfer of the individual or upon notification of death. The records
disposal schedules applicable to these records are: Bureau of Mines
Schedule, 435 WBM 2.1, Appendix 1(18) (f) and (h), and GRS 18, item 7.
System manager(s) and address:
Bureau Security Manager, Bureau of Mines, 810 7th Street, NW,
Washington, DC 20241.
Notification procedure:
To determine whether automated and/or manual records are maintained on
you in this system, write to the System Manager. See 43 CFR 2.60.
Record access procedure:
A request for access should be addressed to the System Manager. A
written and signed request stating that the requester seeks
information concerning records pertaining to him/her is required.
Describe as specifically as possible the record sought. If copies are
desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request correction or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained as well as data furnished
by other Federal agencies on the person concerned.
INTERIOR/EBM-9
System name: Distribution Center and Film Borrower Record
Cards--Interior, Mines-9.
System location: Bureau of Mines, U.S. Department of the Interior,
Branch of Production and Distribution, Room 359, 4800 Forbes Avenue,
Pittsburgh, Pa. 15213.
Categories of individuals covered by the system: Officials of schools
and other organizations borrowing Bureau of Mines motion pictures;
officials of cooperating film distribution centers.
Categories of records in the system: Information pertaining to loan of
films, shipment dates, number of showings, audience size, etc., used
in connection with distribution of Bureau of Mines informational
motion pictures.
Authority for maintenance of the system: 30 U.S.C. 1, 3, 5-7.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are for (a) reference by Bureau of Mines film distribution
personnel in determining locations of films out on loan, (b)
scheduling film shipments, and returns, and (c) checking borrower's
treatment of films borrowed in the past. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper cards kept in office files.
Retrievability: Indexed by name.
Safeguards: Stored and used in government office building protected by
uniformed guards.
Retention and disposal: Cards used until all spaces filled, then
destroyed after 12 months.
System manager(s) and address: Chief, Branch of Production and
Distribution, Bureau of Mines, 4800 Forbes Avenue, Pittsburgh, Pa.
15213, (412) 621-4500.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Borrowers' film loan requests; correspondence
from film distribution centers.
INTERIOR/USGS-4
System name: Employee Assistance Program Records--Interior,
USGS-4.
System location:
This system of records is located with the contractor providing
counseling services.
Categories of individuals covered by the system:
U.S. Geological Survey employees and their families who seek, are
referred, and/or receive assistance through the Employee Assistance
Program (EAP).
Categories of records in the system:
Records in this system include documentation of visits to employee
counselors (Federal, State, local government, or private), the problem
assessment, the recommended plan of action to correct the major issue,
referral to community or private resource for assistance with personal
problems, referral to community or private resource for rehabilitation
or treatment, results of referral, and other notes or records of
discussions held with the employee made by the EAP counselor.
Additionally, records in this system may include documentation of
treatment by a therapist or at a Federal, State, local government, or
private institution.
Authority for maintenance of the system:
42 U.S.C. 290dd-1; 42 U.S.C. 290ee-1.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
These records are used by the Employee Assistance Program Counselor to
document the nature of an individual's problem and progress made to
correct the problem. The primary uses of these records are: (1) For
the EAP counselor to document the nature of an individual's problem
and progress made to correct the problem, and, (2) record an
individual's participation in and the results of community or private
referrals for solution of problems, rehabilitation, or treatment
programs.
These records and information may be used to disclose information to
qualified personnel for the purpose of conducting scientific research,
management audits, financial audits, or program evaluation, but such
personnel may not identify, directly or indirectly, any individual
patient in any report or otherwise disclose patient identities in any
manner (when such records are provided to qualified researchers
employed by the Department of the Interior all patient identifying
information will be removed).
Note: Disclosure of information pertaining to an individual with a
history of alcohol or drug abuse must be limited in compliance with
the restrictions of the confidentiality of Alcohol and Drug Abuse
Patient Records Regulations, 42 CFR part 2. Disclosure of records
pertaining to the physical and mental fitness of employees are, as a
matter of Department policy, afforded the same degree of
confidentiality.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained in file folders.
Retrievability:
These records are retrieved by the name of the individual on whom they
are maintained.
Safeguards:
These records are maintained in locked file cabinets with access
strictly limited to those persons employed by the contractor(s) who
are directly involved in the alcohol and drug abuse prevention
function of Geological Survey's Employee Assistance Program as that
term is defined in 42 CFR part 2.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 405-04 a and b.
System manager(s) and address:
Chief, Branch of Employee/Labor Management Relations, Office of
Personnel, U.S. Geological Survey, 215 National Center, Reston,
Virginia 22092;
Atlanta Personnel Officer, U.S. Geological Survey, 75 Spring Street
SW, Atlanta, Georgia 30303;
Rolla Personnel Officer, U.S. Geological Survey, 1400 Independence
Road, Rolla, Missouri 65401;
Chief, Employee Relations Section, Central Region Personnel Branch,
U.S. Geological Survey, Denver Federal Center, Denver, Colorado 80225;
Western Region EAP Administrator, Employee Relations and Development
Section, Western Region Personnel Branch, 345 Middlefield Road, Menlo
Park, California 94025.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the appropriate System Manager. Individuals must furnish their name
and date of birth for their records to be located and identified.
Record access procedures:
Same as notification above. Any individual must also follow the
Department Privacy Act Regulations regarding verification of identity
and access to records (see 43 CFR 2.62).
Contesting record procedures:
A petition for amendment shall be addressed to the appropriate System
Manager. An individual must follow the Department's Privacy Act
Regulations regarding verification and identity and amendment of
records (see 43 CFR 2.71).
Record source categories:
Information in this system of records comes from the individual to
whom it applies, the supervisor of the individual if the individual
was referred by a supervisor, the Employer Assistance Program staff
who records the counseling session, and therapists or institutions
used as referrals or providing treatment.
INTERIOR/USGS-5
System name: Contract Files--Interior, USGS-5.
System location:
The primary location of this system of records is in the Office of
Procurement and Contracts, U.S. Geological Survey, 205 National
Center, Reston, VA 22092. These records are also maintained in several
Survey administrative field offices. A listing of these locations may
be obtained from the System Manager.
Categories of individuals covered by the system:
Individuals who have contracts or subcontracts with the Geological
Survey and certain contractor employees. The system also contains
records concerning individuals in their entrepreneurial capacity,
corporations and other business entities. These records are not
subject to the Privacy Act.
Categories of records in the system:
Records of contract information, from inception of requirement,
through contract award, contract administration and completion of the
contract. Copies of contractor technical and cost proposals, including
individual employee resumes and salary data, documentation pertaining
to the award, contract administration, miscellaneous correspondence,
and information on debts owed by a contractor as a result of
overpayment, default, disallowed costs or other contractual
obligation.
Authority for maintenance of the system:
40 U.S.C. 481.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is in awarding and administering
contracts through their completion. Disclosure outside the Department
of the Interior may be made to: (1) The U.S. Department of Justice or
in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department or, when represented by the Government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (2) disclose pertinent information to an appropriate
Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
regulation, rule, or order, where the disclosing agency becomes aware
of an indication of a violation or potential violation of civil or
criminal law or regulation; (3) a congressional office from the record
of an individual in response to an inquiry the individual has made to
the congressional office; (4) a Federal agency which has requested
information relevant or necessary to its hiring or retention of an
employee, or the issuance of a security clearance, license, contract,
grant or other benefit; (5) Federal, State or local agencies where
necessary to obtain information relevant to the hiring or retention of
an employee; or the issuance of a security clearance, license,
contract, grant or other benefit.
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 1966 (31
U.S.C. 3701 (a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
By name of individual contractor and by contract number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 802-01.
System manager(s) and address:
Chief, Procurement Policy Branch, Office of Procurement and Contracts,
U.S. Geological Survey, 205 National Center, Reston, Virginia 22092.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him/her must be addressed
to the System Manager. See 43 CFR 2.60.
Record access procedures:
Requests for access shall be addressed to the System Manager, signed
by the requester and meet the content requirement of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
meet the requirements of 43 CFR 2.71.
Record source categories:
Information comes from the individual contractor.
INTERIOR/USGS-6
System name: RELOS Records--Interior, GS-6.
System location:
Branch of Administrative Services, Geological Survey, National Center,
Reston, Virginia 22092.
Categories of individuals covered by the system:
Survey employees in the Washington Metropolitan Area.
Categories of records in the system:
Names of individual employees, social security numbers, office
telephones, location codes, room numbers, mail stop numbers,
organization codes, parking permit numbers, names of individuals who
qualify for preferential parking due to handicap or position.
Authority for maintenance of the system:
5 U.S.C. 3101, 40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of these records are: (a) To prepare the bureau
telephone directories; (b) to issue parking permits; (c) to prepare
space occupancy reports. Disclosure outside the Department of the
Interior may be made: (1) To the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (3) from the record of an individual in
response to an inquiry from a Congressional office made at the request
of that individual; (4) to a Federal agency which has requested
information relevant or necessary to its hiring or retention of an
employee, or issuance of a security clearance, license, contract,
grant or other benefit; (5) to Federal, State or local agencies where
necessary to obtain information relevant to the hiring or retention of
an employee, or the issuance of security clearance, license, contract,
grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual and computerized form.
Retrievability:
By name or social security number.
Safeguards:
Records kept in locked cabinets for use of Branch of Administrative
Services personnel only.
Retention and disposal:
Retained until obsolete, then destroyed.
System manager(s) and address:
Chief, Branch of Administrative Services, Geological Survey, National
Center, Reston, Virginia 22092.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
individual seeks information concerning his/her records is required.
See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing, signed by the requester, and meet the
content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained.
INTERIOR/USGS-7
System name: Personal Property Accountability Records--Interior,
USGS-7.
System location:
(1) Property Management Branch, Office of Facilities and Management
Services, Administrative Division, U.S. Geological Survey, National
Center, Mail Stop 210, Reston, VA 22092.
(2) Administrative offices in all or substantially all field
locations. (For a listing of specific locations, contact the System
Manager.)
Categories of individuals covered by the system:
Geological Survey employees who are accountable for bureau-owned
controlled property.
Categories of records in the system:
Records of assignment of an internal identification number and
acknowledgement of receipt by employees. Records of transfers to other
accountable employees. Inventory records containing employee social
security numbers and duty stations.
Authority for maintenance of the system:
40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to: (a) Maintain control over
bureau-owned controlled property; (b) maintain up-to-date inventory of
the property and to record accountability for the property. Disclosure
outside the Department of the Interior may be made: (1) To the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department or, when represented by the
Government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) to disclose pertinent
information to an appropriate Federal, State, local, or foreign agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, regulation, rule, or order, where the disclosing agency
becomes aware of an indication of a violation or potential violation
of civil or criminal law or regulation; (3) to a congressional office
from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) to a Federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit; (5) to Federal,
State, or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance of
a security clearance, license, contract, grant, or other benefit; (6)
to a Federal agency for the purpose of collecting a debt owed the
Federal government through administrative or salary offset and to
other Federal agencies conducting computer matching programs to help
eliminate fraud and abuse.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are both manual and computerized.
Retrievability:
By employee social security number.
Safeguards:
Access by authorized employees only.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 307-10.
System manager(s) and address:
Chief, Property Management Branch, Office of Facilities and Management
Services, Administrative Division, U.S. Geological Survey, National
Center, Mail Stop 210, Reston, VA 22092.
Notification procedure:
Inquiries should be addressed to the System Manager. See 43 CFR 2.60.
Record access procedures:
Same as above. See 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual employees.
INTERIOR/USGS-9
System name: National Research Council Grants Program--Interior,
USGS-9.
System location:
Office of the Chief Geologist, Geologic Division, U.S. Geological
Survey, National Center, Mail Stop 912, Reston, Virginia 22092.
Categories of individuals covered by the system:
Individuals assigned to U.S. Geological Survey who are considered for
grants made through the National Research Council.
Categories of records in the system:
Contains name, address, social security number, date of birth, and
marital status of individuals considered for a grant. Records included
are: The SF 171 (Application for Federal Employment) for each
individual; research proposal; internal memoranda; correspondence
between the National Research Council and the applicant; travel
requests, if appropriate; and documentation for renewal of assignment,
if applicable.
Authority for maintenance of the system:
43 U.S.C. 31 et seq., 5 U.S.C. 3101
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to evaluate individuals being
considered for grants made through the National Research Council.
Disclosures outside the Department of the Interior may be made to: (1)
The National Research Council for evaluation purposes; (2) The U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
Government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (3) Disclose pertinent
information to an appropriate Federal, State, local, or foreign agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, regulation, rule, or order, where the disclosing agency
becomes aware of an indication of a violation or potential violation
of civil or criminal law or regulation; (4) A congressional office
from the record of an individual in response to an inquiry the
individual has made to the congressional office; (5) A Federal agency
which has requested information relevant or necessary to its hiring or
retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; and (6) Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee or the issuance of a security
clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual system maintained in files showing data on Research Associates
assigned to the Geological Survey under this program.
Retrievability:
Indexed by name:
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Records are disposed of periodically as prescribed under Bureau
Records Disposition Schedule RCS/Item 802-06b and 802-07.
System manager(s) and address:
Human Resources Officer, Geologic Division, U.S. Geological Survey,
National Center, Mail Stop 912, Reston, Virginia 22092.
Systems exempted from certain provisions of the act:
Under the specific exemption authority of 5 U.S.C. 552a(k)(5), the
Department of the Interior has adopted a regulation (43 CFR
2.79(c)(2)) which exempts this system from the provisions of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) to the extent
that the system consists of investigatory material compiled solely for
the purpose of determining suitability, eligibility or qualifications
for federal civilian employment. The reasons for adoption of this
regulation are set out at 40 FR 37217 (August 26, 1975).
INTERIOR/USGS-11
System name: Security--Interior, USGS-11.
System location:
Office of the Chief Geologist, Geologic Division, U.S. Geological
Survey, National Center, Mail Stop 912, Reston, VA 22092.
Categories of individuals covered by the system:
Geologic Division employees who have been granted security clearances.
Categories of records in the system:
Record of security clearance for Division personnel; contains name,
title, organization, office location, social security number, place
and date of birth, and type of security clearance of person being
granted access.
Authority for maintenance of the system:
Executive Order 10501.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to keep current records on security
clearances in the Geologic Division. Disclosure outside the Department
of the Interior may be made (1) to the U.S. Department of Justice or
in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or when represented by the government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (2) to disclose pertinent information to an appropriate
Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
regulation, rule, or order, where the disclosing agency becomes aware
of an indication of a violation or potential violation of civil or
criminal law or regulation; (3) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (4) to a Federal agency which has
requested information relevant or necessary to its hiring or retention
of an employee, or issuance of a security clearance, license,
contract, grant, or other benefit; (5) to Federal, State, or local
agencies where necessary to obtain information relevant to the hiring
or retention of an employee, or the issuance of a security clearance,
license, contract, grant, or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual systems maintained in locked files. Automated system maintained
in dBase III file.
Retrievability:
Indexed by individual name.
Safeguards:
Maintained with security meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Retained and disposed of according to Bureau of Records Disposition
Schedule, RCS/Item 306-16.
System manager(s) and address:
Administrative Officer, Geologic Division, U.S. Geological Survey,
National Center, Mail Stop 912, Reston, VA 22092.
Notification procedure:
Inquiries should be addressed to the System Manager. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing and signed by the requester. The request
must meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained.
INTERIOR/USGS-13
System name: Manuscript Processing-Interior, GS-13.
System location:
(1) Office of Scientific Publications, Geologic Division, Reston,
Virginia 22092. (2) Central and Western Regional offices of the
Geologic Division. (Addresses may be obtained from the System
Manager.)
Categories of individuals covered by the system:
Geologic Division authors of Geo-Science publications.
Categories of records in the system:
Contains record by author or title on publication plans, status and
location of all manuscript maps and reports in preparation or
published by Geologic Division employees.
Authority for maintenance of the system:
43 U.S.C. 31, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to maintain knowledge of and track
publication plans, status of manuscript maps and reports in
preparation being entered by Geologic Division employees. Disclosure
outside the Department of the Interior may be made: (1) To the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual; (4) to a
Federal agency which has requested information relevant or necessary
for its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (5) to Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee, or the issuance of a
security clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form on cards.
Retrievability:
Indexed by author and Geographic area.
Safeguards:
Maintained in accordance with 43 CFR 2.51.
Retention and disposal:
Indefinite retention.
System manager(s) and address:
Deputy Chief, Office of Scientific Publications, Geologic Division,
Reston, Virginia 22092.
Notification procedure:
Inquiries should be addressed to the System Manager. See 43 CFR 2.60.
Record access procedures:
Same as above. See 43 CFR 2.63.
Contesting record procedures:
Same as above. See 43 CFR 2.71.
Record source categories:
Authors.
INTERIOR/USGS-15
System name: Earth Science Information Customer Records--
Interior, USGS-15.
System location:
(1) Earth Science Information Office (ESIO), National Mapping
Division, U.S. Geological Survey, 509 National Center, Reston,
Virginia 22092. (2) Earth Science Information Centers (for specific
locations contact the System Manager).
Categories of individuals covered by the system:
Individuals who have requested Earth Science information directly
from, or whose requests have been forwarded to the Earth Science
Information Office or its sponsored field centers. The system also
contains records concerning individuals in their entrepreneurial
capacity, corporations, and other business entities whose records are
not subject to the Privacy Act.
Categories of records in the system:
Contains name, address, credit card number and expiration date (as
provided), customer's inquiry, response to inquiry, orders for
products, appropriate accounting entries, and information on deposits
with and debts owed the Bureau as a result of customer orders.
Authority for maintenance of the system:
Executive Order 3206; OMB Circular A-16; 31 U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is for reference by Geological Survey
(GS) and GS contract employees in processing customer inquires,
orders, and complaints. Disclosure outside the Department of the
Interior may be made to: (1) The U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department
or, when represented by the Government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
disclose pertinent information to an appropriate Federal, State,
local, or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, regulation, rule, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation; (3) a congressional office form the record of an
individual in response to an inquiry the individual has made to the
congressional office.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701 (a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders, correspondence may be
recorded on microfilm and key information recorded on magnetic disk or
on magnetic tape in some instances.
Retrievability:
Stored by account number, indexed by name and zip code.
Safeguards:
Maintained in GS or GS contract areas occupied by GS or GS contract
personnel during working hours with the building locked and/or guarded
during off hours.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 1500-07.
System manager(s) and address:
Chief, Earth Science Information Office (ESIO), National Mapping
Division, U.S. Geological Survey, 509 National Center, Reston,
Virginia 22092.
Notification procedure:
Inquiries should be addressed to the System Manager. See 43 CFR 2.60.
Record access procedures:
Same as above. See 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Customers on whom record(s) are maintained and GS or GS contract
information researchers.
INTERIOR/USGS-18
System name: Computer Registration System--Interior, USGS-18.
System location:
Information Systems Division, National Center, U.S. Geological Survey,
Mail Stop 801, Reston, Virginia 22092; Menlo Park Service Center, 345
Middlefield Road, Menlo Park, California 94025; Flagstaff Service
Center, 2255 N. Gemini Drive, Flagstaff, Arizona 86001.
Categories of individuals covered by the system:
Users of computer services.
Categories of records in the system:
Name, computer user number, city/state telephone number, subsystem
registration, account number.
Authority for maintenance of the system:
40 U.S.C. 486(c); 41 CFR part 201-7.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is: (a) To record registration
information for computer users; and (b) to contact computer users.
Disclosure outside the Department of the Interior may be made: (1) To
the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department or, when represented by the
Government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) Of information
indicating a violation or potential violation of a statute,
regulation, rule, order, or license to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order, or license; (3) To a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (4) To a Federal agency which has
requested information relevant or necessary to its hiring or retention
of an employee, or issuance of a security clearance, license,
contract, grant, or other benefit; and (5) To Federal, State, or local
agencies where necessary to obtain information relevant to the hiring
or retention of an employee, or the issuance of a security clearance,
license, contract, grant, or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic disk.
Retrievability:
By user name, user number, city/state telephone number, subsystem,
account number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 102-01.
System manager(s) and address:
Chief, Information Systems Division, U.S. Geological Survey, Mail Stop
801, National Center, Reston, Virginia 22092; Chief, Menlo Park
Service Center, U.S. Geological Survey, 345 Middlefield Road, Menlo
Park, California 94025; Chief, Flagstaff Service Center, U.S.
Geological Survey, 2255 N. Gemini Drive, Flagstaff, Arizona 86001.
Notification procedures:
A request for notification of the existence of records shall be
addressed to the appropriate System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the appropriate
System Manager. The request shall be in writing, signed by the
requester, and comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR
2.71.
Record source categories:
Individual users of computer services.
INTERIOR/EGS-20
System name: Photo File System--Interior, GS-20.
System location:
U.S. Geological Survey, Geologic Division, Office of Scientific
Publications, National Center, Mail Stop 790, Reston, VA 22092.
Categories of individuals covered by the system:
U.S.G.S. employees.
Categories of records in the system:
Photographs.
Authority for maintenance of the system:
5 U.S.C. 301, 3101, 43 U.S.C. 1467.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to maintain photographs of USGS top
level employees. Disclosure outside the Department of the Interior may
be made: (1) To the public in presentations and publications; (2) to
the U.S. Department of justice when related to litigation or
anticipated litigation; (3) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or licensee; (4)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
PIC cards 5 by 8.
Retrievability:
Indexed by name.
Safeguards:
Maintained in accordance with 43 CFR 2.51.
Retention and disposal:
Records maintained indefinitely.
System manager(s) and address:
Chief, Visual Information Services Group, Geologic Division, Office of
Scientific Publications, MS 790, USGS National Center, Reston, VA
22092.
Notification procedure:
Inquiries regarding the existence of records shall be addressed to the
System Manager. A written, signed request stating that the requester
seeks information concerning records pertaining to him is required.
See 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Photographs of individuals employed by the U.S.G.S.
INTERIOR/USGS-23
System name: Personnel Investigations Records--Interior, USGS-
23.
System location:
Security Office, Office of Facilities and Management Services,
Administrative Division, U.S. Geological Survey, National Center, Mail
Stop 250, Reston, VA 22092.
Categories of individuals covered by the system:
1. Current Geological Survey employees who (a) are granted access to
classified information; (b) are filling sensitive positions not
requiring access to classified information; (c) are being considered
either for access to classified information or for filling sensitive
positions not requiring access to classified information; and (d) are
found unsuitable for access to classified information or filling
sensitive positions because unfavorable information was revealed
during the conduct of their security investigations.
2. Former Geological Survey employees who (a) were granted access to
classified information; (b) were filling sensitive positions not
requiring access to classified information; and (c) were found
unsuitable for access to classified information or filling sensitive
positions because unfavorable information was revealed during the
conduct of their security investigations.
Categories of records in the system:
These records contain investigative information regarding an
individual's character, conduct, and behavior in the community where
he or she lives or lived; arrests and convictions for any violations
against the law; reports of interviews with present and former
supervisors, co-workers, associates, educators, etc.; reports about
the qualifications of an individual for a specific position; reports
of inquiries with or from law enforcement agencies, employers, and
educational institutions attended; foreign affiliations which may
affect his or her loyalty to the United States; and other information
developed from the above.
Authority for maintenance of the system:
Executive Order 10450, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The contents of these records and files may be disclosed and used as
follows: (1) To designated officials, officers, and employees of the
USGS, DOI, OPM, DOE, CIA, FBI, and all other agencies and departments
of the Federal Government who in the performance of their duties have
an interest in the individual for employment purposes, including a
security clearance or access determination, and a need to evaluate
qualifications, suitability, and loyalty to the United States
Government; (2) To the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (3)
To disclose pertinent information to an appropriate Federal, State,
local, or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, regulation, rule, or order,
where the disclosing agency becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation; and, (4) To a congressional office from the record of an
individual in response to an inquiry the individual has made to the
congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
All investigative records are maintained in file folders stored in
file cabinets. An automated index system of all records is on a stand-
alone computer.
Retrievability:
All records are indexed by surname in alphabetical order. The
automated index system is indexed by surname or social security
number.
Safeguards:
The filing cabinets and the stand-alone computer are safeguarded in a
secure, windowless office with one doorway which is secured by a key
locking device using an off-master key system. Access to all keys is
under stringent security controls. The automated index system of all
records is further protected by a password and privacy act warning.
Retention and disposal:
(a) OPM background investigative files supporting secret-sensitive
decompartmented information and top secret-infrequent access to
sensitive compartmented information are retained until the awarded
security clearance or employment is terminated. All other OPM
investigative files are routinely destroyed within 90 days after
receipt or upon completion of the adjudication action, whichever
occurs last. Disposition of files is made in accordance with the
Bureau Records Disposition Schedule, RCS/Item 306-15b.
(b) All information, supplementing the above OPM investigative files
originated by the Geological Survey, is retained for five years
following termination of awarded security clearance or employment,
whichever occurs first, and is then destroyed. Disposition of files if
made in accordance with the Bureau Records Disposition Schedule, RCS/
Item 306-15a.
System manager(s) and address:
Security Officer/Alternate Security Officer, Office of Facilities and
Management Services, Administrative Division, U.S. Geological Survey,
National Center, Mail Stop 250, Reston, Virginia 22092.
Notification procedure:
Written inquiries to the System Manager are required and must include
the following information in order to positively identify the
individual whose records are requested: (1) Full name, (2) Date of
birth, (3) Place of birth, (4) Any available information regarding the
type of record requested. See 43 CFR 2.60.
Record access procedure:
An individual can obtain information on the procedures for gaining
access to and contesting the records from the above System Manager.
See 43 CFR 2.63.
Contesting record procedures:
Same as above. See 43 CFR 2.71.
Record source categories:
Information contained in this system is obtained from the following
categories of sources: (1) Applications and other personnel and
security forms furnished by the individual, (2) Results of
investigations and other material furnished by Federal agencies.
Interior/USGS-24
System name: Employee Work Report Edit and Individual Employee
Production Rates--Interior, USGS-24.
System location:
1. Eastern Mapping Center, National Mapping Division, U.S. Geological
Survey, National Center, Mail Stop 567, Reston, Virginia 22092.
2. Mid-Continent Mapping Center, National Mapping Division, U.S.
Geological Survey, 1400 Independence Road, Rolla, Missouri 65401.
3. Rocky Mountain Mapping Center, National Mapping Division, U.S.
Geological Survey, Box 25046, Mail Stop 510, Denver, Colorado 80225.
4. Western Mapping Center, National Mapping Division, U.S. Geological
Survey, 345 Middlefield Road, Mail Stop 531, Menlo Park, California
94025.
Categories of individuals covered by the system:
Production employees in Mapping Centers.
Categories of records in the system:
Contains name, social security number, hours, and square miles mapped
by individual production employees in each of the offices listed
above, as well as Geological Survey professionals (geographers,
cartographers, etc.) who conducted research and investigations for
which results are published in Geological Survey reports.
Authority for maintenance of the system:
5 U.S.C. 301, 3010; 43 U.S.C. 31, 1467.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is for analysis of cost and production
rates for individual employees and for units of National Mapping
Division. Disclosure outside the Department of the Interior may be
made: (1) To the U.S. Department of Justice or in a proceeding before
a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department or, when
represented by the Government, an employee of the Department is party
to litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
Of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license; (3) To a congressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) To a Federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit; (5) To Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on magnetic tape and disc.
Retrievability:
By name.
Safeguards:
Access restricted to authorized persons only from locked storage.
Retention and disposal:
Retained and disposed of according to Bureau Records Disposition
Schedule. RCS/Item 102-01.
System manager(s) and address:
1. Chief, Branch of Program Management, Eastern Mapping Center,
National Mapping Division, U.S. Geological Survey, National Center,
Mail Stop 567, Reston, Virginia 22092.
2. Chief, Branch of Program Management, Mid-Continent Mapping Center,
National Mapping Division, U.S. Geological Survey, 1440 Independence
Road, Rolla, Missouri 65401.
3. Chief, Branch of Program Management, Rock Mountain Mapping Center,
National Mapping Division, U.S. Geological Survey, Box 25046, Mail
Stop 510, Denver, Colorado 80225.
4. Assistant Chief, Western Mapping Center, National Mapping Division,
U.S. Geological Survey, 345 Middlefield Road, Mail Stop 531, Menlo
Park, California 94025.
Notification procedure:
A request for notification of the existence of records shall be
addressed to the appropriate System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the appropriate
System Manager. The request shall be in writing, signed by the
requester, and comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR
2.71.
Record source categories:
Data from work prepared by individuals.
INTERIOR/USGS-25
System name: Water Data Sources Directory--Interior, USGS-25.
System location:
(1) National Water Data Exchange (NAWDEX), Water Resources Division,
U.S. Geological Survey, National Center, Mail Stop 421, Reston, VA
22092. (2) NAWDEX Assistance Centers (for addresses contact the System
Manager).
Categories of individuals covered by the system:
Individuals who are sources of water or water-related data and
services and to whom requesters can be referred to obtain water data
held or services provided by them.
Categories of records in the system:
Contains name, address, and telephone number of individuals who are
sources of water or water-related data or information and other water-
related services.
Authority for maintenance of the system:
The Water Data Sources Directory is maintained under the authority of
43 U.S.C. 31 (28 Stat. 398), OMB Cir. A-67, and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of these records are for reference by (1) Geological
Survey and Geological Survey contractor personnel in processing
requests for water or water-related data, (2) Personnel of Local
Assistance Centers listed in Appendix A of the National Water Data
Exchange (NAWDEX) including Geological Survey personnel and personnel
of state-governmental, local-governmental, other public, and private
organizations serving as NAWDEX Local Assistance Centers in processing
requests for water or water-related data, and (3) Users of NAWDEX
including Federal, state-governmental, local-governmental, other
public, and private organizations and private citizens in identifying
sources of water and water-related data or services and transmitting
requests for the acquisition of desired data or services. Disclosures
outside the Department of the Interior may be made: (1) To the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, or (2) To disclose
pertinent information to an appropriate Federal, State, local, or
foreign agency responsible for investigating, prosecuting, enforcing,
or implementing a statute, regulation, rule, or order, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in computerized form on magnetic disks or magnetic tape,
printed lists, and a published directory available for public
dissemination.
Retrievability:
Retrievable by name, a unique identifier, geographical identifiers,
and types of data or services available from the individual.
Safeguards:
Only Geological Survey personnel of the NAWDEX Program Office have
access to the original data files.
Retention and disposal:
Records are retained and disposed of according to the Bureau Records
Disposition Schedule, RCS/Item 1400-13.
System manager(s) and address:
Program Manager, National Water Data Exchange, U.S. Geological Survey,
National Center, Mail Stop 421, Reston, Virginia 22092.
Notification procedure:
Any individual may inquire about information stored on themselves by
submitting a written request to the System Manager. See 43 CFR 2.60.
Record access procedure:
The Water Data Sources Directory is designed to be operated on a
personal computer. Copies of the Directory may be obtained by written
request to the System Manager. See 43 CFR 2.63.
Contesting record procedures:
A petition for amendment must be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Information stored may be obtained from the individual on whom the
record is maintained, organizations, or other individuals, with whom
the individual identified in the record is associated, NAWDEX
personnel, and NAWDEX-contracted information researchers.
INTERIOR/EGS-26
System name: National Water Data Exchange User Accounting
System--Interior, GS-26.
System location:
(1) National Water Data Exchange (NAWDEX), Water Resources Division,
U.S. Geological Survey, Reston, VA 22092. (2) NAWDEX Assistance
Centers (for addresses contact the System Manager).
Categories of individuals covered by the system:
Individuals who have requested water data from or to whom information
has been sent by the National Water Data Exchange and its Local
Assistance Centers.
Categories of records in the system:
Contains name, address, and telephone number, types of data requested,
type of response made, types and volumes of data provided and
appropriate cost accounting procedures.
Authority for maintenance of the system:
The User Accounting System is maintained under authority of 43 U.S.C.
31 (Stat. 398), OMB Cir. A-67, and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) By Geological Survey and Geological Survey contractor personnel in
processing user requests for data, (2) By personnel of Local
Assistance Centers of the National Water Data Exchange (NAWDEX)
including Geological Survey personnel and personnel of state-
government, local-governmental, other public, and private
organizations serving as NAWDEX Local Assistance Centers in processing
user requests for data, (3) By the personnel in (1) and (2) above for
verification of responses referred to other organizations for data
acquisition, program planning and accounting, cost effectiveness
computations, and follow-up on quality of service provided. (4)
Transfer to the U.S. Department of Justice in the event of litigation
or potential litigation involving the records or the subject matter of
the records. (5) Transfer, in the event there is indicated a violation
or potential violation of a statute, regulation, rule, order or
license, whether civil, criminal or regulatory in nature, to the
appropriate agency or agencies, whether Federal, State, local or
foreign, charged with the responsibility of investigation or
prosecuting such violation or charged with enforcing or implementing
the statute, rule, regulation, order or license violated or
potentially violated.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders and on magnetic computer
storage devices;
Retrievability:
Indexed by geographic location of requester and cross-indexed by name
of requester, in chronological order, and by request record number;
Safeguards:
Maintained in areas occupied by NAWDEX personnel during working hours
with building locked and/or guarded during off-duty hours. Computer
files are password protected to restrict unauthorized use;
Retention and disposal:
Original hard copy destroyed after a period not to exceed five years.
Computerized file copy destroyed after a period not to exceed five
years. All records may be retained longer, with permission of subject
individual requester transactions.
System manager(s) and address:
Program Manager, National Water Data Exchange (NAWDEX), U.S.
Geological Survey, 421 National Center, Reston, Virginia 22092.
Notification procedure:
A written and signed request to the System Manager stating that the
requester seeks information concerning records pertaining to himself
or herself is required. See 43 CFR 2.60.
Record access procedures:
Same as above. See 43 CFR 2.63.
Contesting record procedures:
A petition for amendment must be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained or individuals or
organization requesting data be sent to the individual on whom the
record is maintained.
INTERIOR/MMS-2
System name: Personal Property Accountability Records--Interior,
MMS-2.
System location:
(1) Procurement and Property Management Division, Minerals Management
Services, 12203 Sunrise Valley Drive, Reston, Virginia 22091; and (2)
Administrative offices in substantially all field locations. A listing
of field locations is available from the System Manager.
Categories of individuals covered by the system:
Employees of MMS who are accountable for Government owned controlled
property.
Categories of records in the system:
Records of assignment of an internal identification number and
acknowledgment of receipts by employees. Records of transfers to other
accountable employees. Inventory records containing employee social
security numbers and duty stations.
Authority for maintenance of the system:
40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to: (1) Maintain control over MMS-
owned and controlled property; and (2) maintain up-to-date inventory
and to record accountability for the property. Disclosure outside the
Department of the Interior may be made: (1) To the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license; (3) to
a congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office; made
at the request of that individual; (4) to a Federal Agency which has
requested information relevant or necessary to its hiring or retention
of an employee, or issuance of a security clearance, license,
contract, grant, or other benefit; and (5) of Federal State, or local
agencies where necessary to obtain information relevant to the hiring
or retention of an employee or the issuance of a security clearance,
license, contract, grant, or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are both manual and computerized.
Retrievability:
By employee social security number.
Safeguards:
Access by authorized employees only.
Retention and disposal:
Retention and disposal is in accordance with General Records Schedule
No. 23, Item No. 1.
System manager(s) and address:
Chief, Property Management Branch, Procurement and Property Management
Division, Minerals Management Service, Mail Stop 635, 12203 Sunrise
Valley Drive, Reston, Virginia 22091.
Notification procedure:
Contact the System Manager or the pertinent field installation. See 43
CFR 2.60.
Record access procedures:
Same as above or to the pertinent field installation for access. See
43 CFR 3.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual employees and property management personnel.
INTERIOR/MMS-3
System name: Accident Reports and Investigations--Interior, MMS-
3.
System location:
Financial and Administrative Management Division, Minerals Management
Services, Mail Stop 632, 12203 Sunrise Valley Drive, Reston, Virginia
22001.
Categories of individuals covered by the system:
All personnel of the Minerals Management Services (MMS) who have had
on-the-job accidents.
Categories of records in the system:
Form D1-134, Accident Reports, correspondence, historical information,
and corrective action reviews relating to accidents which have
occurred on-the-job.
Authority for maintenance of the system:
5 U.S.C. 7902
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (1) To maintain records of
accidents in which MMS employees have been involved; (2) to report
statistics and trends to the Department; (3) to monitor and report
progress of the safety program in the MMS, using historical data and
records of actions taken. Disclosure outside of the Department may be
made: (1) To the U.S. Department of Justice or in a proceeding before
a court of adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is party
to litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the status,
rule, regulation, order, or license; (3) to a congressional office
from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) to a Federal
Agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit; and (5) of
Federal, State, or local agencies where necessary to obtain
information relevant to the hiring or retention of an employee or the
issuance of a security clearance, license, contract, grant, or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
By name of individual.
Safeguards:
Kept in locked cabinet. Access limited to authorized personnel.
Retention and disposal:
Retention and disposal is in accordance with General Records Schedule
No., 18, Item No. 12.
System manager(s) and address:
Safety and Occupational Health Manager, Financial and Administrative
Management Division, Minerals Management Service, Mail Stop 632, 12203
Sunrise Valley Drive, Reston, Virginia 22091.
Notification procedure:
A written and signed request stating that the requester seeks
information concerning records pertaining to him or her must be
addressed to the System Manager. See 43 CFR 2.60.
Record access procedures:
A request for access must be in writing, signed by the requester,
submitted to the Systems Manager, and meet the requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
meet the requirements of 43 CFR 2.71.
Record source categories:
Accident victims, witnesses, supervisors, and investigators.
INTERIOR/MMS-4
System name: Minerals Management Service (MMS) Personnel
Security System-Interior, MMS-4.
System location:
Department of Interior, Minerals Management Service (MMS), Office of
Administrative, Security Office, Mail Stop 630, 381 Elden Street,
Herndon, Virginia 22070.
Categories of individuals covered by the system:
Current and former Minerals Management Service (MMS) employees and
contract employees working for the MMS who: (1) Have been subject to
personnel security investigations to determine suitability for
placement in sensitive positions, require access to national security
information, and/or require ADP access authorization; and/or (2)
require access to MMS buildings or individual offices.
Categories of records in the system:
Name, sensitivity type, date of birth, place of birth, social security
number, organization code, position title, grade, duty station, Office
of Personnel file folder location (OPF), clearance, clearance date,
access, clearance termination date, ADP type, grant date, ADP
termination date, briefing information, suitability date,
investigation basis, Agency conducting investigation, investigation
completion date, investigation update and upgrade information, MMS
termination date, pending code, remarks. For building passes and keys
the height, weight, hair and eye color and employment status
information is required. The automated portion of this system is only
a compilation of records manually maintained.
Authority for maintenance of the system:
Executive Order 10501; 40 U.S.C. 486(c); 41 CFR 101-20.103.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to: (1) Ensure that investigative
requirements of Federal Personnel Manual 731 are satisfied and to
provide a current record of MMS employees with clearance and ADP
access authorizations; and (2) provide access cards and keys to MMS
buildings and offices. Disclosure outside of the Department may be
made: (1) To the U.S. Department of Justice or in a proceeding before
a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the Government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation; and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) to a Congressional
office from the record of an individual in response to an inquiry the
individual has made to the Congressional office; (4) to a Federal
Agency which has requested information relevant or necessary to its
hiring or retention of an employee or issuance of a security
clearance, license, contract, grant or other benefit; (5) to Federal,
State, or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee or the issuance of
a security clearance, license, contract, grant or other benefit; and
(6) to the Office of Personnel Management for matters concerned with
oversight activities necessary for the Office to carry out its legally
authorized Governmentwide personnel management programs and functions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual systems are maintained in locked GSA approved security
containers. Automated data base system maintained on hard disk with
password entry required. Backup disks maintained and stored in locked
GSA approved security containers.
Retrievability:
Indexed by individual name or social security number.
Safeguards:
Maintained within the Security Office meeting the requirements of 43
CFR 2.51.
Retention and disposal:
These records are maintained in accordance with the General Records
Schedule Number 18, Item Number 23.
System manager(s) and address:
Security Officer, Office of Administration, Minerals Management
Service, Mail Stop 630, 381 Elden Street, Herndon, Virginia 22070.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the Security Officer. A signed request is required if an individual
would like information concerning his/her records. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the Security Officer. 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 should be addressed to the Security Officer
and must meet the requirements of 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/MMS-5
System name: Telephone/Employee Locator System (TELS)--Interior,
MMS-5.
System location:
Procurement and General Services Division, Minerals Management
Service, Mail Stop 635, 12203 Sunrise Valley Drive, Reston, Virginia
22091, and Administrative Service Centers.
Categories of individuals covered by the system:
Minerals Management Service (MMS) employees Service-wide, and
contractor personnel.
Categories of records in the system:
Names of individual employees and contractor employees, social
security numbers, grades, office telephone, building codes, room
numbers, mail stop codes, tenures, work schedules, organization codes,
and home zip codes.
Authority for maintenance of the system:
5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of these records are: (1) To prepare MMS telephone
directories; (2) ride sharing; (3) to prepare space occupancy reports;
(4) to show change in employees position status and location; (5) to
monitor telephone inventories. Disclosure outside of the Department
may be made: (1) To the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the Government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purposes for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license; (3) to a congressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) to a Federal
Agency which has requested information relevant or necessary to its
hiring or retention of an employee or issuance of a security
clearance, license, contact, grant, or other benefit; and (5) to
Federal, State, or local agencies where necessary to obtain
information relevant to the hiring or retention of an employee, or the
issuance of a security clearance, license, contract, grant, or other
benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual and computerized form.
Retrievability:
By name or social security number of telephone number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computer and manual records.
Retention and disposal:
Retention and disposal is in accordance with Records Management
Handbook, MMSM 380.2-H, 401-01.
System manager(s) and address:
Chief, Facilities Management Section, General Services Branch,
Procurement and General Services Division, Minerals Management
Service, Mail Stop 635, 12203 Sunrise Valley Dr., Reston, Virginia
22091.
Notification procedure:
A written and signed request stating that the expense seeks
information concerning records pertaining to him or her must be
addressed to the System Manager. See CFR 2.60.
Record access procedures:
A request for access should be addressed to the System Manager. See 43
CFR 2.63.
Contesting record procedures:
Contact the System Manager. See 43 CFR 2.71.
Record source categories:
Individuals on whom records are kept.
INTERIOR/MMS-8
System name: Advanced Budget/Accounting Control and Information
System (ABACIS)--Interior, MMS-8.
System location:
Department of the Interior, Minerals Management Service, Office of
Administration, Financial and Administrative Management Division, Mail
Stop 632, 381 Elden St., Herndon, Virginia 22070.
Categories of individuals covered by the system:
All debtors including employees, former employees, persons paying for
goods or services, returning overpayments, or otherwise delivering
cash, business firms, private citizens and institutions. Some of the
records in the system pertain to individuals and may reflect personal
information. Only the records reflecting personal information are
subject to the Privacy Act.
Categories of records in the system:
Individual's name, Social Security Number, address, amount owed by or
to, goods or services purchased, overpayment, check number, date and
treasury deposit number, awards, advances, destination, itineraries,
modes and purposes of travel, expenses, amount claimed and reimbursed,
travel orders, vouchers, and information pertaining to an amount owed
on an outstanding or delinquent travel advance.
Authority for maintenance of the system:
(1) 5 U.S.C. 5514 (2) 31 U.S.C. 3511(3) 5 U.S.C. 5701-09 (4) 31 U.S.C.
3701, 3711, 3717, 3718, (5) U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to account for monies paid and
collected by the Minerals Management Service, Financial and
Administrative Management Division, and for billing and followup (b)
to account for travel advances; (c) to compute vouchers to determine
amounts claimed and reimbursed; (d) to account for travel orders,
maintain records of modes and purposes of travel and itineraries.
Disclosure outside the Department of the Interior may be made (1) to
the U.S. Department of Justice or in a proceeding before a court of
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
Government an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) to disclose pertinent
information to an appropriate Federal, State, local, or foreign agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, rule, regulation, or order, where the disclosing agency
becomes aware of an indication of a violation or potential violation
of civil or criminal law or regulation; (3) to a Member of Congress
from the record of an individual in response to an inquiry made at the
request of that individual; (4) to the Department of the Treasury to
effect payment of Federal, State, and local government agencies,
nongovernmental organizations, and individuals; (5) to the Federal
Agency for the purpose of collecting a debt owed the Federal
Government through administrative or salary offset; (6) to other
Federal Agencies conducting computer matching programs to help
eliminate fraud and abuse and to detect unauthorized overpayments made
to individuals; (7) to a Federal Agency which has requested
information relevant or necessary to its hiring or retention of an
employee, or issuance of a security clearance, license, contract,
grant or other benefit; and (8) to Federal, State, or local agencies
where necessary to obtain information relevant to the hiring or
retenton of an employee, or the issuance of a security clearance,
license, contract, grant or other benefit; (9) to disclose debtor
information to the IRS, or another Federal agency or its contractor
solely to aggregate information for the IRS, to collect debts owed to
the Federal government through the offset of tax results.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on computer media with input forms and printed output in
manual form and on microfilm.
Retrievability:
Indexed by name, social security number, travel order number, data,
appropriations, or fund to be audited.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computer and manual records.
Retention and disposal:
Retention and disposal is in accordance with General Records Schedule
No. 7, Item Nos. 1-4 and in accordance with GSA Federal Travel
Regulations.
System manager(s) and address:
Chief, Financial and Administrative Management Division, Minerals
Management Service, Mail Stop 632, 381 Elden St., Herndon, Virginia
22070.
Notification procedure:
Inquiries regarding the existence of a record should be addressed to
the System Manager. A written signed request stating that the
individual seeks information concerning his/her records is required
(43 CFR 2.60).
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing, signed by the requester, and meet the
content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Debtor, accounting records, individual remitters, supervisors and
standard office references.
INTERIOR/MMS-9
System name: Employee Counseling Services Program--Interior,
MMS-9.
System location:
This system of records is located with the contractor providing
counseling services.
Categories of individuals covered by the system:
All Minerals Management Service employees, former employees, and their
family members who seek, are referred, and/or receive assistance
through the Employee Counseling Services Programs. The records
contained in this system which pertain to individuals contain
principally personal and/or medical information. These records are
subject to the Privacy Act.
Categories of records in the system:
Records in this system include documentation of visits to employee
counselor (Employee Counseling Services Program Counselor) and the
problem assessment, recommended plan of action to correct the major
issue, referral to community or private resource for assistance with
personal problems, referral to community or private resource for
rehabilitation or treatment, results of referral, and other notes or
records of discussions held with the employee made by the Employee
Counseling Services Program Counselor. Additionally, records in this
system may include documentation of treatment by a therapist or at a
Federal, State, local government, or private institution.
Authority for maintenance of the system:
(1) 42 U.S.C. 290dd-1; (2) 42 U.S.C. 290ee-1.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of these records is to counsel and refer employees
and/or their family members with personal or medical problems. These
records and information may be used to disclose information to
qualified personnel for the purpose of conducting scientific research,
management audits, financial audits, or program evaluation, but such
personnel may not identify, directly or indirectly, any individual
patient in any report or otherwise disclose patient identities in any
manner (when such records are provided to qualified researchers
employed by the Department of the Interior, all patient identifying
information will be removed).
Note.--Disclosure of information pertaining to an individual with a
history of alcohol or drug abuse must be limited in compliance with
the restrictions of the confidentiality of Alcohol and Drug Abuse
Patient Records Regulations, 42 CFR Part 2. Disclosure of records
pertaining to the physical and mental fitness of employees are, as a
matter of Department policy, afforded the same degree of
confidentiality.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in folders in file cabinets.
Retrievability:
Indexed by name of individual on whom they are maintained.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
These records are retained and disposed of in accordance with General
Records Schedule No. 1, Item No. 27.
System manager(s) and address:
Chief, Personnel Division, Minerals Management Service, 12203 Sunrise
Valley Drive, Mail Stop 634, Reston, Virginia 22091.
Notification procedure:
Inquiries regarding the existence of a record should be addressed to
the System Manager. A written signed request stating that the
individual seeks information concerning his/her records is required
(43 CFR 2.60).
Record access procedures:
A request for access may be addressed to the System Manager. The
request must be in writing, signed by the requester, and meet the
content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Information in this system of records comes from the individual to
whom it applies, the supervisor of the individual if the individual
was referred by a supervisor, the Employee Counseling Services Program
staff who records the counseling session, and the therapists or
institutions used as referrals or providing treatment.
INTERIOR/MMS-11
System name: Travel Files--Interior, MMS-11.
System location:
Minerals Management Service, 12203 Sunrise Valley Drive, Reston,
Virginia 22091.
Categories of individuals covered by the system:
Employees of the Minerals Management Service.
Categories of records in the system:
Names, addresses, social security numbers; destination; itineraries;
modes and purposes of travel; dates; expenses including advances;
amounts claimed and reimbursed; travel orders; vouchers; receipts and
passport record cards, and information pertaining to an amount owed on
an outstanding or delinquent travel advance.
Authority for maintenance of the system:
5 U.S.C. 5701, 31 U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to account for travel
advances; (b) to compute vouchers to determine amounts claimed and
reimbursed; (c) to account for travel orders, maintain records of
modes and purposes of travel and itineraries; and (d) to maintain
records of passports. Disclosure outside the Department of the
Interior may be made: (1) To the U.S. Treasury Department for
payments; (2) the U.S. Department of State for passports; (3) to the
U.S. Department of Justice when related to litigation or anticipated
litigation; (4) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (5) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual; (6) to a
Federal agency which has requested information relevant or necessary
to its hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant or other benefit; (7) to Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee, or the issuance of a
security clearance, license, contract, grant or other benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual and machine readable.
Retrievability:
Indexed by name, social security number or travel order number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized and manual records.
Retention and disposal:
Retained in accordance with GSA Federal Travel Regulations, and
disposed of in accordance with the Minerals Management Service Records
Management Handbook and GSA General Records Schedules.
System manager(s) and address:
Chief, Financial Management Division, Minerals Management Service,
12203 Sunrise Valley Drive, Mail Stop 632, Reston, Virginia 22091.
Notification procedure:
A written and signed request addressed to the System Manager is
required from anyone seeking information concerning themselves. See 43
CFR 2.60.
Record access procedures:
Requests for access should be addressed to the System Manager and meet
the requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
meet the content requirement of 43 CFR 2.71.
Record source categories:
Subject individuals, supervisors and standard finance office
references.
INTERIOR/MMS-12
System name: Lessee/Operator Training Files--Interior, MMS-12.
System location:
Inspection and Training Branch, Offshore Inspection and Enforcement
Division, Offshore Minerals Management, Minerals Management Service
(MMS), 381 Elden Street, Herndon, Virginia 22070
Categories of individuals covered by the system:
Personnel who have participated in well control, safety device,
workover and well completion training programs.
Categories of records in the system:
Records of student certification consist of the name, social security
number, job certification, blowout preventor stack qualification, test
score, course type, completion date, school name, school location, and
instructor.
Authority for maintenance of the system:
43 U.S.C. 1332(6).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are for training and certification
pertaining to the structure, management and operation of the drilling
well control, safety device, and workover and well completion/well
control training programs. Disclosure outside the Department of the
Interior may be made: (1) To the U.S. Department of Justice or in a
proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the Government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) to a Congressional
office from the record of an individual in response to an inquiry the
individual has made to the Congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in computerized form.
Retrievability:
Indexed by social security number or MMS identifier.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Determination of the disposition is pending approval of the archivist.
System manager(s) and address:
Chief, Inspection and Training Branch, Offshore Inspection and
Enforcement Division, Offshore Minerals Management, Minerals
Management Service, Mail Stop 647, 381 Elden Street, Herndon, VA 22070
Notification procedure:
A written request addressed to the System Manager stating that the
requester seeks information concerning records pertaining to him/her
is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Training organizations.
INTERIOR/OSMRE-2
System name: Travel Advance File--Interior, OSMRE-2.
System location:
U.S. Department of the Interior, Office of Surface Mining Reclamation
and Enforcement (OSMRE), Division of Financial Management, Building
20, Denver Federal Center, Denver, Colorado 80225.
Categories of individuals covered by the system:
All Office of Surface Mining Reclamation and Enforcement employees who
have outstanding or repaid travel advances.
Categories of records in the system:
File consists of signed forms whereby employees request fund advances
for the purpose of paying travel expenses incurred in the performance
of official government business. An automated computer system lists
all outstanding advances and records repayments whether by offset
against travel vouchers or remittances by checks, money orders, etc.
Authority for maintenance of the system:
5 U.S.C. Secs. 4111(b), 5701-5709, 5721-5733, 5742(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (a) To provide an accounting
record of obligations due to the U.S. Government from employees'
authorized cash advances to defray expenses incurred in official
travel. Payments to the traveler and repayments to the Government are
reflected in this record; (b) to serve as a backup authority to the
entries for travel expenses in the automated Finance system; (c)
computer data are reported to each OSMRE office as part of the
detailed composition of monthly expense reports applicable to charges
made to cost accounts within the Finance system. Only data pertinent
to individual OSMRE offices are available to that office. Disclosures
outside the Department of the Interior may be made: (1) To the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of statute, regulation,
rule, order or license, to appropriate Federal, State, local or
foreign agencies responsible for investing or prosecuting the
violation, or for enforcing or implementing the statute, rule,
regulation, order or license; (3) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (4) to a Federal agency which has
requested information relevant to its hiring or retention of an
employee, or issuance of a security clearance, license, contract,
grant, or other benefit; (5) to Federal, State, or local agencies
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
contract license, grant, or other benefit; (6) to a Federal agency for
the purpose of collecting a debt owed the Federal government through
administrative or salary offset and to other Federal agencies
conducting computer matching programs to help eliminate fraud and
abuse and to detect unauthorized overpayments made to individuals.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Currently, active travel advance requests are maintained in file boxes
by name of traveler; inactive records are maintained in travel folders
by name of traveler; computer printouts are maintained in binders.
Retrievability:
Files are stored alphabetically by name of travelers.
Safeguards:
Files are maintained in a locked room during periods of non-work and
are accessible during working hours only to personnel from the
Division of Financial Management, Office of Surface Mining.
Retention and disposal:
Records retained for 3 years, then destroyed. Disposition is in
accordance with General Records Schedule, FPMR 101-11.4.
System manager(s) and address:
Chief, Division of Financial Management, Office of Surface Mining,
Building 20, Denver Federal Center, Denver, Colorado 80225. Mailing
address: Office of Surface Mining, PO Box 25065, Denver Federal
Center, Denver, Colorado 80225.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required (see 43 CFR 2.60).
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Information for this system originates with the traveler who specifies
the need of a travel advance. The request is concurred in by signature
of a responsible supervisory official. All entries on the file are as
a result of actions taken by the individual to liquidate his/her
travel advance.
INTERIOR/OSMRE-3
System name: Travel Vouchers and Authorizations--Interior,
OSMRE-3.
System location:
U.S. Department of the Interior, Office of Surface Mining, Reclamation
and Enforcement (OSMRE), Division of Financial Management, Building
20, Denver, Federal Center, Denver, Colorado 80225.
Categories of individuals covered by the system:
All persons traveling for or in behalf of OSMRE on official business.
Categories of records in the system:
Voucher file consists of paid travel vouchers which reimburse
travelers for expenses incurred in connection with official travel.
Travel authorization file consists of record copies of authorizations
for travel for which no travel vouchers have been submitted for
payment.
Authority for maintenance of the system:
5 U.S.C. Sec. 5701 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(a) As backup entry data for obligations and disbursements in the
automated Finance system of OSMRE; (b) computer data are reported to
each OSMRE office as part of the detailed composition of monthly
expense reports applicable to charges made to cost accounts within the
Finance system. Only data pertinent to individual OSMRE offices are
available to that office; (c) vouchers are used to determine
allowability of expenses within the law, authorizing payment of travel
expenses. The documents are used to determine which expenses incurred
by the traveler can be paid and are sometimes used to report to other
Federal agencies summarizations of those types of allowable expenses.
Usually, the individual's name is not used in outside reporting but
the data is. Disclosures outside the Department of the Interior may be
made: (1) To the U.S. Department of Justice or in a proceeding before
a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute. Regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) to a congressional
office from the record of an individual in response to an inquiry the
individual has made to the congressional office; (4) to a Federal
agency which has requested information relevant or necessary to its
hiring or retention of an employee, or issuance of a security
clearance, license, contract, grant, or other benefit; (5) to Federal,
State or local agencies where necessary to obtain information relevant
to the hiring or retention of an employee, or the issuance of a
security clearance, contract, license, grant, or other benefit; (6) to
a Federal agency for the purpose of collecting a debt owed the Federal
government through administrative or salary offset and to other
Federal agencies conducting computer matching programs to help
eliminate fraud and abuse and to detect unauthorized overpayments made
to individuals.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in steel filing cabinet in the Division of
Financial Management, Office of Surface Mining.
Retrievability:
Vouchers are filed by travel authorization number. Authorizations are
filed alphabetically by traveler awaiting payment of the travel
voucher. Authorization becomes part of the voucher packet at the time
of payment.
Safeguards:
Files are maintained with safeguards meeting the requirements of 43
CFR 2.51, and are available only to personnel of the Division of
Financial Management, Office of Surface Mining.
Retention and disposal:
Records retained for 3 years, then destroyed. Disposition is in
accordance with General Records Schedule, FPMR 101-11.4.
System manager(s) and address:
Chief, Division of Financial Management, Office of Surface Mining,
Building 20, Denver Federal Center, Denver, Colorado 80225, Mailing
address: Office of Surface Mining, PO Box 25065, Denver Federal
Center, Denver, Colorado 80225.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required (see CFR 2.60).
Record access procedures:
A request for access may be addressed to the 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 should be addressed to the System Manager and
must meet the content requirement of 43 CFR 2.71.
Record source categories:
Information for these files is based on an authorization signed by the
traveler in the form of a request. Travel vouchers are submitted by
the traveler after incurring expenses for official travel and are a
request for payment based on his record of official expenses.
INTERIOR/OSMRE-4
System name: Property Control--Interior, OSMRE-4.
System location:
U.S. Department of the Interior, Office of Surface Mining, Reclamation
and Enforcement (OSMRE), 1100 L Street, NW, Washington, DC 20005, and
its field facilities. Mailing address: Office of Surface Mining, South
Interior Building, Room 10, 1951 Constitution Avenue, NW, Washington,
DC 20240.
Categories of individuals covered by the system:
Employees who have custody or responsibility for OSMRE property.
Categories of records in the system:
Contains information indicating what property, including equipment,
motor vehicle operator's license, keys, motor pool vehicles,
transportation request books, and parking spaces, for which the
employee has custody or responsibility. A list is maintained of
inventory by name as a cross-reference to case numbers. In addition,
all other records directly related to the property control function.
Authority for maintenance of the system:
Federal Property and Administrative Services Act of 1949, as amended,
40 U.S.C. 483(b)(1); 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (a) Identification, assignment,
and control of OSMRE property; (b) assistance in locating carpools.
Disclosures outside of the Department of the Interior may be made: (1)
To the U.S. Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State, or
local or foreign agencies responsible for investigating or prosecuting
the violation, or for enforcing or implementing the statute, rule,
regulation, order or license; (3) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office; (4) to a Federal agency for the
purpose of collecting a debt owed the Federal government through
administrative or salary offset and to other Federal agencies
conducting computer matching programs to help eliminate fraud and
abuse and to detect unauthorized overpayments made to individuals.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders or card indexes, a limited
quantity is stored on computer tape.
Retrievability:
Indexed by employee name or control number.
Safeguards:
Security is provided to meet the requirements of 43 CFR 2.51.
Retention and disposal:
Records maintained as long as property remains with the agency. Upon
completion of the use period, vital records are transferred to the
Official Personnel Folder or Federal Records Center, and all other
records are destroyed.
System manager(s) and address:
Chief, Division of Management Services, Office of Surface Mining, 1100
L Street, NW, Washington, DC 20005. Mailing address: Office of Surface
Mining, South Interior Building, Room 10, 1951 Constitution Ave., NW,
Washington, DC 20240.
Notification procedure:
Contact the System Manager, or with respect to records maintained at
field facilities, the administrative officer of the facility. A
written and signed request stating that the requester seeks
information concerning records pertaining to him is required. See 43
CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager, or with
respect to records maintained at field facilities, the administrative
officer of the facility. The request must be in writing and 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Employees. Property control information required for accountability
purposes.
INTERIOR/OSM-6
System name: Safety Files--Interior, OSM-6.
System location: (1) Office of Surface Mining Reclamation and
Enforcement (OSM), U.S. Department of the Interior, 18th and C Sts.,
NW, Washington, DC 20240. (2) All field facilities of OSM.
Categories of individuals covered by the system: Persons who have had
an accident, injury, illness or fatality or are associated with a
health hazard, radioactive materials, and radiation producing media
in performance of job related duties or while a visitor.
Categories of records in the system: Contains records about accident,
injury, illness, or fatality of an employee in a work related
situation or a visitor. Also, records of initial, re-examination,
annual, and terminal health physical of employees in potentially
hazardous health and radiation situations. In addition, all other
records directly related to employee health and safety.
Authority for maintenance of the system: (1) Occupational Safety and
Health Act of 1970, as amended, 29 U.S.C. 668 and 5 U.S.C. 7902. (2)
Executive Order 11807 (September 28, 1974). (3) Federal Employees
Compensation Act, as amended, 5 U.S.C. 8101, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for managerial review of safety related work
situations, and (b) for authenticating work related accident,
injury, illness, or fatalities for employee compensation purposes.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintenance in manual form in card index and file folders.
Retrievability: Indexed by name or control number of the individual.
Safeguards: Security will be provided to meet the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: Upon completion of work project or employee
separation, health records are transferred to the Official Personnel
Folder. All other records are transferred to Federal Records Centers
upon completion of case processing.
System manager(s) and address: Chief, Division Personnel, Office of
Surface Mining Reclamation and Enforcement, U.S. Department of the
Interior, 18th and C Sts., NW, Washington, DC 20240.
Notification procedure: System Manager, or with respect to records
maintained at field facilities, the safety officer of the facility.
A written and signed request stating that the requester seeks
information concerning records pertaining to him is required. See 43
CFR 2.60.
Record access procedures: A request for access may be addressed to the
System Manager or, with respect to records maintained at field
facilities, the safety officer of the facility. The request must be
in writing and 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individuals involved and physicians.
INTERIOR/OSMRE-7
System name: Personnel Security Files--Interior, OSMRE-7.
System location:
U.S. Department of the Interior, Office of Surface Mining Reclamation
and Enforcement (OSMRE), 1100 L Street, NW, Room 5415L, Washington, DC
20005. Mailing address: 1951 Constitution Ave., NW, Room 5415L,
Washington, DC 20240.
Categories of individuals covered by the system:
OSMRE personnel who have been investigated under E.O. 10450 for
suitability and/or security considerations.
Categories of records in the system:
Contains records concerning employees, including personal data
submitted by the individual, information developed by investigatory
authorities, and records of the requirement, basis, degree and data of
clearances. Contains a security briefing statement signed by the
employee.
Authority for maintenance of the system:
Executive Order 10450, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify OSM personnel who have
security clearances and their degree of clearance. Disclosures outside
the Department of the Interior may be made (1) to a Federal agency
which has requested information relevant or necessary to its hiring or
retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (2) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or issuance of a security
clearance, contract, license, grant or other benefit; (3) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies, responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed by name.
Safeguards:
Maintained in a safe having a three-position dial-type, manipulation
proof, combination lock, in the same manner as defense classified
material.
Retention and disposal:
Maintained in accordance with General Records Schedule 18, Item 23,
Destroyed by fire, shredder, disintegrator or pulverizer.
System manager(s) and address:
Chief, Division of Personnel, Office of Surface Mining Reclamation and
Enforcement, 1100 L Street NW, Room 5415L, Washington, DC 20005.
Mailing address: 1951 Constitution Ave., Room 5415L, Washington, DC
20240.
Notification procedure:
A written and signed request to the System Manager stating that the
requester seeks information concerning record pertaining to him. See
43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the System Manager. The
request must be in writing and signed by the requester. See 43 CFR
2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager. See
43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained and investigations
conducted by Federal, State or local agencies or other pertinent
authorities.
INTERIOR/OSMRE-8
System name: Employment and Financial Interests Statements-
States and other Federal Agencies--Interior, OSMRE-8.
System location:
U.S. Department of the Interior, Office of Surface Mining Reclamation
and Enforcement (OSMRE), 1100 L Street, NW, Room 5415L, Washington, DC
20005. Mailing address: 1951 Constitution Ave., NW, Room 5415L,
Washington, DC 20240.
Categories of individuals covered by the system:
1. The head of each State regulatory authority who is required to file
a financial statement with the Director of the Office of Surface
Mining Reclamation and Enforcement by 30 CFR 705.12; 2. Federal
employees, other than Interior Department employees, who are required
to file a financial interest statement by 30 CFR 706.11(b) and who
file with the Director of the Office of Surface Mining Reclamation and
Enforcement in accordance with 30 CFR 706.15(c); and 3. State
employees, and Federal employees other than Interior Department
employees, whose financial interest statements are referred to the
Department of the Interior in accordance with 30 CFR 705.19(a)(3) or
30 CFR 706.19(c).
Categories of records in the system:
Contains Statements of Employment and Financial Interests forms for
State employees (form OSMRE-23), and for Federal employees (form DI-
212A) and similar forms used by Federal agencies other than the
Department of the Interior. Also contains records of decisions,
analysis of financial holdings, employee statements, pertinent
comments from supervisors, heads of bureaus or offices, and the
Solicitor's Office, and related records needed for processing.
Authority for maintenance of the system:
Sections 201(c) and (f) and 517(g) of Pub. L. 95-87.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to review employee financial
interests and determine employee compliance or non-compliance with the
applicable statute and regulations; (b) to record the fact that the
employee has been made aware of specifically directed legislation or
regulations covering his organization and duties and that he or she is
in compliance with such specific legislation or regulations; and (c)
to provide an adequate system of records for auditors performing
compliance audits. Disclosures outside the Department of the Interior
may be made: (1) To the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, or local agencies responsible for investigating or prosecuting
the violation or, (3) to a Congressional office from the record of an
individual in response to an inquiry made at the request of that
individual, (4) to Federal, State or local agencies where necessary to
obtain information relevant to resolving prohibited financial interest
situations or to litigation which may affect the hiring or retention
of an employee.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders;
Retrievability:
Filed alphabetically by employee name;
Safeguards:
Maintained in locked file cabinet in a locked office.
Retention and disposal:
Records filed with the Department by regulation will be destroyed six
years after receipt unless needed in an ongoing investigation (General
Records Schedule 1, Item 25). Records referred to the Department will
be returned to the referring agency for disposal in accordance with
that agency's disposal policy.
System manager(s) and address:
Chief, Division of Personnel, Office of Surface Mining Reclamation and
Enforcement, 1100 L Street, NW, Room 5415L, Washington, DC 20005.
Mailing address: 1951 Constitution Ave., NW, Room 5415L, Washington,
DC 20240.
Notification procedure:
Inquiries may be addressed to the System Manager as indicated above.
See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager for
information regarding the entire system or for specific information
about a State or Federal office system. 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 System Manager and
must meet the requirements of 43 CFR 2.74.
Record source categories:
Present or past Federal or State employees required to file Employment
and Financial Interests Statements.
INTERIOR/OSMRE-10
System name: Net Worth Determination File--U.S. Department of
the Interior, Office of Surface Mining Reclamation and
Enforcement, OSMRE-10.
System location:
U.S. Department of the Interior, Office of Surface Mining Reclamation
and Enforcement (OSM), Division of Debt Management, 1951 Constitution
Avenue, Room 225, Washington, DC 20240.
Categories of individuals covered by the system:
The categories of individuals covered by the system consist of all
individuals on which OSM has received Net Worth Determinations for the
purpose of evaluating financial worth. These include individuals
associated with corporations which owe civil penalties or abandoned
mine land (AML) reclamation fees or which have uncorrected mining
violations. Also included are individuals who owe civil penalties or
AML fees or who have uncorrected mining violations incurred either as
sole proprietors or as members of partnerships, and individuals
subject to audit of AML reporting requirements. Only records
reflecting personal information are subject to the Privacy Act. The
system also contains records concerning corporations and other
business entities, but these records are not subject to the Privacy
Act.
Categories of records in the system:
The file consists entirely of reports, prepared by private
contractors, which evaluate the financial worth of individuals. An
automated system lists reports ordered and received, the dates ordered
and received, the State where the individual resides, and the company
associated with the individual.
Authority for maintenance of the system:
The authority for maintenance of the system is the Surface Mining
Control and Reclamation Act of 1977, 30 U.S.C. 1201 et seq., and the
Debt Collection Act of 1982, as amended in Pub. L. 97-365.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the Net Worth Determination Reports are to: (1)
Evaluate the collectibility of debts due the Agency; (2) evaluate the
feasibility of alternative enforcement actions; (3) evaluate the
feasibility of performing AML audits against individuals; and (4)
identify and locate individuals responsible for or linked to entities
with debts or uncorrected mining violations.
Disclosures outside the Department of the Interior may be made: (1) To
the Tennessee Valley Authority, other Federal agencies, and the
appropriate State regulatory authorities responsible for implementing
State primacy procedures; (2) to the U.S. Department of Justice or in
a proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the Government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (3)
to a Member of Congress or a Congressional staff member from the
record of an individual in response to an inquiry made at the request
of that individual; (4) to Federal, State, tribal, territorial, or
local agencies that have requested information necessary or relevant
to the hiring, firing, or retention of an employee, or the issuance of
a security clearance, contract, license, grant, or other benefit; (5)
to appropriate Federal, State, tribal, territorial, local, or foreign
agencies responsible for investigating or prosecuting the violation
of, or for enforcing, implementing, or administering a statute, rule,
regulation, program, facility, order, lease, license, contract, grant,
or other agreement; (6) to a Federal, State, tribal, territorial,
local, or foreign agency, or an organization, or an individual when
reasonably necessary to obtain information or assistance relating to
an audit, investigation, trial, hearing, or preparation for a trial or
hearing; (7) to an actual or potential party or his or her attorney
for the purpose of negotiation or discussion on such matters as
settlement of the case or matter, plea bargaining, or informal
discovery proceedings; and (8) to public interest groups as may be
required under the settlement agreement between Save Our Cumberland
Mountains, Inc., et al., and Manuel Lujan, Jr., Secretary, U.S.
Department of the Interior et al., signed January 24, 1990.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file cabinets and indexed on computer
usable media.
Retrievability:
The information is filed and retrievable alphabetically by last name
of individuals.
Safeguards:
Records are maintained in locked file cabinets for manual files,
standard password files on computer and software, and are accessible
only by authorized persons. Manual records are maintained in OSM areas
occupied by OSM personnel during working hours with buildings locked
after work hours.
Retention and disposal:
Data indexed on magnetic media will be retained until it is determined
that the information is no longer needed or required. Manual records
will be retained for a minimun of six years to serve as verification
and backup material. Records are disposed of in accordance with Part
IV--Records Disposition Control System of the Office of Surface Mining
Reclamation and Enforcement, Temporary Directive 88-16.
System manager(s) and address:
Chief, Branch of Civil Penalty Collections, Office of Surface Mining
Reclamation and Enforcement, 1951 Constitution Avenue, Room 225,
Washington, DC 20240.
Notification procedure:
To determine whether information is maintained on you in this system,
write to the System Manager. See 43 CFR 2.60 for the form of request.
Record access procedure:
To see your records, write the System Manager. Describe as
specifically as possible the records sought and mark the request
``Privacy Act Request for Access.'' See 43 CFR 2.63 for the required
content of request.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the content requirement of 43 CFR 2.71. The petition for
amendment must be submitted in writing.
Record source categories:
Records in the system consist of Net Worth Determination Reports
prepared by private contractors.
INTERIOR/OSMRE-11
System name: Collection Management Information System (CMIS)--
Interior, OSMRE-11.
System location:
The Office of Surface Mining Reclamation and Enforcement (OSMRE),
Department of the Interior, Washington, DC 20240, and various OSMRE
Field Offices. For specific identification and addresses of Field
Offices contact the System Manager at the address given below.
Categories of individuals covered by the system:
The system contains related information about individuals and business
entities (companies, corporation, etc.) who are cited as violators of
the Surface Mining Control and Reclamation Act (SMCRA) of 1977. This
information relates to type of violation cited, financial assessments,
and financial resolution.
Categories of records in the system:
(1) Violation information recorded against an entity;
(2) Appeal and abatement schedules; and,
(3) Financial assessment payments and resolution information.
The system contains both detail violation data and entity level
summary data.
Authority for maintenance of the system:
The Surface Mining Control and Reclamation Act of 1977, 30 U.S.C. 1201
et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to: (a) Serve as a tool for OSMRE
to track, maintain and resolve financial debt that has been imposed on
individuals and companies due to acts of violations prescribed by
SMCRA; (b) enable OSMRE to take appropriate action to resolve
outstanding debt which may be uncollectible due to the financial
status of such violators; (c) provide statistics by company, region,
State, and nationwide for management purposes; (d) enable OSMRE and
State Regulatory Authorities to maintain effective enforcement
programs; (e) verify the status of abatement plans, payment plans,
judicial appeals, financial compromises, and bankruptcy status; and,
(f) forward the status and identity of outstanding violators data to
the Applicant Violator System (AVS) which is matched to new permit
requests.
Disclosure outside the Department of the Interior may be made to: (1)
The appropriate State agency responsible for processing permit
applications; (2) private business agencies for determination of net
worth; (3) private collection agencies for collection of outstanding
debt; (4) the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when: (a) The United States, the Department
of the Interior, a component of the Department, or, when represented
by the Government, an employee of the Department is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were litigation and
is compatible with the purpose for which the records were compiled;
(5) a congressional office from the record of an individual in
response to an inquiry the individual has made to the congressional
office; and, (6) a State or applicable regulatory authority official
to verify that an individual/company is or is not currently liable for
debt imposed upon him.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file cabinets and recorded on computer
magnetic media.
Retrievability:
Data is retrievable by numerous combinations of data fields such as
assigned company index number, company name, individual name,
violation number, State, and amounts owed and paid.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized and manual records. Manual records are maintained in
areas occupied by OSMRE and/or contractor personnel during working
hours with buildings locked and/or guarded during nonworking hours.
Retention and disposal:
Data stored on computer usable media will be retained until it is
determined that the data is no longer needed or required. Manual
records will be retained to serve as verification and back-up
material. Automated Data Processing printout records will be disposed
of periodically when superseded. Records are retained and disposed of
in accordance with OSMRE Records Disposition Authority NC1-433-80-1,
Item No. 302-06.
System manager(s) and address:
Chief, Division of Debt Management, Office of Surface Mining
Reclamation and Enforcement, 1951 Constitution Avenue, NW, Washington,
DC 20240.
Notification procedure:
To determine whether information is maintained on you in this system,
write to the System Manager. See 43 CFR 2.60 for form of request.
Record access procedures:
To see your records, write the System Manager. Describe as
specifically as possible the records sought and mark the request
``Privacy Act Request for Access.'' See 43 CFR 2.63 for required
content of request.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager and
must meet the content requirement of 43 CFR 2.71. The petition for
amendment must be submitted in writing.
Record source categories:
(1) OSMRE Regulation Program inpsection files,
(2) Individual, operator, and company financial reports,
(3) Individual or company Net Worth Determination Reports,
(4) Department of the Interior Solicitor files,
(5) OSMRE contractors who prepare and document investigative reports;
and
(6) OSMRE mine site inspection data reports.
INTERIOR/OSMRE-12
System name: Application for Blaster Certification in Federal
Program States and on Indian Lands-Computer Tracking System-
Interior, Office of Surface Mining Reclamation and Enforcement-12.
System location:
Office of Surface Mining Reclamation and Enforcement (OSMRE),
Department of the Interior, Washington, DC 20240 and Field Offices in
Knoxville, Tennessee; Casper, Wyoming; and Albuquerque, New Mexico.
For specific addresses of Field Offices contact the program
coordinator at the address given below.
Categories of individuals covered by the system:
The system contains applicants for certification as blasters in
Federal Program States and on Indian Lands. Each application will be
for one type of blaster certificate or purpose, from the following
categories; issuance, renewal, reissuance, reexamination, replacement,
or reciprocity. The application form will contain information on;
personal data, examination dates, employment history, blasting
experience, education, blaster training, blaster certification
history, law violation history, and personal affirmation of all of the
above information.
Categories of records in the system:
(1) Complete application information submitted by candidate; (2)
Application Status Reports listing; the number received, incomplete,
complete and not scheduled for examination, list of rejected
applications, and list of applicants scheduled for examination; (3)
Report Generation menu, contains; summary report of receipt of
applications, and alphabetic directory of Federal licensed blaster;
(4) Certification Status reports contain; listing of certifications
due to expire, expired certificates and a list of revoked or suspended
certificates; (5) Query processing sub-systems to access information
on candidates by social security number, last name, and print output
of entire application information.
Authority for maintenance of the system:
The Surface Mining Control and Reclamation Act of 1977, 30 U.S.C. 1201
et seq., and sections 30 CFR 750.19, 816.61, 900, 910, 912, 921, 922,
933, 937, 939, 941, 942, and 955.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to: (a) Review an applicant's
background, status, employment history, blasting experience and
violation status; (b) record the fact that the person is in compliance
with specific State and Federal authority and regulations; (c)
maintain adequate control and access of record information, (d) serve
as a tool for OSMRE to grant as blaster certificate for issuance,
renewal, reissuance and reciprocity status, administration and
notification procedure (e) provide an adequate system of records for
the Department, and for compliance within the Department for a Federal
program, (f) enable OSMRE to track appropriate actions when a blasting
violation occurs, or a discrepancy with application information and
the affirmation by the applicant, (g) verify the status of a blaster
when queried by a State or mining company official, and (h) enable
OSMRE as the regulatory authority to effectively monitor its program
requirements.
Disclosure outside the Department of the Interior may be made to: (1)
The appropriate Federal, State, local or foreign agency responsible
for obtaining information relevant to a Federal blaster for
investigating, prosecuting, enforcing or implementing a statute, rule,
regulation, or order when OSMRE becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation; (2) the U.S. Department of Justice or in a proceeding
before a court or adjudicative body when; (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Department is a
party to litigation or anticipated litigation or has an interest in
such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (3)
to a congressional office from the record of an individual in response
to an inquiry the individual has made to the congressional office; (4)
to a State or mining company officials to verify that an individual is
or is not certified blaster under the Federal programs.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in secured file cabinets; and recorded on
computer magnetic media.
Retrievability:
For each field Office, information is filed and retrievable by social
security number and last name alphabetically, or date of entry. For
each Field Office, information is filed alphabetically by applicant,
candidate, or blasters, and consolidated in summary format at the
Knoxville Field Office.
Safeguards:
Maintained in locked file cabinets for manual files, standard password
files on computer and software, and accessible only by those
authorized persons. Manual records are maintained in OSMRE areas
occupied by OSMRE personnel during working hours with buildings locked
off hours.
Retention and disposal:
Data stored on magnetic media will be retained until it is determined
that the information is no longer needed or required. Manual records
will be retained for a minimum of 6 years to serve as verification and
backup material. ADP printout records will be updated and disposed of
periodically, when superseded or recertification of a certified
blaster occurs. Records are disposed of in accordance with items 25
through 30 of General Records Schedule 14.
System manager(s) and address:
Federal Blaster Certification Program Coordinator, Office of Surface
Mining Reclamation and Enforcement, 1951 Constitution Avenue, NW,
Washington, DC 20240.
Notification procedure:
A written request addressed to the appropriate State designated OSMRE
Field Office Director stating that the requestor seeks information
concerning records pertaining to him is required. See 43 CFR 2.60 for
form of request.
Record access procedures:
To review your records, write the State designated OSMRE Field Office
Director. Describe as specifically as possible the records sought and
mark the request ``Privacy Act Request for Access.'' See 43 CFR 2.63
for required content of request.
Contesting record procedures:
A petition for amendment shall be addressed to the designated OSMRE
Field Office Director and meet the content requirement of 43 CFR 2.71.
The petition for amendment must be submitted in writing.
Record source categories:
(1) Application for Blaster Certification in Federal Program States
and on Indian Lands (2) Federal Blaster Examination Test Scores and
Status. (3) State program approved certified blasters records. (4)
State and Federal criminal or law violation records.
INTERIOR/NPS-1
System name: Special Use Permits--Interior, NPS-1.
System location:
Substantially all Regional and Park Offices of the National Park
Service (See Appendix for addresses).
Categories of individuals covered by the system:
Visitors to National Parks who receive special use permits.
Categories of records in the system:
Contains permittees' names, tracts numbers, addresses, terms, and
conditions of permits.
Authority for maintenance of the system:
16 U.S.C. 1 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is for (1) Park management. Disclosures
outside the Department of the Interior may be made: (1) To the United
States Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license, to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation of, or enforcing or
implementing the statute, rule, regulation, order, or license; (3)
from the record of an individual in response to an inquiry from a
Congressional Office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed by tract number or permittee's name.
Safeguards:
Stored in lockable metal file cabinets or unlocked cabinets in secured
rooms or buildings on either United States Government-owned or leased
facilities.
Retention and disposal:
Ordinarily disposed of one year after termination of special use
permit.
System manager(s) and address:
Associate Director, Park Operations, National Park Service, United
States Department of the Interior, Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under ``Records
Location.'' (See 43 CFR 2.60)
Record access procedures:
To see your records, write the Systems Manager or the offices cited
under ``Records Location.'' Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. (See 43 CFR 2.63)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Individual on whom record is maintained.
INTERIOR/NPS-2
System name: Land Acquisition and Relocation Files--Interior,
NPS-2.
System location:
All project offices and Regional land offices of the National Park
Service (See Appendix for addresses).
Categories of individuals covered by the system:
Owners and tenants of land within National Parks.
Categories of records in the system:
Contains property owners' and tenants' names, assigned tract numbers,
addresses, title evidence, appraisals, negotiator's reports, property
plats, all documents relative to acquisition of properties by direct
purchase, donation, or condemnation proceedings, general
correspondence, and relocation claims with supporting documents and
payments.
Authority for maintenance of the system:
16 U.S.C. 1, 44 U.S.C. 3101, and 42 U.S.C. 4651.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is for: (1) Land acquisition and
relocation purposes. Disclosures outside the Department of the
Interior may be made: (1) To authorized title companies and closing
agents for title policies and closings, (2) to the United States
Department of Justice for preliminary and final title opinions and
condemnation proceedings, (3) to the United States Department of
Justice when related to litigation or anticipated litigation, (4) of
information indicating a violation or potential violation of a
statute, regulation, rule, order, or license, to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation, or for enforcing or implementing the
statute, rule, regulation, order, or license, (5) from the record of
an individual in response to an inquiry from a Congressional Office at
the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed by tract and generally cross-indexed alphabetically by
landowner's name.
Safeguards:
Stored in lockable metal file cabinets or unlocked cabinets in secured
rooms or buildings on either United States Government-owned or leased
facilities.
Retention and disposal:
Pertinent land acquisition documents retired to park superintendent's
offices and Land Resources Division, Washington, when land acquisition
matters complete and remainder of file disposed of. Reserved tract
relocation files retained at Regional Lands Offices. Pertinent
relocation documents filed with the National Park Service, Finance
Office and remainder of files disposed of one year after all claims
are processed for payment.
System manager(s) and address:
Chief, Land Resources Division, National Park Service, United States
Department of the Interior, Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the Regional Land Offices cited
under ``Records Location.'' (See 43 CFR 2.60)
Record access procedures:
To see your records, write the Systems Manager or the land acquisition
offices cited under ``Records Location.'' Describe as specifically as
possible the records sought. If copies are desired, indicate the
maximum you are willing to pay. (See 43 CFR 2.63).
Contesting record procedures:
To request corrections or the removal of materials from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Title companies, mapping contractors, contract appraisers, individuals
on whom tract files are maintained.
Systems exempted from certain provisions of the act:
The Privacy Act does not entitle an individual to have access to any
information compiled in reasonable anticipation of a civil action or
proceeding.
INTERIOR/NPS-3
System name: Land Acquisition Management Information System--
Interior, NPS-3.
System location:
Division of Land Resources, National Park Service, United States
Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
Owners of land within National Parks.
Categories of records in the system:
Management and monitoring of active land acquisition projects.
Contains records for each tract acquired, scheduling, and progress
data, landowners' names and addresses, and descriptive data on each
tract.
Authority for maintenance of the system: 16 U.S.C. 1, 44 U.S.C. 3101,
and 42 U.S.C. 4651.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is for: (1) Land acquisition statistics
for the National Park Service personnel, Congressional, or public
information. Disclosure outside the United States Department of the
Interior may be made:(1) To the United States Department of Justice
when related to litigation or anticipated litigation, (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order, or license, to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license, (3) Disclosures from the
record of an individual may be made in response to an inquiry from a
Congressional Office at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computerized.
Retrievability:
Indexed by tract number but retrievable by tract number or landowner's
name.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Maintained until superseded by updated or revised version.
System manager(s) and address:
Chief, Branch of Coordination and Control, Division of Land Resources,
National Park Service, United States Department of the Interior,
Washington, DC 20240.
Notification procedure:
To determine whether records are maintained on you in this system,
write to the Systems Manager. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63).
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Project and Regional Offices.
Systems exempted from certain provisions of the act:
The Privacy Act does not entitle an individual to have access to any
information compiled in reasonable anticipation of a civil action or
proceeding.
INTERIOR/NPS-4
System name: Travel Records--Interior, NPS-4.
System location:
(1) Office of the Chief of Finance, National Park Service, United
States Department of the Interior, Washington, DC 20240, (2) All
Regional Offices of the National Park Service, (3) Input documents
prepared in substantially all facilities of the National Park Service
(See Appendix for Regional and other office addresses).
Categories of individuals covered by the system:
National Park Service employees who travel on official business.
Categories of records in the system:
Traveler's name, address, social security number, organization number,
amounts of travel funds advanced, and/or vouchered, and itinerary.
Authority for maintenance of the system:
5 U.S.C. 5701, et seq., 16 U.S.C. 1, 44 U.S.C. 3101, FPM R 101-7, GAO
Titles 5 and 7.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is for: (1) Travel advance control,
control of GTR's and preparation of travel authorization, and
vouchers. Disclosures outside the Department of the Interior may be
made: (1) To the U. S. Department of Justice or in a proceeding before
a court or adjudicative body when (a) the United States, the
Department of the Interior, a component of the Department, or, when
represented by the government, an employee of the Departmentis a party
to litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled; (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, or license, to appropriate Federal,
State, local, or foreign agencies responsible for investigation or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license; (3) to disclose debtor
information to the IRS, or another Federal agency or its contractor
solely to aggregate information for the IRS, to collect debts owed to
the Federal government through the offset of tax refunds.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on prescribed standard forms.
Retrievability:
Travel advance cards, outstanding GTR's, and intineraries are filed
alphabetically. Travel authorizations and vouchers are filed
numerically, but cross-referenced on the preceding documents.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Travel records are retained in office of origin three years, then sent
to Federal Records Center.
System manager(s) and address:
Chief of Finance, Washington Office et al. (See System Location).
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.71).
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Individual on whom the record is maintained and respective travel
office.
INTERIOR/NPS-5
System name: Retirement Record--Interior, NPS-5.
System location:
Office of the Chief of Finance, National Park Service, United States
Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
Employees and former employees of the National Park Service.
Categories of records in the system:
Name, Federal employment history, and retirement contribution of all
National Park Service employees.
Authority for maintenance of the system:
5 U.S.C. 8301, et seq., 16 U.S.C. 1 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To keep current the employee's
Federal employment history and retirement contribution. Disclosures
outside the Department of the Interior may be made: (1) To the Civil
Service Retirement System, (2) to another Federal agency for the
record of an employee who has transferred to that agency, (3) to the
United States Department of Justice when related to litigation or
anticipated litigation, (4) of information indicating a violation or
potential violation of a statute, regulation, rule, order, or license,
to appropriate Federal, State, local, or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a (b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on SF-2806.
Retrievability:
Filed alphabetically.
Safeguards:
Maintained with safeguards meeting requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
The original SR-2806 is retained until termination of the National
Park Service employment. Upon retirement or upon transfer to a Federal
agency outside Interior, the original SF-2806 is sent to OPM and a
reference copy is kept for five years. Upon transfer within Interior,
the original SF-2806 is sent to the receiving agency and a reference
copy is kept for five years.
System manager(s) and address:
Chief of Finance, National Park Service, United States Department of
the Interior, Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in the system,
write to the Systems Manager. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63).
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Individual on whom the record is maintained, and pay and personnel
records.
INTERIOR/NPS-6
System name: Audiovisual Performances Selection Files--
Interior, NPS-6.
System location: Division of Audiovisual Arts, Harpers Ferry Center,
National Park Service, Harpers Ferry, West Virginia 25425.
Categories of individuals covered by the system: Actors, actresses, and
narrators who have been used in NPS productions.
Categories of records in the system: Voice samples and photographs
Authority for maintenance of the system: 16 U.S.C. 1, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is to evaluate voice and photographic quality and to select
performers and narrators for NPS productions. Disclosures outside
the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on magnetic tape and in a manual photo index file.
Retrievability: Indexed by name of individual.
Safeguards: Maintained in accordance with the requirements of 43 CFR
2.51 for manual records.
Retention and disposal: Destroyed when replaced by more recent tape or
photograph.
System manager(s) and address: Chief, Division of Audiovisual Arts,
Harpers Ferry Center, National Park Service, Harpers Ferry, West
Virginia 25425.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records write the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Individual on whom record is maintained.
INTERIOR/NPS-7
System name: National Park Service Historical Library--Interior,
NPS-7.
System location:
Harpers Ferry Center, National Park Service, Harpers Ferry, West
Virginia 25425.
Categories of individuals covered by the system:
Present and retired employees of the National Park Service and its
Associates.
Categories of records in the system:
Interviews of historical recollections.
Authority for maintenance of the system:
16 U.S.C. 1, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) Historical Research. Disclosures
outside the Department of the Interior may be made: (1) To the United
States Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license, to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license, (3)
Disclosures from the record of an individual may be made in response
to an inquiry from a Congressional Office at the request of that
individual, and (4) Subject to restrictions imposed by the donor (i.e.
the interviewee), disclosure of this material may be made to
historical researchers.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on magnetic tapes or paper documents.
Retrievability:
Indexed by name of person interviewed.
Safeguards:
Maintained in accordance with requirements of 43 CFR 2.51 for manual
and automated records.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief of Historical Library, Harpers Ferry Center, National Park
Service, Harpers Ferry, West Virginia 25425.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63).
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
Individual on whom record is maintained and recollections of others.
INTERIOR/NPS-8
System name: Property and Supplies Accountability--Interior,
NPS-8.
System location:
All National Part Service facilities (See Appendix for addresses).
Categories of individuals covered by the system:
National Park Service employees, contractors, and contract employees.
Categories of records in the system:
Contains the user's name and description of the accountable property
or supply.
Authority for maintenance of the system: 40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To identify the responsible
individual for accountability of property and supplies. Disclosures
outside the Department of the Interior may be made: (1) To the United
States Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation or potential violation of a statute, regulation, rule,
order, or license, to appropriate Federal, State, local, or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order or
license.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a (b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Accountable capitalized property maintained on computer with
subsequent inventory listings furnished to individuals. Inventory
listings and hand receipts for other property and supplies maintained
manually in file folders arranged by individual names.
Retrievability:
Indexed by name of individual.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized and manual records.
Retention and disposal:
Record destroyed when property is returned to stock or when individual
is transferred.
System manager(s) and address:
Chief, Administrative Services Division, National Park Service, United
States Department of the Interior, Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the offices cited under ``Records Location.'' (See 43 CFR
2.60)
Record access procedures:
To see your records, write to the offices cited under ``Records
Location.'' Describe as specifically as possible the records sought.
If copies are desired, indicate the maximum you are willing to pay.
(See 43 CFR 2.63)
Contesting record procedures:
Write the Systems Manager. (See 43 CFR 2.71)
Record source categories:
Individual on whom record is maintained.
INTERIOR/NPS-10
System name: Central Files--Interior, NPS-10.
System location: Mail and Records, Office Services Branch, National
Park Service, U.S. Department of the Interior, Washington, DC.
Categories of individuals covered by the system: Members of Congress,
NPS employees, and private citizens who have corresponded with the
Park Service.
Categories of records in the system: Cross-reference copies of replies
to correspondence received in the Washington Office from individuals
on any given subject.
Authority for maintenance of the system: 16 U.S.C. 1 and 44 U.S.C.
3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is (1) to use a cross-reference in locating original
correspondence, and to determine the action office that replied.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained manually in the folders.
Retrievability: By name of individual.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records. Branch employees service requesters
during duty hours.
Retention and disposal: Records are retired to the Federal Records
Center four years after the close of each two year filing period.
System manager(s) and address: Chief, Branch of Mail and Records (Same
as Location).
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records write the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Individual on whom record is maintained.
INTERIOR/NPS-12
System name: U.S. Park Police Personnel Photograph File--
Interior, NPS-12.
System location: Inspection Branch, United States Park Police
Headquarters, 1100 Ohio Drive, SW, Washington, DC 20242.
Categories of individuals covered by the system: All U.S. Park Police
Officers.
Categories of records in the system: Photograph, name and physical
description of U.S. Park Police Officers.
Authority for maintenance of the system: Pub.L. 80-447, as amended by
Pub.L. 91-383, section 4.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is (1) for management to aid in the investigation of
personnel complaints. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: In a 5 x 8 Cardex File.
Retrievability: By individual name.
Safeguards: Maintained with safeguards meeting requirements of 43 CFR
2.51 for manual records.
Retention and disposal: After an Officer leaves the Park Police his
photograph is properly disposed of.
System manager(s) and address: Chief of Police, United States Park
Police (See Location).
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records, write the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum your are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Personnel files and ID photographs.
INTERIOR/NPS-13
System name: Concessioners--Interior, NPS-13.
System location:
(1) Division of Concessions, National Park Service, United States
Department of the Interior, Washington, DC 20240. (2) All Regional
Offices and area offices with the above functions (See appendix for
addresses).
Categories of individuals covered by the system:
Individuals who are the National Park Service concessioners (System
also contains records on corporations and other business entities
holding concession contracts which are not subject to the Privacy
Act).
Categories of records in the system:
Concessioners' names, addresses, types of services provided.
Authority for maintenance of the system:
16 U.S.C. 20.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To maintain a mailing list of
concessioners for management information.
Disclosures outside the Department of the Interior may be made: (1) To
the United States Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order, or license,
to appropriate Federal, State, local, or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license, (3)
from the record of an individual in response to an inquiry from a
Congressional Office made at the request of that individual, and (4)
to the general public, upon request.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on word processing system on floppy disks; printed listings
maintained in booklet entitled ``National Parks Visitor Facilities and
Services,'' for distribution.
Retrievability:
Indexed by park and concessioners name.
Safeguards:
Maintained with safeguards meeting requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Maintained on current basis; printed listings updated bi-annually.
System manager(s) and address:
Chief, Branch of Contracts, Division of Concessions, National Park
Service, United States Department of the Interior, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write the Systems Manager. (See 43 CFR 2.60)
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71)
Record source categories:
Individual on whom record is maintained.
INTERIOR/NPS-14
System name: Concessioner Financial Statement and Audit Report
Files, Interior, NPS-14.
System location:
(1) Division of Concessions, National Bank Service, United States
Department of the Interior, Washington, DC 20240. (2) All Regional
Offices and area offices with the above functions (See appendix for
addresses).
Categories of individuals covered by the system:
Individuals who are the National Park Service Concessioners (System
also contains records, not subject to the Privacy Act, on corporations
and other business entities holding concession contracts).
Categories of records in the system:
Concessioners names and address, annual financial reports, audit
reports, and related financial data.
Authority for maintenance of the system:
16 U.S.C. 20.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To management for contract
compliance and information. Disclosures outside the Department of the
Interior may be made: (1) To the United States Department of Justice
when related to litigation or anticipated litigation, (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order, or license, to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license, (3) from the record of
an individual in response to an inquiry from a Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a (b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders for most recent five years.
Prior years are stored on microfiche.
Retrievability:
Indexed by park and concessioner's name.
Safeguards:
Maintained with safeguards meeting requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Paper records are destroyed after microfiching. Microfiche is retained
until obsolete and than destroyed.
System manager(s) and address:
Chief, Branch of Financial Management, Division of Concessions,
National Park Service, United States Department of the Interior,
Washington, DC 20240.
Notification procedure:
To determine whether records are maintained on you in this system,
write to the Systems Manager. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63).
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71).
Record source categories:
The National Park Service Concessioners, Office of Inspector General.
INTERIOR/NPS-15
System name: Concessions Management Files--Interior, NPS-15.
System location:
(1) Division of Concessions, National Park Service, United States
Department of the Interior, Washington, DC 20240. (2) All Regional
Offices and area offices with the above functions (See appendix for
addresses).
Categories of individuals covered by the system:
The National Park Service concessioners and prospective concessioners
(The records contained in this system which pertain to individuals
contain principally proprietary information concerning sole
proprietorships. Some of the records in the systems which pertain to
individuals may reflect personal information, however, only the
records reflecting personal information are subject to the Privacy
Act. The system also contains records concerning corporations and
other business entities. These records are not subject to the Privacy
Act.).
Categories of records in the system:
Correspondence and related data concerning award of contracts,
negotiation of contracts, and operations pursuant to contracts.
Authority for maintenance of the system:
16 U.S.C. 20.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To management for contract
compliance and interpretation. Disclosures outside the Department of
the Interior may be made: (1) To the United States Department of
Justice when related to litigation or anticipated litigation, (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order, or license, to appropriate Federal,
State, local, or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order, or license.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on microfiche.
Retrievability:
Indexed by park and concessioner's name.
Retention and disposal:
Paper records are destroyed after microfiching. Microfiche are
retained until obsolete and then destroyed.
Safeguards:
Maintained with safeguards meeting requirements of 43 CFR 2.51 for
computerized records.
System manager(s) and address:
Chief, Branch of Contracts, Division of Concessions (See Location).
Notification procedure:
To determine whether records are maintained on you in this system,
write to the Systems Manager. (See 43 CFR 2.60)
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71)
Record source categories:
Individual on whom record is maintained, park and Regional Offices.
INTERIOR/NPS-17
System name: Employee Financial Irregularities, Interior, NPS-
17.
System location:
Office of the Chief of Finance, National Park Service, United States
Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
Employees and former employees of the National Park Service.
Categories of records in the system:
National Park Service employees or former employees with actual or
claimed employment related financial irregularities.
Authority for maintenance of the system:
16 U.S.C. 1 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) To aid management in seeking
recovery of funds stolen or otherwise misappropriated. Disclosures
outside the Department of the Interior may be made: (1) To the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order, or license, to appropriate Federal, State,
local, or foreign agencies responsible for investigating or
prosecuting the violation, or for enforcing or implementing the
statute, rule, regulation, order, or license; and (3) to disclose
debtor information to the IRS, or another Federal agency or its
contractor, solely to aggregate informaiton for the IRS, to collect
debts owed to the Federal government through the offset of tax
refunds.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on letter memos, memos for record, and
investigation reports conducted by Park Administration, Secretary's
Office, U.S. Secret Service, or FBI.
Retrievability: Cases filed alphabetically.
Safeguards: Maintained with safeguards meeting requirements of 43 CFR
2.51 for manual records.
Retention and disposal:
Case file is maintained 10 years after final disposition.
System manager(s) and address:
Chief of Finance, National Park Service, United States Department of
the Interior, Washington, DC 20240.
Record source categories:
Individual on whom the record is maintained and correspondence from
financial organizations.
Systems exempted from certain provisions of the act:
Under the specific exemption authority provided by 5 U.S.C.
552a(k)(2), the Department of the Interior has adopted a regulation,
43 CFR 2.79(b), which exempts this system from the provisions of 5
U.S.C. 552 a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f), and
the portions of 43 CFR, part 2, subpart D which implement these
provisions. The reasons for adoption of this regulation are set out at
40 FR 37217 (August 26, 1975).
INTERIOR/NPS-18
System name: Collection, Certifying and Disbursing Officers, and
Imprest Fund Cashiers, Interior, NPS-18.
System location:
(1) Office of the Chief of Finance, National Park Service, United
States Department of the Interior, Washington, DC 20240; (2) all
Regional Offices and area offices with the above functions (see
Appendix for addresses).
Categories of individuals covered by the system:
Employees of the National Park Service with the above funds handling
titles.
Categories of records in the system:
Name, address, title, and dates of appointment and cancellation of
same.
Authority for maintenance of the system:
16 U.S.C. 1 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is: (1) The control of funds handling
appointments. Disclosures outside the Department of the Interior may
be made: (1) To the United States Department of Justice when related
to litigation or anticipated litigation, (2) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to apropriate Federal, State, local, or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order, or
license.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on letter memorandums or prescribed standard forms in OPF's
and in responsible office files.
Retrievability:
OPF's are filed alphabetically, and respective office files are in
title sequence.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Standard retention procedure is followed for OPF copies. Individual
office files are maintained for active appointments only.
System manager(s) and address:
Chief of Finance (see System location).
Notification procedure:
To determine whether the records are maintained on you in the system,
write to the Systems Manager. (See 43 CFR 2.60.)
Record access procedures:
To see your records, write the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. (See 43 CFR 2.63.)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71.)
Record source categories:
Individual on whom the record is maintained.
INTERIOR/NPS-19
System name: Law Enforcement Files: Statistical Reporting
System, Incident Card Reference and Related Files--Interior, NPS-
19.
System location:
(1) United States Park Police, 1100 Ohio Drive, SW, Washington, DC
20242. (2) New York Field Office, Bldg. No.275, Floyd Bennet Field,
Brooklyn, NY 11234. (3) San Francisco Field Office, Fort Mason, San
Francisco, CA 94123. (4) National Park areas and Regional Offices (See
Appendix for addresses).
Categories of individuals covered by the system:
Individual complainants in criminal cases, individuals investigated or
arrested for criminal or traffic offenses, or involved in motor
vehicle accidents, or certain types of non-criminal incidents.
Categories of records in the system:
Name of individual, date and case number of incident, report of
incident, and fingerprint information.
Authority for maintenance of the system:
16 U.S.C. 1.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (1) To identify incidents in
which individuals were involved, (2) to retrieve the report for
information for the individual involved, such as accident reports and
reports of found property, (3) to aid National Park Service Law
enforcement officers on a need to know basis, (4) as the basis for
criminal investigations conducted by the United States Park Police,
and commissioned law enforcement employees, and (5) to assist local
and Regional law enforcement agencies working in areas contiguous to
areas under the jurisdiction of the NPS. Disclosures outside the
Department of the Interior may be made: (1) To law enforcement
officers from other agencies in their work on a need to know basis,
(2) to the United States Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or potential violation a statute, regulation, rule, order or
license, to appropriate Federal, State, local, or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order, or
license, (4) to local and Regional law enforcement agencies for the
purpose of inclusion in automated fingerprint data systems.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to consumer reporting agencies as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681 a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual records, magnetic disk, diskette, and computer tapes.
Retrievability: (1) Manually, by name of individual and park, and (2)
automated, by name and incident number.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual and automated records.
Retention and disposal: Records are maintained for various lengths of
time, depending of the seriousness of the incident. Records are
retired to the Federal Records Center or purged, depending on the
nature of the document.
System manager(s) and address: (1) Commander, Information Management
Section, U.S. Park Police, National Park Service, United States
Department of the Interior, Washington, DC 20242. (2) Associate
Director, Park Operations, National Park Service, United States
Department of the Interior, Washington, DC 20240.
Record source categories: Incident information obtained from individual
on whom information is maintained, witnesses, and investigating
officials.
Systems exempted from certain provisions of the act: Under the general
exemption authority provided by 5 U.S.C. 552a(j)(2), the Department
of the Interior has adopted a regulation, 43 CFR 2.79(a), which
exempts this system from all of the provisions of 5 U.S.C. 552a and
the regulations in 43 CFR, part 2, subpart D, except subsections
(b), (c), and (1), and (2), (e)(4)(A) through (F), (e)(6), (7), (9),
(10), and (11), and (i) of 5 U.S.C. 552a and the portions of the
regulations in 43 CFR part 2, subpart D implementing these
subsections. The reasons for adoption of this regulation are set out
at 40 FR 37217 (August 26, 1975).
INTERIOR/NPS-21
System name: Visitor Statistical Survey Forms--Interior, NPS-21.
System location:
Various National Park Service areas within the National Park Service
system (See Appendix for addresses).
Categories of individuals covered by the system:
Visitors to the National Park Service administered areas who have
participated in surveys conducted during their visits to the areas or
via mail, or telephone as a result of their visit.
Categories of records in the system:
Names, some addresses, some telephone numbers, and information
obtained during the surveys on completed questionnaires or by in-
person or telephone interviews, or both. The survey information
includes experiences, ideas, and expressions collected voluntarily
from the visitors on what they think of the area's resources,
facilities, and area programs. The responses are treated
confidentially and are used only to compile statistical information.
Authority for maintenance of the system:
Paperwork Reduction Act of 1980, 44 U.S.C. 3501 et seq., Federal
Records Act of 1950, 44 U.S.C. 2904 and 3102, and 5 CFR part 1320.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records are: (1) To evaluate existing
management programs through statistical analysis of the replies
furnished by the visitors, (2) to develop new thrusts that might be
suggested by the visitors' comments. Disclosures outside the
Department of the Interior may be made: (1) To the United States
Department of Justice when related to litigation or anticipated
litigation, (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license, and (3)
from the record of an individual in response to an inquiry from a
Congressional Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Usually maintained in file folders.
Retrievability:
Sometimes filed alphabetically by name.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
When personal data included, questionnaires and interview sheets are
usually destroyed after aggregation of responses so that individual
identification will no longer be possible. Others are retained until
final completion of the survey and then destroyed.
System manager(s) and address:
Chief, Administrative Services Division, National Park Service, United
States Department of the Interior, Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in the system,
write to the offices cited under ``Records Location.'' (See 43 CFR
2.60).
Record access procedures:
To see your records, write to the offices cited under ``Records
Location.'' Describe as specifically as possible the records sought.
If copies are desired, indicate the maximum you are willing to pay.
(See 43 CFR 2.63)
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. (See 43 CFR 2.71)
Record source categories:
Individual on whom the record is maintained.
INTERIOR/NPS-22
System name: Motor Vehicle Operations Program--Interior, NPS-22.
System location:
National Park Service, Department of the Interior, Washington, DC
20240. All Regional Offices (See Appendix for addresses) of the
National Park Service.
Categories of individuals covered by the system:
National Park Service employees who are assigned United States
Government Motor Vehicle Operator Permits for temporary use.
Categories of records in the system:
Information identifying the employee such as: Name, sex, birth date,
color of hair, color of eyes, height, weight, birthplace, social
security number, accident summary, accident reports, driver's license
number, date issued, date license expires, types of vehicles operated,
corrective lenses, or any other impairments.
Authority for maintenance of the system:
Section 211j of the Federal Property and Administrative Services Act
of 1949, as amended (68 Stat. 1128; 40 U.S.C. 491(j)) and the related
Motor Vehicle Operator Regulations and Standards issued by the Office
of Personnel Management.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are: (1) Authorize a person to operate
a Government vehicle. Disclosures outside the Department of the
Interior may be made: (1) To the United States Department of Justice
when related to litigation or anticipated litigation, (2) of
information indicting a violation or potential violation of a statute,
regulation, rule, order, or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (3) to a Federal agency where necessary
to obtain information relevant to the issuance of an operator's
permit, (4) from the record of an individual responding to an inquiry
from a Congressional Office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
A computer program is maintained with four printouts listing
individual permit holders by card number, organization code,
alphabetical list, and permit date of expiration. These printouts are
accessible by the System Manager.
Retrievability:
Permit information can be retrieved by number of card issued, name, or
organization code of agency.
Safeguards:
Completed forms maintained in official Personnel Folder in locked
cabinets.
Retention and disposal:
Permits are issued for a period of three years, then destroyed.
System manager(s) and address:
(1) Engineering and Safety Services Division, Chief, Branch of Safety,
National Park Service, Washington, DC 20240, for Washington Office
employees; and (2) Administrative Officer, appropriate Regional Office
listed in the Appendix for Regional Office employees.
Notification procedure:
All inquiries should be addressed to System Manager for Washington
Office employees and the appropriate Regional Office for Regional
employees (See 43 CFR 2.60).
Record access procedures:
Requests for access should be addressed as follows: (1) Washington
Office employees should contact the System Manager, (2) Regional
employees should contact the appropriate Administrative Officer at the
location listed in the Appendix (See 43 CFR 2.63).
Contesting record procedures:
Petitions for correction should be addressed as follows: (1)
Washington Office employees should contact the System Manager; (2)
Regional employees should contact the appropriate Administrative
Officer at the location listed in the Appendix (See 43 CFR 2.71).
Record source categories:
Individual, Agency Officials, local, and State authorities.
INTERIOR/FWS-1
System name: Labor Cost Information Records--Interior, FWS-1.
System location: Denver Service Center, U.S. Fish and Wildlife Service,
Department of the Interior, PO Box 25346, Denver Federal Center,
Denver, Colorado 80225.
Categories of individuals covered by the system: All employees of the
U.S. Fish and Wildlife Service.
Categories of records in the system: Contains time and cost data by
organization, by employee.
Authority for maintenance of the system: Budget and Accounting
Procedures Act of 1950, 64 Stat. 832.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to serve as a tool in the financial and manpower
management of service programs. Disclosures outside the Department
of the Interior may be made (1) to the U.S. Department of Justice
when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; and (5) to Federal, State
or local agencies where necessary to obtain information relevant to
the hiring or retention of an employee, or the issuance of a
security clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on microfilm (one microfilm for each biweekly pay
period) with a computer printout produced quarterly and distributed
to managers at field stations, area offices and Regional and
Washington Office divisions and offices.
Retrievability: By organization, by employee.
Safeguards: Maintained in accordance with the provisions of 43 CFR
2.51.
Retention and disposal: Made in accordance with FPMR 101-11.4 dated
August 1, 1974.
System manager(s) and address: Director, Denver Service Center, U.S.
Fish and Wildlife Service, Department of the Interior, PO Box 25346,
DFC, Denver, Colorado 80225.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Time and Attendance Records maintained by
Timekeepers.
INTERIOR-FWS-3
System name: Security File--Interior, FWS-3.
System location: Office of Safety and Security, U.S. Fish and Wildlife
Service, Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system: Occupants of critical-
sensitive and non-critical sensitive positions.
Categories of records in the system: Contains notice of level of
security clearance granted to the individual or notice of favorable
full-field report as well as SF-86 supplied by individual, as
appropriate.
Authority for maintenance of the system: Executive Order 10450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are to (a) document security clearances granted to
individuals, and (b) to document suitability determinations for
federal employment. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a congressional office
made at the request of that individual; (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; and (5) to Federal,
State, or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance
of a security clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File maintained in individual folders.
Retrievability: Folders identified by employee name.
Safeguards: Folders contained in locked cabinet.
Retention and disposal: Destroyed when clearance requirement no longer
exists or when employee separates.
System manager(s) and address: Chief, Office of Safety and Security,
U.S. Fish and Wildlife Service, Department of the Interior,
Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Information supplied by individual and the
Office of Personnel Management.
INTERIOR/FWS-4
System name: Tort Claim Records--Interior, FWS-4.
System location:
(1) Division of Contracting and General Services, U.S. Department of
the Interior, Fish and Wildlife Service Washington, DC 20240; (2)
regional offices of Fish and Wildlife Service. (See Appendix for
regional addresses).
Categories of individuals covered by the system:
Claimants for damages to personal property or personal injury.
Categories of records in the system:
Contains information regarding the individual who is required to
evaluate a claim for damage to personal property or personal injury,
i.e., name, address, insurance company, estimates of repair costs,
accident reports by Government officials, law enforcement officials,
attorneys, hospital and doctors' reports and bills for service,
statements from witnesses.
Authority for maintenance of the system:
Federal Tort Claims Act (28 U.S.C. 2671-2680).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is for evaluation by tort claims
officers, attorneys in the Office of the Solicitor, Department of the
Interior. Disclosures outside the Department of the Interior may be
made (1) to the U.S. Department of Justice when related to litigation
or anticipated litigation; (2) of information indicating a violation
or potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (4) to other Federal agencies to effect salary and
administrative offsets; (5) to provide addresses obtained from the
Internal Revenue Service to debt collection agencies for purposes of
locating a debtor to collect or compromise a Federal claim against the
debtor, or to consumer reporting agencies to prepare a commercial
credit report for use by the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in paper form, in ``Tort Claim files.''
Retrievability:
By name of claimant.
Safeguards:
Maintained in compliance with provisions of 43 CFR 2.51.
Retention and disposal:
Disposed four years after settlement of claim. Record copies held by
Office of the Solicitor, Department of the Interior.
System manager(s) and address:
Chief, Division of Contracting and General Services, U.S. Fish and
Wildife Service, Department of the Interior, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager, with respect to records located in the Washington
office, and to regional directors with respect to records located in
the office for which each is responsible. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the System Manager, with
respect to records located in the Washington office, and to regional
directors, with respect to records located in the office for which
each is responsible. 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual submitting claim; investigative reports, including
statements from witnesses; medical reports.
Systems exempted from certain provisions of the act:
The Privacy Act does not entitle an individual to access to
information compiled in reasonable anticipation of a civil action or
proceeding.
INTERIOR/FWS-5
System name: National Wildlife Refuge Special Use Permits--
Interior, FWS-5.
System location:
Regional offices of the Fish and Wildlife Service, and individual
national wildlife refuges.
Categories of individuals covered by the system:
Applicants for special use permits and cooperative farm agreements on
Service lands.
Categories of records in the system:
Contains the name, address of cooperative/permittees, types of special
uses, period of use, and any special conditions.
Authority for maintenance of the system:
The National Wildlife Refuge System Administration Act of 1966 (16
U.S.C. 688dd-ee). See 50 CFR Parts 29 and 32.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is identification of personnel having
special use permits and cooperative farming agreements on National
Wildlife Refuges. Disclosures outside the Department of the Interior
may be made (1) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (2) of information indicating a
violation or potential violation of a statute, regulation, rule, order
or license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (4) to provide addresses obtained from the Internal
Revenue Service to debt collection agencies for purposes of locating a
debtor to collect or compromise a Federal claim against the debtor, or
to consumer reporting agencies to prepare a commercial credit report
for use by the Department.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on paper in files.
Retrievability:
Indexed by name.
Safeguards:
Records are maintained in accordance with the provisions of 43 CFR
2.51.
Retention and disposal:
Special use permits and cooperative farming agreements are usually
maintained not more than one year following the period of use.
System manager(s) and address:
Chief, Division of Refuge Management, U.S. Fish and Wildlife Service,
Department of the Interior, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors with respect to records located in
regional or field offices. A written, signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the System Manager, with
respect to records located in the Washington office, and to regional
directors with respect to records located in regional or field
offices. 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained..
INTERIOR/FWS-6
System name: Hunting and Fishing Survey Records--Interior, FWS-
6.
System location: Division of Program Plans, Fish and Wildlife Service,
U.S. Department of the Interior, Washington, DC 20240
Categories of individuals covered by the system: Individuals
participating in hunting, fishing and nonconsumptive wildlife
activities, and who voluntarily respond to fishing and hunting
survey questionnaires.
Categories of records in the system: Survey forms and questionnaires
containing information on attitudes, interests, participation in,
expenditures, and statistics regarding the use of fish and wildlife
resources.
Authority for maintenance of the system: Federal Property and
Administrative Services Act of 1949, as amended; the Fish and
Wildlife Act of 1956 (16 U.S.C. 741a-742l); the Federal Aid in
Wildlife and Fish Restoration Acts of 1937 and 1950, as amended, 16
U.S.C. 777-777k, 669-669i.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is the development of statistical analyses to assist State
and Federal governments in managing wildlife resources. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigation or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Indexed by identification number.
Safeguards: Maintained in accordance with the provisions of 43 CFR 2.51.
Retention and disposal: For each survey that uses this system, the
records will be maintained until summary analyses are completed,
after which the names and address will be destroyed.
System manager(s) and address: Chief, Division of Program Plans, Fish
and Wildlife Service, U.S. Department of the Interior, Washington,
DC 20240.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
System Manager. The request must be in writing and be signed by the
requester. The request must meet the content requirementsof 43 CFR
2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/FWS-7
System name: Water Development Project and/or Effluent Discharge
Permit Application Review--Interior, FWS-7.
System location: (1) Division of Ecological Services, Fish and Wildlife
Service, U.S. Department of the Interior, Washington, DC 20240. (2)
All regional, area, and field offices of the Division of Ecological
Services. (See Appendix for addresses.)
Categories of individuals covered by the system: Individuals who apply
for permits from other regulatory agencies including the Corps of
Engineers, and the Environmental Protection Agency. (The records
contained in this system which pertain to individuals contain
principally proprietary information concerning sole proprietorships.
Some of the records in the system which pertain to individuals may
reflect personal information, however. Only the records reflecting
personal information are subject to the Privacy Act. The system also
contains records concerning corporations and other business
entities. These records are not subject to the Privacy Act.)
Categories of records in the system: Contains some public notices or
permit applications from regulatory agencies which give name,
address, and description of work that the applicant is requesting
authorization to perform. In order to adequately evaluate the
proposed project's effect on fish and wildlife resources, additional
project information is at times requested and therefore on file.
Environmental impact statements and environmental assessments on
some proposed projects also are on file.
Authority for maintenance of the system: Fish and Wildlife Coordination
Act, as amended (16 U.S.C. 661-666c; 48 Stat. 401).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to review and comment on permit applications. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on paper in file folders.
Retrievability: Indexed by State, name of applicant, and public notice
number.
Safeguards: Maintain records in accordance with provisions of 43 CFR
2.51.
Retention and disposal: Varies in each location but generally held from
two to five years and then either sent to Records Center or
destroyed.
System manager(s) and address: Chief, Division of Ecological Services,
Fish and Wildlife Service, U.S. Department of the Interior,
Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager, with respect to records
located in the Washington office, and to regional directors, with
respect to records located in regional or field offices. A written,
signed request stating that the requester seeks information
concerning records pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors with respect to records located in
regional or field offices. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Regulatory agency from which permit is
requested, State, and the individual on whom the record is
maintained.
INTERIOR/FWS-8
System name: Fish Disease Inspection Report--Interior, FWS-8.
System location: (1) Division of Fish Hatcheries, Fish and Wildlife
Service, U.S. Department of the Interior, Washington, D.C. 20240.
(2) Regional offices of Fish and Wildlife Services. (See Appendix
for Regional addresses.)
Categories of individuals covered by the system: Commercial trout
farmers who request that their fish be inspected for known fish
diseases. The majority of the commercial trout farmers are business
establishments, however, there may be some private individuals
involved. (The records contained in this system which pertain to
individuals contain principally proprietary information concerning
sole proprietorships. Some of the records in the system which
pertain to individuals may reflect personal information, however.
Only the records reflecting personal information, however. Only the
records reflecting personal information are subject to the Privacy
Act. The system also contains records concerning corporations and
other business entities. These records are not subject to the
Privacy Act.)
Categories of records in the system: Name and address of requester and
information concerning disease.
Authority for maintenance of the system: 18 U.S.C. 42-44, 3054, 3112, 62
Stat. 687, 83 Stat. 281, Fish and Wildlife Act of 1956. 16 U.S.C.
742a-742l; Fish and Wildlife Coordination Act, 16 U.S.C. 661-666c.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of fish
disease inspection records maintained in the system is to certify
the disease status of populations of fish in the case of
transferring, marketing, or distribution control. Disclosures
outside the Department of the Interior may be made (1) to do the
appropriate agency or agencies, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation or potential violation of a statute,
regulation, rule, order or license, whether civil, criminal or
regulatory; or charged with enforcing or implementating the statute,
rule, regulation, order or license violated or potentially violated;
(2) to the U.S. Department of Justice when related to litigation or
anticipated litigation; (3) from the record of an individual in
response to an inquiry from a Congressional office made at the
request of that individual; (4) to Federal, State or local agencies
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on Standard Form 3-226.
Retrievability: Indexed by name.
Safeguards: Records maintained in accordance with the provisions of 43
CFR 2.51.
Retention and disposal: Indefinite.
System manager(s) and address: Chief, Division of Fish Hatcheries, Fish
and Wildlife Service, U.S. Department of the Interior, Washington,
DC 20240
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager, with respect to records
located in the Washington office, and to regional directors with
respect to records located in the office for which each is
responsible. A written, signed request stating that the requester
seeks information concerning records pertaining to him is required.
See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors with respect to records located in
the office for which each is responsible. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual or entity that requests the
inspection.
INTERIOR/FWS-9
System name: Farm Pond Stocking Program--Interior, FWS-9.
System location: Regional offices of the Fish and Wildlife Service and
National Fish Hatcheries.
Categories of individuals covered by the system: Applicants for stocking
private farm ponds with fish.
Categories of records in the system: Name, address, size of pond,
species of fish requested and other information needed to evaluate
application.
Authority for maintenance of the system: Ponds are stocked in
conjunction with the Agricultural Stabilization and Conservation
Programs of the Department of Agriculture. Fish and Wildlife
Coordination Act, 16 U.S.C. 661-666c.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to insure that the stocking policy is maintained and to
keep track of where various species have been stocked. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The records are maintained on 3\1/2\ x 9 inch cards.
Retrievability: Indexed by name.
Safeguards: Records are maintained in accordance with the provisions of
43 CFR 2.51.
Retention and disposal: Destroyed after ten years.
System manager(s) and address: Regional directors (See Appendix for
addresses).
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Managers, with respect to records
located in regional or field offices. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager, with respect to records located in regional or field
offices for which each is responsible. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/FWS-10
System name: National Fish Hatchery Special Use Permits--
Interior, FWS-10.
System location:
Regional offices of Fish and Wildlife Service and National Fish
Hatcheries where records are maintained.
Categories of individuals covered by the system:
Individuals who have made application for special use permits on
National Fish Hatcheries.
Categories of records in the system:
Contains the name and address of permittees, types of special uses,
period of use, and any special conditions.
Authority for maintenance of the system:
16 U.S.C. 460k-3; 16 U.S.C. 664. See 50 CFR 70.71.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to limit and control the use of the
property at the National Fish Hatcheries. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of an
individual in response to an inquiry from a Congressional office made
at the request of that individual, (4) to provide addresses obtained
from the Internal Revenue Service to debt collection agencies for
purposes of locating a debtor to collect or compromise a Federal claim
against the debtor, or to consumer reporting agencies to prepare a
commercial credit report for use by the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on paper in files.
Retrievability:
Indexed by name.
Safeguards:
Records are maintained in accordance with the provisions of 43 CFR
2.51.
Retention and disposal:
Destroyed after one year following period of use.
System manager(s) and address:
Chief, Division of Hatcheries and Fishery Resource Management Fish and
Wildlife Service, U.S. Department of the Interior, Washington, DC
20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors with respect to records located in
the office or facility for which each is responsible. A written,
signed request stating that the requester seeks information concerning
records pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the System Manager, with
respect to records located in the Washington office, and to regional
directors with respect to records located in the office or facility
for which each is responsible. 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the record is maintained.
INTERIOR/FWS-11
System name: Real Property Records--Interior, FWS-11.
System location:
Regional Offices, U.S. Fish and Wildlife Service (see appendix for
addresses).
Categories of individuals covered by the system:
Landowners, tenants and permittees.
Categories of records in the system:
Records consist of individual files, i.e., title file; case file; and
correspondence file. Along with this material is the corresponding
tract appraisal report. The title file contains title evidence,
original instrument of conveyance, copy of acquisition contract, title
curative and closing data, title opinions, survey description and
plat, payment vouchers, and appraisal summary. The case file contains
a copy of the acquisition contract, copy of instrument of conveyance,
closing data, survey description and plat, payment vouchers and
appraisal summary. The correspondence file contains all general
correspondence, negotiator's contacts and all material in connection
with relocation assistance permits or outgrants when appropriate. The
appraisal report consists of the property description, local market
data including comparable sales information, location maps and an
analysis of value.
Authority for maintenance of the system:
Land acquisition and disposal authorities are as follows: Migratory
Bird Conservation Act, as amended (16 U.S.C. 715 et seq.); Migratory
Bird Hunting Stamp Act, as amended (16 U.S.C. 718 et seq.); Fish and
Wildlife Act of 1956, as amended (16 U.S.C. 742a et seq.); Fish and
Wildlife Coordination Act, as amended (16 U.S.C. 661-666c);
Recreational Use of Conservation Areas Act, as amended (16 U.S.C.
460k-460k-4); Colorado River Storage Project Act, as amended (43
U.S.C. 620g); Endangered Species Act of 1973 (16 U.S.C. 1531-1543);
National Wildlife Refuge System Administration Act, as amended (16
U.S.C. 668dd-668ee); Act of May 19, 1948 (Pub.L. 80-547), as amended
(16 U.S.C. 667b-667d); Federal Property and Administrative Services
Act of 1949, as amended (41 U.S.C. 471 et seq.); and the Uniform
Relocation Assistance and Real Property Acquisition Policies Act of
1970 (40 U.S.C. 4601 et seq.).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) transfer of pertinent
documents to authorized title companies or abstractors to obtain title
evidence for closings; (b) transfer of pertinent documents to Regional
Solicitors and the U.S. Department of Justice for title opinions and
condemnation purposes; (c) for use of appraisal information in
negotiations; (d) for permit and outgrant purposes; (e) reporting
lands as excess to the General Services Administration for transfer or
disposal. Disclosures outside the Department of the Interior may be
made (1) to the Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) to a
Member of Congress from the record of an individual in response to an
inquiry made at the request of that individual; (4) to title companies
or abstractors; (5) to the General Services Administration; (6) to
provide addresses obtained from the Internal Revenue Service to debt
collection agencies for purposes of locating a debtor to collect or
compromise a Federal claim against the debtor, or to consumer
reporting agencies to prepare a commercial credit report for use by
the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Title File-in legal size binders. Case and Correspondence Files-in
letter size file folders.
Retrievability:
By name of individual.
Safeguards:
Maintained with safeguards in accordance with 43 CFR 2.51.
Retention and disposal:
Title File-stored as permanent records in GSA records center. Case and
Correspondence Files-maintained until case is closed, then retired to
GSA records center and destroyed after two years.
System manager(s) and address:
Chief, Division of Realty, Fish and Wildlife Service, U.S. Department
of the Interior, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors, with respect to records located in
the offices for which each is responsible. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the System Manager with
respect to records located in the Washington office, and to regional
directors, with respect to records located in the office for which
each is responsible. 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 System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Public records, other governmental contracts, community contacts, and
named individuals..
INTERIOR/FWS-13
System name: North American Breeding Bird Survey--Interior,
FWS-13.
System location: Patuxent Wildlife Research Center, Laurel, Maryland.
Categories of individuals covered by the system: Volunteers from
general public (about 1,500 people).
Categories of records in the system: Birds observed along roadsides at
predetermined locations.
Authority for maintenance of the system: Fish and Wildlife Act of 1956
(16 U.S.C. 742a-7421; 70 Stat. 1119).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is the annual monitoring of migratory bird populations to
determine trends in their abundance. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tapes or disks and 8 x 10 1/2 inch original data
sheets.
Retrievability: By computer or hand sort.
Safeguards: Records maintained in accordance with the provisions of 43
CFR 2.51.
Retention and disposal: None have been disposed of in the nine years of
the survey. They are a historic record of bird abundance.
System manager(s) and address: Director, Migratory Bird and Habitat
Research Laboratory, Patuxent Wildlife Research Center, Laurel
Maryland.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/FWS-14
System name: Great Lakes Commercial Fisheries Catch Records--
Interior, FWS-14.
System location: Great Lakes Fishery Laboratory, Ann Arbor, Michigan.
Categories of individuals covered by the system: Commercial fishermen
operating on any of the Great Lakes. (The records contained in this
system which pertain to individuals contain principally proprietary
information concerning sole proprietorships. Some of the records in
the system which pertain to individuals may reflect personal
information, however. Only the records reflecting personal
information are subject to the Privacy Act. The system also contains
records concerning corporations and other business entities. These
records are not subject to the Privacy Act.)
Categories of records in the system: Complete record of daily fishing
operations including time, location, vessel name, gear used names of
fishermen, and weights and values by weight of fish of each species.
Authority for maintenance of the system: Fish and Wildlife Act of 1956
(16 U.S.C. 742a-7421; 70 Stat. 1119).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to determine population levels of species of fish of
commercial, recreational and esthetic interest and (b) to determine
effects of man's activities on these species. Disclosures outside
the Department of the Interior may be made (1) to the National
Marine Fisheries Service, U.S. Department of Commerce, for economic
evaluations of Great Lakes commercial fisheries and for publication
in its Standard Statistical Digests and related media as provided in
a cooperative agreement, (2) to the Departments of Natural Resources
or Conservation of the States of Illinois, Indiana, Michigan,
Minnesota, New York, Ohio, Pennsylvania and Wisconsin for resource
assessment, effective fishery management, economic and social
considerations, regulatory purposes, and for ongoing biological
research, (3) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (4) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license, and (5) from the record of an individual in
response to an inquiry from a Congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual and Computer: Records kept in storage cabinets, 11 x 17
inch questionnaires, 11 x 14 inch computer printouts, punched cards
and magnetic tape.
Safeguards: Basic record kept as long as required to extract impersonal
data; records are accessed at various times to obtain data for new
analyses. A limited number may be retained (for up to five years) at
a GSA Records Center.
System manager(s) and address: Director, Great Lakes Fisheries
Laboratory.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/FWS-17
System name: Diagnostic-Extension Service Records--Interior,
FWS-17
System location: (1) Eastern Fish Disease Laboratory, R.D. 1, Box 17,
Kearneysville, West Virginia 25430. (2) Fish Farming Experimental
Station, PO Box 860, Stuttgart, Arkansas 72160. (3) National Fish
and Wildlife Health Laboratory, University of Wisconsin, Department
of Veterinary Science, 1655 Linden Drive, Madison, Wisconsin 56703.
(4) Western Fish Disease Laboratory, Bldg. 204, Naval Support
Activity, Seattle, Washington 98115.
Categories of individuals covered by the system: Federal, State
employees involved in fish and wildlife production and fishery
wildlife management, private fish farmers, fish hobbyists.
Categories of records in the system: Results of diagnostic
examinations, related information and recommendations.
Authority for maintenance of the system: Fish and Wildlife Act of 1956
(16 U.S.C. 742a-7421; 70 Stat. 1119), Fish and Wildlife Coordination
Act (16 U.S.C. 661-666c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) internal use for identifying regional and national
fish and wildlife disease patterns, occurrence and importance (b) as
an aid in developing research priorities and (c) for comparison of
pathological agents, disease pathology. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Bound books, forms in file folders.
Retrievability: By accession number.
Safeguards: As prescribed in 43 CFR 2.51.
Retention and disposal: Indefinite.
System manager(s) and address: Appropriate laboratory Director.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individuals, companies, or their
representatives on whom the records are maintained; Federal and
State employees.
INTERIOR/FWS-19
System name: Endangered Species Licensee System--Interior, FWS-
19.
System location:
(1) Division of Law Enforcement, U.S. Fish and Wildlife Service,
Washington, DC 20240;
(2) Regional Offices of the Fish and Wildlife Service (See Appendix
for addresses).
Categories of individuals covered by the system:
Individuals who request a license to import or export fish and/or
wildlife or products thereof. (The records contained in this system
which pertain to individuals contain principally proprietary
information concerning sole proprietorships. Some of the records in
the system which pertain to individuals may reflect personal
information, however. Only the records reflecting personal information
are subject to the Privacy Act. The system also contains records
concerning corporations and other business entities. These records are
not subject to the Privacy Act.)
Categories of records in the system:
Contains name, address, date of birth, height, weight, color of hair
and eyes, business phone number, occupation and social security number
of individual requesting license. Businesses are identified by type,
name and title and phone number of principal officer and State of
incorporation, if applicable.
Authority for maintenance of the system:
Endangered Species Act of 1976 (16 U.S.C. 1538(d); 87 Stat. 884).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify licensees authorized to
import or export fish and/or wildlife or products thereof. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
publication in the Federal Register, as required by law, (4) to
provide addresses obtained from the Internal Revenue Service to debt
collection agencies for purposes of locating a debtor to collect or
compromise a Federal claim against the debtor, or to consumer
reporting agencies to prepare a commercial credit report for use by
the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in folders, and on computer media or printouts.
Retrievability:
Indexed by name.
Safeguards:
Maintained in segregated area secured by a locking device in
accordance with 43 CFR 2.51.
Retention and disposal:
Indefinite.
System manager(s) and address:
Chief, Division of Law Enforcement, U.S. Fish and Wildlife Service,
Washington, DC 20240.
Systems exempted from certain provisions of the act:
Under the specific exemption authority provided by 5 U.S.C.
552a(k)(2), the Department of the Interior has adopted a regulation,
43 CFR 2.79(b) which exempts this System from the provisions of 5
U.S.C. 522a(c)(3) (d), (e)(1), (e)(4) (G), (H) and (I) and (f) and the
portions of 43 CFR part 2, subpart D which implement these provisions.
The reasons for adoption of this regulation are set out at 40 FR 50432
(October 29, 1975).
INTERIOR/FWS-20
System name: Investigative Case File System-Interior, FWS-20.
System location:
(1) Division of Law Enforcement, U.S. Fish and Wildlife Service,
Washington, DC 20240;
(2) Regional Offices of the Fish and Wildlife Service (See Appendix
for addresses).
Categories of individuals covered by the system:
Subjects of investigation relative to violation of fish and wildlife
laws.
Categories of records in the system:
Contains name and address, place and date of birth plus other
available data identifying the subjects of investigation in violation
of the fish and wildlife laws as well as other information incident to
these investigations all of which carry criminal sanctions.
Authority for maintenance of the system:
Assault Act (18 U.S.C. 111), Bald Eagle Act (16 U.S.C. 668-668d),
Black Bass Act (16 U.S.C. 851-856), Lacey Act (18 U.S.C. 42-44),
National Wildlife Refuge System Administration Act (16 U.S.C. 668dd-
668ee), Migratory Bird Hunting Stamp Act (16 U.S.C. 718-718h),
Migratory Bird Treaty Act (16 U.S.C. 703-711), Endangered Species Act
(16 U.S.C. 1531-1543), Marine Mammal Act (16 U.S.C. 1361-1407), Upper
Mississippi Refuge Act (16 U.S.C. 721-731), Bear River Refuge Act (16
U.S.C. 690), Fish and Wildlife Recreation Act (16 U.S.C. 460k-460k-4),
Airborne Hunting Act (16 U.S.C. 742j), and Tariff Classification Act
(19 U.S.C. 1527).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to include all investigative and
enforcement information reported to and investigated by the Division
of Law Enforcement, U.S. Fish and Wildlife Service. Disclosures
outside the Department of the Interior may be made:
(1) To the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulations, order or license, (3) to
provide addresses obtained from the Internal Revenue Service to debt
collection agencies for purposes of locating a debtor to collect or
compromise a Federal claim against the debtor, or to consumer
reporting agencies to prepare a commercial credit report for use by
the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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))).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders and on computer media or printouts.
Retrievability:
Indexed by name.
Safeguards:
Maintained in segregated area secured by a locking device in
accordance with 43 CFR 2.51.
Retention and disposal:
Indefinite.
System manager(s) and address:
Chief, Division of Law Enforcement, U.S. Fish and Wildlife Service,
Washington, DC 20240.
Systems exempted from certain provisions of the act:
Under the general exemption authority provided by 5 U.S.C. 552a(j)(2),
Department of the Interior has adopted a regulation, 43 CFR 2.79(a),
which exempts the system from all of the provisions of 5 U.S.C. 552a
and the regulations in 43 CFR, part 2, subpart D, except subsections
(b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10),
(11) and (i) of 5 U.S.C. 552a and the portions of the regulations in
43 CFR, part 2, subpart D implementing these subsections. The reasons
for adoption of this regulation are set out at 40 FR 37217 (August 26,
1975). Under the specific exemption authority provided by 5 U.S.C.
552a(k), the Department of the Interior has adopted a regulation, 43
CFR 2.79(b), which exempts this system from the provisions of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4) (G), (H), and (I) and (f) and the
portions of 43 CFR, part 2, subpart D which implement these
provisions. The reason for adoption of this regulation are set out at
40 FR 50432 (October 29, 1975).
INTERIOR/FWS-21
System name: Permits System--Interior, FWS-21.
System location:
(1) Division of Law Enforcement, U.S. Fish and Wildlife Service,
Department of the Interior, Washington, DC 20240.
(2) Regional Offices of the Fish and Wildlife Service (See Appendix
for addresses).
(3) Federal Wildlife Permit Office, U.S. Fish and Wildlife Service,
Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
Applicants for permits to conduct certain activities in areas of fish
and wildlife. (The records contained in this system which pertain to
individuals contain principally proprietary information concerning
sole proprietorships. Some of the records in the system which pertain
to individuals may reflect personal information, however. Only the
records reflecting personnal information are subject to the Privacy
Act. The system contains records concerning corporations and other
business entities. These records are not subject to the Privacy Act.)
Categories of records in the system:
Contains the name, address, date of birth, height, weight, color of
hair and eyes, business phone number, occupation and social security
number of persons applying for permit. Business agencies and
institutions are identified by type, name, title and phone number of
principal officer and State of incorporation, if applicable. Contains
information on location of the activity and a briefing of the type of
the proposed activity. May also include the qualifications, education
background and experience of the applicant.
Authority for maintenance of the system:
16 U.S.C. 668a, 16 U.S.C. 1539, 16 U.S.C. 704-711, 16 U.S.C. 1371, 18
U.S.C. 42-44, and 19 U.S.C. 1527.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify holders of permits which
authorize otherwise illegal activity having to do with fish and/or
wildlife. Disclosures outside the Department of the Interior may be
made (1) to the U.S. Department of Justice when related to litigation
or anticipated litigation; (2) of information indicating a violation
or potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies,
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) publication in the Federal Register , as required by law;
(4) To provide addresses obtained from the Internal Revenue Service to
debt collection agencies for purposes of locating a debtor to collect
or compromise a Federal claim against the debtor, or to consumer
reporting agencies to prepare a commercial credit report for use by
the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, and on computer media or printouts.
Retrievability:
Indexed by name.
Safeguards:
Maintained in segregated area secured by a locking device in
accordance with 43 CFR 2.51.
Retention and disposal:
Indefinite.
System manager(s) and address:
Chief, Division of Law Enforcement, or Chief, Wildlife Permit Office,
U.S. Fish and Wildlife Service, Washington, DC 20240.
Systems exempted from certain provisions of the act:
Under the specific exemption authority provided by 5 U.S.C.
552a(k)(2), the Department of the Interior has adopted a regulation,
43 CFR 2.79(b), which exempts the system from the provisions of 5
U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f) and
the portions of 43 CFR, part 2, subpart D which implement these
provisions. The reasons for adoption of this regulation are set out at
40 FR 37217 (August 26, 1975).
INTERIOR/FWS-22
System name: U.S. Deputy Game Warden--Interior, FWS-22.
System location: Regional offices of the Fish and Wildlife Service. (See
Appendix for addresses).
Categories of individuals covered by the system: Applicants for U.S.
Deputy Game Warden Commissions.
Categories of records in the system: Contains the name, address, date
and place of birth, social security number, height, weight, color of
hair and eyes of applicants for U.S. Deputy Game Warden Commissions.
Authority for maintenance of the system: Fish and Wildlife Act of 1956
(16 U.S.C. 742a-742l; 70 Stat. 1119).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are to indentify holders of and applicants for U.S. Deputy
Game Warden commissions. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; and, (5) to Federal,
State or local agencies where necessary to obtain information
relevant to the hiring or retention of an employee, or the issuance
of a security clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name.
Safeguards: Maintained in segregated area secured by a locking device in
accordance with 43 CFR 2.51.
Retention and disposal: Destroyed after commission expires.
System manager(s) and address: Chief, Division of Personnel Management
and Organization, U.S. Fish and Wildlife Service, Room 3455, Main
Interior Building, 18th and C Streets, NW, Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager, with respect to records
located in the Washington office, and to regional directors, with
respect to records located in the office for which each is
responsible. A written signed request stating that the requester
seeks information concerning records pertaining to him is required.
See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to regional directors, with respect to records located
in the office for which each is responsible. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individuals on whom the file is being
maintained.
INTERIOR/FWS-23
System name: Motor Vehicle Permit Log--Interior, FWS-23.
System location: (1) Division of Personnel Management and Organization,
U.S. Fish and Wildlife Service, Washington, DC 20240. (2) Regional
offices (See Appendix for Regional addresses).
Categories of individuals covered by the system: Employees who require
Government Vehicle Operator Permit.
Categories of records in the system: Log reflecting employee name,
driver's license number, duty station location, date of issue of
permit and date permit expires.
Authority for maintenance of the system: Federal Property and
Administrative Service Act of 1949, (40 U.S.C. 471), as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is a ready reference of names of holders of motor vehicle
permits and date when permit must be renewed. Disclosures outside
the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual; (4) to
a Federal agency which has requested information relevant or
necessary to its hiring or retention of an employee, or issuance of
a security clearance, license, contract, grant or other benefit;
and, (5) to Federal, State or local agencies where necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, contract,
license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained as simple log in loose-leaf binder.
Retrievability: Maintained by date and in alphabetical order.
Safeguards: Log maintained as information system for personnel staff
with normal non-security confidential procedures meeting
requirements of 43 CFR 2.51.
Retention and disposal: Maintenance of a log on a continuing basis
consistent with need of the individual to have a current permit.
System manager(s) and address: Chief, Division of Personnel Management
and Organization, U.S. Fish and Wildlife Service, Room 3455, Main
Interior Building, 18th and C Streets, NW, Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager, with respect to records
located in the Washington office, and to regional directors, with
respect to records located in the office for which each is
responsible. A written, signed request stating that the requester
seeks information concerning records pertaining to him is required.
See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager, with respect to records located in the Washington
office, and to Regional directors, with respect to records located
in the office for which each is responsible. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/FWS-25
System name: Contract and Procurement Records--Interior, FWS-25.
System location:
(1) Division of Contracting and General Services, Fish and Wildlife
Service, U.S. Department of the Interior, Washington, DC 20240. (2)
Regional offices of Fish and Wildlife Service. (See Appendix for
regional addresses).
Categories of individuals covered by the system:
Individuals submitting unsolicited proposals or replying to
solicitations for bids. (The records contained in this system which
pertain to individuals contain principally proprietary information
concerning sole proprietorships. Some of the records in the system
which pertain to individuals may reflect personal information,
however. Only the records reflecting personal information are subject
to the Privacy Act. The system also contains records concerning
corporations and other business entities. These records are not
subject to the Privacy Act.)
Categories of records in the system:
Contains information regarding the individual which would be required
to evaluate contract proposals, i.e., name, age, education,
experience, references, and possible other pertinent information.
Authority for maintenance of the system:
Federal Property and Administrative Act of 1949, as amended 40 U.S.C.
741-745; Fish and Wildlife Act of 1956, 16 U.S.C. 742a-7421; 70 Stat.
1119.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is evaluation by contracting officers
and technical representatives of operating (requesting) Division or
Office placing name and address on bidders list for use in sending out
future solicitations. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license; (3) from the record of an individual in
response to an inquiry from a Congressional Office made at the request
of that individual, (4) to provide addresses obtained from the
Internal Revenue Service to debt collection agencies for purposes of
locating a debtor to collect or compromise a Federal claim against the
debtor, or to consumer reporting agencies to prepare a commercial
credit report for use by the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on paper form, in either the ``Bidders Mailing List'' file
or a ``Contract Folder''.
Retrievability:
By name and contract number.
Safeguards:
Records maintained in compliance with provisions of 43 CFR 2.51.
Retention and disposal:
Bidders Mailing List--until individual requests withdrawal or
solicitation returned unanswered. Destroyed immediately. Contract
Files: Four years after closing of file.
System manager(s) and address:
Chief, Division of Contracting and General Services, Fish and Wildlife
Service, U.S. Department of the Interior, Washington, DC 20240, and
regional directors (See Appendix for regional addresses).
Notification procedure:
Inquiries regarding the existence of records should be addressed to
the System Manager, with respect to records located in the Washington
Office, and to regional directors, with respect to records located in
the office for which each is responsible. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager, with
respect to records located in the Washington, Office and to regional
directors, with respect to records located in the office for which
each is responsible. 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 should be addressed to the System Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual submitting proposals for consideration.
INTERIOR/FWS-26
System name: Migratory Bird Population and Harvest Systems--
Interior, FWS-26.
System location: (1) Office of Migratory Bird Management, U.S. Fish and
Wildlife Service, U.S. Department of the Interior, Patuxent Wildlife
Research Center, Laurel, Maryland 20811. (2) Minor portions of the
files comprising the system are found in the Washington Office,
Regional Offices, and field offices of the U.S. Fish and Wildlife
Service; offices of State conservation agencies, and other Federal
and State agencies; universities; national, regional and local
conservation organizations; and individuals who contribute to the
collection of population and harvest information which is eventually
transferred to the Office of Migratory Bird Management, Laurel,
Maryland, for storage.
Categories of individuals covered by the system: The system contains
information on: (1) Persons applying for bird banding permits. (2)
Persons issued bird banding permits. (3) Persons reporting upon
banded birds encountered in the wild. (4) Persons participating in
migratory bird population surveys. (5) Persons submitting harvest
data for migratory game birds taken under hunting regulations. (6)
Unidentified persons observed in the field hunting migratory game
birds.
Categories of records in the system: Application forms for bird banding
permits, including name, address, and related information to
evaluate the application, records and reports on the harvest of
migratory birds, including types of birds, location, related data.
Authority for maintenance of the system: Migratory Bird Treaty Act of
July 3, 1918 (16 U.S.C. 703-711; 40 Stat. 755).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records maintained in the system are (a) data are routinely used by
biologists and/or law enforcement offices of the U.S. Fish and
Wildlife Service, Canadian Wildlife Service, Mexican Department
Fauna Silvestre, and State and Provincial Conservation Agencies to
further understanding, protection, management and utilization of the
North American migratory bird resource; (b) portions of the data
files including name and address listings are used for research
purposes and for guidance, planning and coordination of research on
migratory birds; (c) reports of summarized and analyzed data
originating from banding and surveys are analyzed and published by
the U.S. Fish and Wildlife Service and other cooperating agencies:
Studies containing analyzed migratory bird population and harvest
data also appear in the technical literature involving the records
or the subject matter of the records. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information that may aid investigations or indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual; (4) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit; (5) to Federal, State or local agencies where necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, contract,
license, grant or other benefit; (6) to the Canadian Wildlife
Service, Environmental Management Service, Department of the
Environment, Ottawa, Ontario, Canada K1A OH3 and Mexican Direccion
General Fauna Silvestre, Aquiles Serdan 28-70, Pisa, Mexico 3, DF,
Mexico, as part of cooperative agreements; (7) routinely or upon
request all or portions of the files, including name and address
listings, are supplied to cooperators and researchers in other
Federal, State, and local agencies; members of national, regional or
local conservation organizations, university researchers and private
individuals who establish a bona fide need for the information; (8)
to contributors of band recovery information related to the bander
and banding of the banded bird they reported, likewise, contributors
of survey and harvest information are sometimes supplied with
reports of populations and harvest surveys to which they had
contributed. (Routine uses (1) and (2) apply only to those
individuals in nos. (1) and (2) of the above paragraph `Categories
of individuals covered by the system,' and not to individuals who
supply voluntary information to aid the Service in migratory bird
management and research.)
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records comprising the various files of the system are
maintained on paper forms and correspondence, punched and/or
interpreted cards, magnetic computer tape, computer printouts or
listings, magnetic disc packs, microfilm and microfiche cards.
Summarized information is found in unpublished and published
reports.
Retrievability: The files comprising the system are indexed in various
way depending upon the nature and use of the record. Files may be
arranged by type of survey, species of migratory birds, cooperators,
time periods, geographical areas, and biological characteristics of
the banded, observed, or harvested bird. Most of the files are
oriented to the migratory bird resource and its utilization; the
identity of the individual person is retained only for edit, banding
authority compliance; response, and acknowledgment purposes. In the
banding files the identity of the bander is permanently obtainable
through interpretation of the permit number. Inasmuch as banding and
other surveys of migratory birds and their harvest are based upon
statistical sampling of a larger universe, the identity of
individuals is usually deleted early in the analysis.
Safeguards: Records comprising the system are stored within the fenced
and locked premises of the Patuxent Wildlife Research Center,
Laurel, Maryland. The records themselves are stored within a locked
building and the master computer files are retained in a locked
vault. Only authorized individuals have access to these records.
Magnetic tape files containing records of banded birds are stored
for computer processing at the Washington Computer Center of the
Department of the Interior. Current versions of banding tape files
are stored in a locked, fire and explosion proof vault. Backup
versions are stored in a library that must be entered through two
locked doors. All requests for data, beyond those routinely supplied
to cooperators, are reviewed by the Assistant Chief, Office of
Migratory Bird Management, Laurel, Maryland. Care is taken to insure
that the requesting individual has a legitimate need for the
information and that the information which is supplied is limited to
his specific needs. Furthermore, care is taken to protect the
proprietary rights of researchers to first use of data arising from
their personal banding efforts; persons requesting data generated by
other researchers are instructed to secure clearance for use of the
data with the original bander. Policies regarding the release and
use of bird banding data are developed in consultation with the
Canadian Wildlife Service and other cooperators. Means for
developing improved safeguards for the computer record files at
Laurel, and policies regarding release of data from the files
maintained there is presently under study.
Retention and disposal: Some records are maintained only for a few days
until the data can be transferred to other media, such as computer
tapes or microfilm, for permanent storage. Because of the great
scientific value attached to some of the files, such as those
comprising the North American Bird Banding Program, source documents
of banding are retained indefinitely; this is done to facilitate the
possible correction and edit of those records. In contrast, source
documents for other files are periodically destroyed by recycling.
Computer tabulations are retained for five years or until such time
as they have been updated. A system to catalog computer files is
being developed; this system will insure that obsolete files are
destoryed while insuring the retention of those required for current
or future use.
System manager(s) and address: Chief, Office of Migratory Bird
Management, U.S. Fish and Wildlife Service, Washington, DC 20240.
Notification procedure: An individual desiring to know whether the
system contains information relating to himself may address his
inquiry to the System Manager. An individual seeking information
about the system should provide his complete name and address, and
if possible, indicate the nature of the data file (banding,
population surveys, migratory game bird harvests, etc.) in which he
is most interested.
Record access procedures: Inquiries concerning access to and correction
of records in the system may be directed to the System Manager. The
request must be in writing and be signed by the requester. The
request must meet the content requirements of 42 CFR 2.63.
Contesting record procedures: A petition for amendment shall be
addressed to the System Manager and meet the requirements of 43 CFR
2.71.
Record source categories: The files comprising the Migratory Bird
Populations and Harvest System evolve from several diverse groups of
people. These may be generally categorized as (1) persons applying
for authority to band birds, (2) persons granted authority to band
birds, (3) persons reporting encounters with banded birds, (4)
persons supervising or participating in various population surveys
of migratory birds, (5) persons purchasing migratory bird hunting
stamps, and (6) persons who hunt migratory game birds or otherwise
utilize the migratory game bird resource.
INTERIOR/FWS-27
System name: Correspondence Control System--Interior, FWS-27.
System location: Office of the Director, U.S. Fish and Wildlife
Service, Department of the Interior, 18th and C Streets, NW,
Washington, DC 20240.
Categories of individuals covered by the system: U.S. Senators and
Representatives, Governors of States, members of the public.
Categories of records in the system: Correspondence.
Authority for maintenance of the system: 5 U.S.C. 301, 43 U.S.C. 1467,
44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to provide control for prompt handling of priority
correspondence by the U.S Fish and Wildlife Service. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual form in file folders.
Retrievability: Indexed alphabetically by name of congressman or letter
writer and number assigned to correspondence.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: Copies are destroyed after one year.
System manager(s) and address: Chief, Correspondence Services Office,
U.S. Fish and Wildlife Service, Department of the Interior, 18th and
C Streets, NW, Washington, DC 20240.
Notification procedure: Same as above. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
System Manager. The request must be in writing and be signed by the
requester and must meet the content requirements of 43 CFR 2.63.
Contesting record procedures: A petition for amendment may be addressed
to the System Manager and must meet the requirements of 43 CFR 2.71.
Record source categories: Individual from whom incoming letter was
received.
INTERIOR/FWS-28
System name: Avitrol Authorization Records--Interior, FWS-28.
System location: Wildlife Services Office, U.S. Fish and Wildlife
Service, 11 North Pearl Street, PO Box 150, Albany, New York 12201.
Categories of individuals covered by the system: Aerial applicators of
Avitrol for treating corn to prevent blackbird damage in cornfields.
Categories of records in the system: Contains name, address, home and
business telephone number, type of aircraft, New York State
applicator's registration number and signature of applicant
affirming that he or she has read and understands the Environmental
Protection Agency registration label. The applicant also agrees to
submit to the State Supervisor, Division of Wildlife Services, prior
to treatment, a list of the number and location of fields to be
treated.
Authority for maintenance of the system: Act of March 2, 1931 (46 Stat.
1468, 7 U.S.C. 426-426b; Federal Insecticide, Fungicide and
Rodenticide Act as amended (7 U.S.C. 135-135k); and Migratory Bird
Treaty Act of 1918, as amended (16 U.S.C.) 703-711; 40 Stat. 755.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is for documentation of the qualifications for aerial
applicators of Avitrol-treated grain to prevent blackbird damages
while minimizing the hazard to non-target species of birds.
Disclosures outside the Department of the Interior may be made, (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, and (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on a letter size form.
Retrievability: Indexed by name.
Safeguards: Records are maintained in a standard office filing cabinet
and office is locked when personnel are not present.
Retention and disposal: Made in accordance with FPMR 101-11.4, dated
August 1, 1974.
System manager(s) and address: State Supervisor, U.S. Fish and Wildlife
Service, 11 North Pearl Street, PO Box 150, Albany, New York 12201.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager. A written, signed request
stating that the requestor seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
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 Systems Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/FWS-29
System name: Animal Damage Control Non-Federal Personnel
Records--Interior, FWS-29.
System location:
(1) Division of Wildlife Management, U.S. Fish and Wildlife Service,
Department of the Interior, Washington, DC 20240; (2) regional
offices.
Categories of individuals covered by the system:
State employees, cooperative employees paid by a cooperator, and
private corporation employees (in Idaho). The number of individuals
covered are: State-159, Cooperative-221, Corporation-6 (in Idaho).
Categories of records in the system:
(1) Supervisor's Record or Employees (Non-Federal)--Recruitment forms,
medical forms, security records, life and health insurance forms,
military service records, motor vehicle exam records, education and
skills records, training records, disciplinary and suspension records,
letters of commendation; (2) Payroll Records--Time and attendance
records, State retirement records, social security records, workman's
compensation insurance records, leave records, salary and expense cost
records; (3) Travel Expense and Mileage Report; (4) Animal Damage
Control Records--Hunter and trapper (district field assistant) records
on animals taken, weekly itinerary and report of activity of trappers
and hunters.
Authority for maintenance of the system:
Act of March 2, 1931 (46 Stat. 1468; 7 U.S.C. 426-426(b); Federal
Insecticide, Fungicide and Rodenticide Act as amended (7 U.S.C. 135-
135); and Migratory Bird Treaty Act of 1981, as amended (16 U.S.C.
703-711; 40 Stat. 755).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to (a) serve as a tool for the
State supervisors in the financial and manpower management of Animal
Damage Control programs (b) form the legal basis for the disbursement
of funds and (c) forms basis for preparation of statistical reports.
Disclosures outside the Department of the Interior may be made, (1)
for administrative uses by cooperating Federal, State, county, and
local governmental units, and cooperating private organizations and
associations, (2) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or potential violation of a statute, regulation rule, order
or license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, and (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual, (5) to other Federal agencies to effect salary and
administrative offsets; (6) to provide addresses obtained from the
Internal Revenue Service to debt collection agencies for purposes of
locating a debtor to collect or compromise a Federal claim against the
debtor, or to a consumer reporting agencies to prepare a commercial
credit report for use by the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in folders in files.
Retrievability:
By employee name.
Safeguards:
Records and forms are maintained in a standard office filing cabinet
and office is locked when authorized personnel are not present.
Retention and disposal:
Non-record administrative material disposed 30 days after employment
terminates or in compliance with State regulations on disposal of
payroll records subject to audit.
System manager(s) and address:
Chief, Division of Wildlife Management, U.S. Fish and Wildlife
Service, Department of the Interior, Washington, DC 20240.
Notification procedure:
Inquiries regarding existence of records shall be addressed to the
Chief, Division of Wildlife Management, with respect to records
located in the Washington Office, or to regional directors with
respect to records located in the office for which each is
responsible. A written signed request stating that the requester seeks
information concerning records pertaining to him is required. See 43
CFR 2.60.
Record access procedures:
A written request for access signed by the requester shall be
addressed to the appropriate State Supervisor. The request must meet
the content requirement of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the Systems Manager and
must meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
INTERIOR/FWS-30
System name: Marine Mammals Management, Marking, Tagging and
Reporting Program--Interior, FWS-30.
System location:
1U.S. Fish and Wildlife Service, Marine Mammals Management, 4230
University Drive, Suite 310, Anchorage, Alaska 99508.
Categories of individuals covered by the system:
Alaska Native hunters of polar bear, sea otter, and walrus.
Categories of records in the system:
For polar bear certificate: Name and signature of hunter, signature of
tagger, date, species hide tag number, species skull tag number,
species skull measurement, tagging location, species age class,
species sex, species sex identifiers, statistics on other bears
present, specimens collected, transportation used, days/hours hunted,
date of kill, location of kill.
For sea otter certificate: Name and signature of hunter, signature of
tagger, date, species hide tag number, species skull tag number,
species skull statistics, tagging location, species age class, species
sex, species sex identifiers, specimens collected, days/hours hunted,
date of kill, location of kill.
For walrus certificate: Name and signature of hunter, signature of
tagger, tagging location, date, species tag number, species take type,
date killed or found, location killed or found, species age, species
sex, species tusk circumference, species tusk length, location killed
or found.
Authority for maintenance of the system:
(1) The Marine Mammal Protection Act of 1972 (16 U.S.C. 1379). (2) 50
CFR part 18, section 109.
Purpose(s):
The primary purpose of the records is to monitor the harvest by Alaska
Natives of polar bear, sea otter, and walrus; to collect biological
information; and to help control illegal activities in take, trade,
and transport of marine mammal parts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The records are used by wildlife biologists in the U.S. Fish and
Wildlife Service's Alaska Marine Mammals Management Office and by U.S.
Fish and Wildlife Service law enforcement agents. The primary uses of
the records are (1) to determine accountability of individual hunters
and their actions (i.e. number of animals taken) while harvesting
marine mammals; (2) to identify hunters that are not presenting
harvested specified parts for tagging, and (3) to promote non-wasteful
take. U.S. Fish and Wildlife Service law enforcement agents will use
the information to identify individuals involved in wasteful and
illegal commercialization of marine mammal products.
Disclosures outside the Department of the Interior may be made: (1) To
the U.S. Department of Justice, or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) Of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
tribal, territorial, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) To a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12).Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Maintained in manual and computer database form.
Retrievability:
Indexed by name and harvest certificate.
Safeguards:
In accordance with 43 CFR 2.51, records are maintained in a secured
computer database which can be accessed only by those with knowledge
of the code numbers. Manual forms are maintained in a locked file.
Retention and disposal:
Retention and disposal of subject records is in accordance with the
U.S. Fish and Wildlife Service's Records Disposition Schedule and
standards for electronic records as outlined in 36 CFR part 1228.
System manager(s) and address:
Supervisor, Marine Mammals Management, U.S. Fish and Wildlife Service,
Marine Mammals Management, 4230 University Drive, Suite 310,
Anchorage, Alaska 99508.
Notification procedure:
A request for notification of the existence of records shall be
addressed to the System Manager. The request shall be in writing,
signed by the requester, and comply with the content requirements of
43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the System
Manager. The request shall be in writing, signed by the requester, and
comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record shall be addressed to the System
Manager. The request shall be in writing, signed by the requester, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
(1) Subject individuals on whom the record is maintained, and (2)
contractual employees who serve as village taggers.
INTERIOR/RECLAMATION-1
System name: Occupational Illness, Accidents, and Related
Property Damage--Interior, Reclamation-1.
System location:
Bureau of Reclamation Headquarters Offices, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Reclamation employees, contractors, concessionaires, and public
visitors to Reclamation facilities who have had incidents resulting in
occupational illness or accident and related property damage.
Categories of records in the system:
Reports of occupational illness or accident and related property
damage containing essential details and descriptive narrative of same.
Authority for maintenance of the system:
Executive Order 12196, 3 CFR 145 (1981 Compilation); Occupational
Safety and Health Act of 1970, 29 U.S.C. 651 et seq.; 29 CFR part
1960; 5 U.S.C. 7902; Federal Tort Claims Act, Pub. L. 89-506; Federal
Property and Administrative Services Act of 1949, as amended, 40
U.S.C. 491(j).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to analyze the facts and
circumstances surrounding each incident of occupational illness,
accident, and related property damage for compilation of statistical
data and adjudication of tort and employee claims. Disclosures outside
the Department of the Interior may be made: (1) To the Office of
Workers' Compensation Programs when a Reclamation employee suffers
from an accident or occupational illness; (2) to the Department of
Justice when related to litigation or anticipated litigation; (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (4) from the record of an
individual in response to an inquiry from a congressional office made
at the request of that individual; (5) where relevant or necessary to
the hiring or retention of an employee, or the issuance of a security
clearance, license, contract, grant, or other benefit, information may
be disclosed: (a) To a Federal agency that has requested the
information, or (b) to a Federal, State, or local agency to enable the
Department of the Interior to obtain information from such agency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on computer and in file folders.
Retrievability:
By individual name or social security number (employees only).
Safeguards:
In accordance with requirements of 43 CFR 2.51 for computer and manual
records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Safety Managers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained, supervisors, witnesses,
investigators.
INTERIOR/RECLAMATION-3
System name: Attendance at Meetings--Interior, Reclamation-3.
System location:
Bureau of Reclamation Headquarters Offices, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Reclamation employees who have attended professional society meetings.
Categories of records in the system:
Requests for approval of attendance at meeting (Form 7-1695) and
related correspondence.
Authority for maintenance of the system:
43 U.S.C. 373, 373a, 1457; 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to document employee attendance at
professional society meetings and provide adminstrative overview.
Disclosures outside the Dapartment of the Interior may be made: (1) To
the Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) from
the record of an individual in response to an inquiry from a
congressional office made at the request of that individual; (4) where
relevant or necessary to the hiring or retention of an employee, or
the issuance of a security clearance, license, contract, grant, or
other benefit, information may be disclosed: (a) To a Federal agency
that has requested the information, or (b) to a Federal, State, or
local agency to enable the Department of the Interior to obtain
information from such agency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
By individual name or subject of meeting.
Safeguards:
In accordance with requirements of 43 CFR 2.51 for computer and manual
records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Personnel Officers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Employees and meeting reports.
INTERIOR/RECLAMATION-4
System name: Audiograms (Hearing Test Records)--Interior,
Reclamation-4.
System location:
Bureau of Reclamation Headquarters Offices, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Reclamation employees who work regularly in areas where noise levels
exceed 85dBA and employees requiring baseline exams due to potential
exposure to high noise levels.
Categories of records in the system:
Audiograms prepared and reviewed by trained audiometric technicians
and audiologists.
Authority for maintenance of the system:
Executive Order 12196, Occupational Safety and Health Programs for
Federal Employees, February 26, 1980.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to take appropriate action to
abate noise hazard to employees and to recommend medical referrals for
employees who have acquired hearing impairments as a result of on-the-
job noise exposure. Disclosures outside the Department of the Interior
may be made: (1) To the Department of Justice when related to
litigation or anticipated litigation; (2) of information indicating a
violation or potential violation of a statute, regulation, rule, order
or license to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a congressional office made at the request of that
individual; (4) where relevant or necessary to the hiring or retention
of an employee, or the issuance of a security clearance, license,
contract, grant, or other benefit, information may be disclosed: (a)
To a Federal agency that has requested the information, or (b) to a
Federal, State, or local agency to enable the Department of the
Interior to obtain information from such agency; (5) to the Office of
Workers' Compensation Programs to support or dispute employee claims
for compensation due to hearing loss.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
By individual name.
Safeguards:
In accordance with requirements of 43 CFR 2.51 for computer and manual
records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Safety Managers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Bureau employees. Audiograms prepared by audiometric technicians.
INTERIOR/RECLAMATION-5
System name: Claims--Interior, Reclamation-5.
System location:
Bureau of Reclamation Headquarters Offices, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Individuals who have filed tort, employee, or appropriation act
claims, and claims under the Teton Dam Disaster Assistance Act.
Categories of records in the system:
Records include claims and supporting documents submitted, information
developed during investigations of claims, and final disposition.
Authority for maintenance of the system:
Federal Tort Claims Act, 28 U.S.C. 2671-2680; Military Personnel and
Civilian Employees' Claims Act, 31 U.S.C. 3701, 3721; Public Works for
Water and Power Development and Energy Research Appropriation Act,
1977, Pub. L. 94-355, 90 Stat. 889; Teton Dam Disaster Assistance Act,
Pub. L. 94-400, 90 Stat. 1211; Supplemental Appropriation Act, 1977,
Pub. L. 94-438, 90 Stat. 1415; and annual Energy and Water Development
Appropriation Acts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to establish the facts and
circumstances of each claim, compile statistical data, and evaluate
claims. Disclosures outside the Department of the Interior may be
made: (1) To Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license
to appropriate Federal, State, local, or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3) from
the record of an individual in response to an inquiry from a
congressional office made at the request of that individual; (4) where
relevant or necessary to the hiring or retention of an employee, or
the issuance of a security clearance, license, contract, grant, or
other benefit, information may be disclosed: (a) To a Federal agency
that has requested the information, or (b) to a Federal, State, or
local agency to enable the Department of the Interior to obtain
information from such agency; (5) to the Soil Conservation Service,
Farmers Home Administration, and Agricultural Stabilization and
Conservation Service of the Department of Agriculture; Federal
Emergency Management Agency, Army Corps of Engineers, and Department
of Housing and Urban Development to assure that benefits to claimants
have not been duplicated by the several agencies involved in disaster
programs; (6) to the Department of Treasury (IRS) and State revenue
and taxation departments relative to compensation for loss of salary
or income; (7) to the Small Business Administration, Farmers Home
Administration (USDA), and Department of Housing and Urban Development
regarding loans secured through those agencies; (8) to GSA to document
problems with GSA contract movers which result in claims against
Reclamation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
By claimant's name.
Safeguards:
In accordance with requirements of 43 CFR 2.51 for manual records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Claims Officers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Inquiries regarding the existence of a record(s) should be written to
the System Manager at the appropriate address listed in the appendix.
See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Claimants. Investigations conducted by Reclamation officials and
contractors, officials of the Department of the Interior, and State
and local governments.
INTERIOR/RECLAMATION-7
System name: Concessions--Interior, Reclamation-7.
System location:
Bureau of Reclamation Headquarters Offices, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Individual concessionaires. Records in this system pertaining to
individuals contain principally proprietary information concerning
sole proprietorships, but may also reflect personal information. In
addition, the system maintains records concerning corporations and
other business entities. some of which may contain personal
information. Only the records reflecting personal information are
subject to the Privacy Act.
Categories of records in the system:
Rental or lease agreements with individuals providing services or
concessions at Bureau facilities.
Authority for maintenance of the system:
Reclamation Law of 1902, as amended, 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is administrative control over
concessions operating at Reclamation facilities. Disclosures outside
the Department of the Interior may be made: (1) To State or local
government agencies for taxation purposes; (2) to the Department of
Justice when related to litigation or anticipated litigation; (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (4) from the record of an
individual in response to an inquiry from a congressional office made
at the request of that individual; (5) to non-Federal auditors under
contract with the Departments of Interior or Energy or water user and
other organizations with which the Bureau of Reclamation has written
agreements permitting access to financial records to perform financial
audits.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
By individual name.
Safeguards:
In accordance with requirements of 43 CFR 2.51 for manual records.
Retention and disposal:
The records are maintained for 6 years and 3 months after close of
fiscal year, unless involved in litigation. Disposal is in accordance
with approved retention and disposal schedules.
System manager(s) and address:
Finance Officers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained.
INTERIOR/RECLAMATION-9
System name: Foreign Visitors and Observers--Interior,
Reclamation-9.
System location: General Services Branch, Engineering and Research
Center, Bureau of Reclamation, P.O. Box 25007, Bldg. 67, Denver
Federal Center, Denver, Colorado 80225.
Categories of individuals covered by the system: Citizens who may
accompany foreigners on domestic trips.
Categories of records in the system: Contains name and rank of
traveler.
Authority for maintenance of the system: 43 U.S.C. 373, 373a, 1457, 44
U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is internal administration. Disclosures outside the
Department of the Interior may be made (1) to news media as a
contact; (2) to request or who may need to contact foreign visitors
in case of emergency; (3) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (5) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: On correspondence.
Retrievability: By name.
Safeguards: Stored with safeguards meeting the requirements of 43 CFR
2.51.
Retention and disposal: Records Management Handbook No. 2. In
accordance with approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the office listed under Location above. A
written, signed request stating that the requester seeks information
concerning records pertaining to him is required. See 43 CFR 2.60.
Record access procedures: Same as Notification above. The request must
meet the content requirements of 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/WBR-11
System name: Individual Records of Issue--Interior, Reclamation-
11.
System location:
Bureau of Reclamation Headquarters Office, Engineering and Research
Center, Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, Southwest, Upper Missouri, Lower Missouri.
See appendix for addresses.
Categories of individuals covered by the system:
Reclamation and contract employees.
Categories of records in the system:
Registers and records of Reclamation and contract employees having
assigned Government parking spaces; I.D. cards, and passes; keys
issued; drivers' licenses and driving records.
Authority for maintenance of the system:
40 U.S.C. 471, 486, 491, and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of these records include: Assignment and control of
Government parking spaces, keys issues, and official identification
cards and passes; recording I.D. numbers, drivers license numbers and
expiration dates; facilitating collection of I.D. cards, passes,
parking permits, drivers' licenses, and keys when employees terminated
employment; recommending safe driving awards, administration of the
Bureau's driver license program; and for reporting purposes.
Disclosures outside the Department of the Interior may be made: (1) To
the Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order, or license to
appropriate Federal, State, local, or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, or license; (3)
from the record of an individual in response to an inquiry from a
congressional office made at the request of that individual; (4) to
the National Safety Council for issuance of safe driving awards; (5)
where relevant or necessary to the hiring or retention of an employee,
or the issuance of a security clearance, license, contract, grant, or
other benefit, information may be disclosed: (a) To a Federal agency
that has requested the information, or (b) to a Federal, State, or
local agency to enable the Department of the Interior to obtain
information from such agency; and (6) to a Federal agency for the
purpose of collecting a debt owed the Federal Government through
administrative or salary offset.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual and computer.
Retrievability:
By employee name or number.
Safeguards:
In accordance with requirements of 43 CFR 2.51 for computer and manual
records.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Issuing Officers. Bureau of Reclamation Headquarters Offices,
Engineering and Research Center, Regional Offices: Pacific Northwest,
Mid-Pacific, Lower Colorado, Upper Colorado, Southwest, Upper
Missouri, Lower Missouri. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.60.
Record access procedures:
Same as Notification above. See 43 CFR 2.63.
Contesting record procedures:
Written petitions for amendment should be sent to the System Manager
at the appropriate address listed in the appendix. See 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained, responsible Reclamation
employees, and applicable Reclamation and State Department of Motor
Vehicle records.
INTERIOR/RECLAMATION-12
System name: Inventions and Patents--Interior, Reclamation-12.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) General Services Branch, Bureau of Reclamation, Engineering and
Research Center, PO Box 25007, Bldg. 67, Denver Federal Center,
Denver, Colorado.
Categories of individuals covered by the system: Reclamation employees
who have been granted patents or who are seeking patents.
Categories of records in the system: Contains name, organizational
segment of inventor. Contains brief description of invention.
Authority for maintenance of the system: 5 U.S.C. 3101, 43 U.S.C. 373,
373a, 1457, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to administer internal program for determining
rights of employee to invention and status of securing patent for
invention. Disclosures outside the Department of the Interior may be
made (1) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (2) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license; (3) from the record of an individual in response
to an inquiry from a Congressional office made at the request of
that individual; (4) to a Federal agency which has requested
information relevant or necessary to its hiring or retention of an
employee, or issuance of a security clearance, contract, grant or
other benefit; (5) to Federal, State or local agencies where
necessary to obtain information relevant to the hiring or retention
of an employee, or the issuance of a security clearance, contract,
license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Correspondence.
Retrievability: By name.
Safeguards: Maintained with security meeting requirements of 43 CFR
2.51.
Retention and disposal: Records Management Handbook No. 2. In
accordance with approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under Location (above)
which services the facility at which he is (or was) employed. See 43
CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-13
System name: Irrigation Management Service--Interior,
Reclamation-13.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a, b, g, i) in Appendix.
Categories of individuals covered by the system: Individuals receiving
irrigation waters from Reclamation constructed facilities.
Categories of records in the system: Computer input, storage, and
output concerning water usage.
Authority for maintenance of the system: 43 U.S.C. 371. et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is to assist farmers on Federal Projects in the selection of
the proper amounts and timing of irrigation deliveries. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: On computer media.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for computer and manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-14
System name: Land Exchange--Interior, Reclamation-14.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a,c,g,j), 5(d), 7(a thru k), 8(a
thru h) in Appendix.
Categories of individuals covered by the system: Individual exchange
for Bureau of Reclamation purposes.
Categories of records in the system: General subject of exchange of
certain unpatented or private land by certain qualified applicant's
whose lands have been determined to be insufficient to support a
family. Exchange of land by the Bureau of project purposes.
Authority for maintenance of the system: 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to maintain a history of land exchange and to
protect individual rights. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders by appropriate file codes.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal: Records are disposed of periodically in
accordance with established Bureau schedules. In accordance with
approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Information comes from the individual as well
as the office involved.
INTERIOR/RECLAMATION-15
System name: Land Settlement Entries--Interior, Reclamation-15.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a, c, g, j), 4(f), 5(d), 7(a thru
k), 8(g) in Appendix.
Categories of individuals covered by the system: Individual applicants
who wish to settle on lands on Federal Reclamation Project.
Categories of records in the system: (1) Applications including
information as to character of individual applicant, veteran
preference right, farming experience, assets (financial), health,
appeals, and data concerning homesteading and applicant meeting
requirements. (2) Notice to Land Office that homesteader has
fulfilled requirements. (3) Data with Department of Agriculture as
to applicability for loan.
Authority for maintenance of the system: (1) Section 4, Fact Finders
Act of December 5, 1924 (43 Stat. 702), (2) Section 3, Reclamation
Act of June 17, 1902 (1093-32 Stat. 388 and amendment); (3) Act of
March 1, 1921, (102-41 Stat. 1202), (4) Act of April 7, 1921 (125-42
Stat. 492), (5) Section 44, The Omnibus Adjustment Act (44 Stat.
636), (6) Farm Unit Exchange Act of August 13, 1953 (428-67 Stat.
566).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to administer settler program and to determine if
applicant is qualified to farm unit. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (5) to Federal, State, or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.63.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-16
System name: Litigation--Interior, Reclamation-16.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru j), 4(a thru j), 5(a thru
d), 6(a thru i), 7(a thru k) in Appendix.
Categories of individuals covered by the system: Individuals against
whom Bureau of Reclamation has brought suit or who have brought suit
against the Bureau of Reclamation.
Categories of records in the system: Correspondence and copies of
documents from appropriate legal entities concerning condemnations
of land, environmental suits to prohibit construction activities,
and any information developed concerning any specific litigation.
Authority for maintenance of the system: (1) Section 7, Reclamation Act
of 1902 (32 Stat. 389, 43 U.S.C. 421), (2) Pertinent provisions of
Title 28, U.S.C. (3) Administrative Procedure Act, Chapter 7, Title
5, U.S.C.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) show record of ownership of lands and right-of-way
required for reclamation purposes; (b) for record of final
disposition of case. Disclosures outside the Department of the
Interior may be made (1) to another Federal agency, a State or local
government body having partial or complete jurisdiction over the
claim or related claims; (2) to State or local government agencies
for taxation purposes; (3) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (5) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: in accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
Investigations conducted by Reclamation, offices of the Department
of the Interior, State, and local governments.
Systems exempted from certain provisions of the act: The Privacy Act
does not entitle an individual to access to information compiled in
reasonable anticipation of a civil action or proceeding.
INTERIOR/RECLAMATION-17
System name: Lands--Leases, Sales, Rentals, and Transfers--
Interior, Reclamation-17.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a,c,e,f,g,h,i), 4(a thru i), 5(a
thru d), 6(a thru i), 7(a thru k), 8(a,b,c,g), 9(a,e) in Appendix.
Categories of individuals covered by the system: (1) Individuals who
are applicants to lease, purchase, rent, or transfer lands. (2)
Individuals who are successful applicants.
Categories of records in the system: Notice of Availability of lands
(advertising) requests, contracts, renewals, and other supporting
data concerning the sale, lease, rental, or transfer of Reclamation-
owned lands.
Authority for maintenance of the system: (1) Taylor Grazing Act of June
28, 1934; (2) Uniform Relocation Assistance and Land Acquisition
Policy Act of 1970; (3) Sale of Unproductive Public Land Act of May
16, 1930; (4) Section 4 of the Columbia Basin Project Act of March
10, 1943; (5) Disposal of Small Tracts Act of March 31, 1950; (6)
Federal Property and Administrative Act of 1949 and amendments; (7)
Act of February 2, 1911; (8) Act of May 20, 1920; (9) Reclamation
Project Act of 1939; (10) Act of June 11, 1910.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) make known to interested individuals lands available
for lease, sale, or rental; (b) to administer leases, sales,
rentals, and transfers. Disclosures outside the Department of the
Interior may be made (1) to appropriate Federal agency if it
concerns other than reclamation lands; (2) to various counties for
possessory interest tax; (3) anticipated litigation; (4) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (5) from the record of
an individual in response to an inquiry from a Congressional office
made at request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
County Recorder, Title companies, surveyors, and appraises.
INTERIOR/RECLAMATION-18
System name: Lease of Housing--Interior, Reclamation-18.
System location: Bureau of Reclamation offices numbered
3(a,c,e,f,g,j,l), 5, 6(a thru i), 7(a thru k), 8(a thru h), 9(b,c,e)
in Appendix.
Categories of individuals covered by the system: Individuals who reside
in Reclamation-owned housing.
Categories of records in the system: Miscellaneous requests,
agreements, and pertinent records.
Authority for maintenance of the system: Reclamation Law of 1902, as
amended, 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The Primary uses of the
records are (a) to administer leasing and utilization of housing.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual; (4) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit; (5) to Federal, State or local agencies here necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, contract,
license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Completed file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-19
System name: Mineral Location Entries--Interior, Reclamation-
19.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3, 5(a thru d), 7(a thru k) in
Appendix.
Categories of individuals covered by the system: Individual who has
mineral entry on land Reclamation needs for Reclamation purposes.
Categories of records in the system: Data concerning entry and final
disposition of claim.
Authority for maintenance of the system: Act of April 23, 1932, 47
Stat. 136.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The Primary uses of the
records are (a) to determine disposition of claims. Disclosures
outside the Department of the Interiod may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual; (4) to
a Federal agency which has requested information relevant or
necessary to its hiring or retention of an employee, or issuance of
a security clearance, license, contract, grant or other benefit; (5)
to Federal, State or local agencies where necessary to obtain
information relevant to the hiring or retention of an employee, or
the issuance of a security clearance, contract, license, grant or
other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-20
System name: Movable Property ADP Records--Interior,
Reclamation-20.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru 1), 4(a thru j), 6(a thru
i), 7(a thru k), 8(a thru h), in Appendix.
Categories of individuals covered by the system: Individual employees
who are responsible for movable property.
Categories of records in the system: General file material and ADP
printouts for Property Management.
Authority for maintenance of the system: 40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to identify responsible individuals for
accountability of movable property. disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit; (5) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under Location (above)
servicing the facility at which he is (or was) employed. See 43 CFR
2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-21
System name: Movable Property Individual Responsibility--
Interior, Reclamation-21.
System location: General Services Branch, Engineering and Research
Center, PO Box 25007, Bldg. 67, Denver Federal Center, Denver,
Colorado 80225.
Categories of individuals covered by the system: Division, branch, and
section head personnel, also some secretaries and technicians,
authorized to sign for property.
Categories of records in the system: Contains employee number assigned
to individuals by the Property and Purchasing Branch. Contains a
list of equipment assigned to the individual.
Authority for maintenance of the system: 40 U.S.C. 483(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to account for all property charged to individuals;
(b) to record acquisition-relinquishments and other transactions.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on computer.
Retrievability: By employee number.
Safeguards: Records are stored in metal cabinets.
Retention and disposal: Records are maintained between inventories and
then destroyed. In accordance with approved retention and disposal
schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under Location (above). See
43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained
and the Property and Purchasing Branch.
INTERIOR/RECLAMATION-22
System name: Oil and Gas Applications--Interior, Reclamation-
22.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru i), 5(a thru d), 6(a thru
i), 7(a thru k), 8(a thru h), 9(c) in Appendix.
Categories of individuals covered by the system: Individuals who have
filed for Oil and Gas Leases.
Categories of records in the system: Applications under the mineral
Leasing Act of February 25, 1920, as amended, 30 U.S.C. 181, et seq.
Applications are identified by Bureau of Land Management serial
numbers.
Authority for maintenance of the system: 30 U.S.C. 181, et seq., 44
U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for proof and purpose of applications, and land
status information. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above). See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/RECLAMATION-25
System name: Personal Author Reports--Interior, Reclamation-25.
System location: General Services Branch, Bureau of Reclamation,
Engineering and Research Center, PO Box 25007, Bldg. 67, Denver
Federal Center, Denver, Colorado 80225.
Categories of individuals covered by the system: Individuals writing
technical reports of interest to Reclamation.
Categories of records in the system: Contains name of author and other
biographical information.
Authority for maintenance of the system: 43 U.S.C. 373, 373a, 1457, 44
U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to research technical reports by authors.
Disclosures outside the Department of the Interior may be made to
the general public.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual records.
Retrievability: Indexed by name.
Retention and disposal: Retained indefinitely. In accordance with
approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under Location above. See
43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Document.
INTERIOR/RECLAMATION-26
System name: Photographic Files--Interior, Reclamation-26.
System location: (1) General Services Branch, Bureau of Reclamation,
Engineering and Research Center, PO Box 25007, Bldg. 67, Denver
Federal Center, Denver, Colorado 80225. (2) Reclamation offices
numbered 6 (a thru i) in Appendix.
Categories of individuals covered by the system: Individuals earning
awards or service pins and individuals doing research for reports.
Categories of records in the system: Contains photograph of individuals
by name. Contains name, date, and research number with caption
describing research event.
Authority for maintenance of the system: 43 U.S.C. 373, 373a, 1457.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) in the administration of Bureau award and research
programs. Disclosures outside the Department of the Interior may be
made (1) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (2) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license; (3) from the record of an individual in response
to an inquiry from a Congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on photographic print paper of various sizes.
Retrievability: Indexed by name and number.
Safeguards: Filed in metal file cabinets.
Retention and disposal: Records Management Handbook No. 2. In
accordance with approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under location above. See
43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained
and supervisors.
INTERIOR/RECLAMATION-28
System name: Real Property and Right-of-Way Acquisitions--
Interior, Reclamation-28.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3 (a thru j), 4 (a thru j), 5 (a
thru d), 6 (a thru i), 7 (a thru k), 8 (a thru h), 9 (a,b,e) in
Appendix.
Categories of individuals covered by the system: Individual landowners
from whom Bureau of Reclamation has purchased or condemned land,
exercised reserved right-of-way, or received donation deeds, or from
whom the Bureau is in the process of acquiring land or interests
therein.
Categories of records in the system: Contains records concerning
acquisition of land or right-of-way, including correspondence,
appraisal reports, land descriptions, releases of prior liens,
contracts to purchase, agreements between landowners and
Reclamation, Notice of Exercise of Right-of-Way, payment data,
copies of condemnation actions, and other supporting data required
in specific transactions.
Authority for maintenance of the system: (1) Reclamation Act of 1902,
as amended, and acts supplemental thereto, 43 U.S.C. 371, et seq.,
(2) Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, 42 U.S.C. 4651, et seq., (3) Act of August 30,
1890 (26 Stat. 391), as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to maintain record of ownership of lands and rights-
of-way acquired for Reclamation purposes. Disclosure outside the
Department of the Interior may be made (1) to transfer
administration of the land for transmission of power, recreation,
fish and wildlife activities, and other purposes as required to
another Federal agency, State and local government; (2) to transmit
deeds to local County government to record ownership data; (3) to
furnish copy of deed to appropriate irrigation district operating
the irrigation system to advise right-of-way avialable in operating
the system; (4) to transmit documents to Department of Justice for
title opinion; (5) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (6) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license; (7) from the record of an individual in response
to an inquiry from a Congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Reclamation and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual landowners, County Recorders,
title companies.
Systems exempted from certain provisions of the act: The Privacy Act
does not entitle an individual to access to information prepared in
reasonable anticipation of a civil action or proceeding.
INTERIOR/RECLAMATION-29
System name: Right-of-Way Applications--Interior, Reclamation-
29
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru j), 5(a thru d), 7(a thru
k), 8(a thru h), 9 in Appendix.
Categories of individuals covered by the system: Applicants for right-
of-way may or may not be identified by Bureau of Land Management
serial numbers, Land description, value, and instrument of
ownership.
Categories of records in the system: Applications for right-of-way.
Authority for maintenance of the system: Reclamation Act of 1902, as
amended, and acts supplementary thereto, 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to maintain land status information and proof of
right-of-way permits for legal purposes. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
Information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained
County Recorders, and Title companies.
INTERIOR/BOR-31
System name:
Acreage Limitation--Interior, BOR-31.
System location:
(1) Bureau of Reclamation, Denver Office, PO Box 25007, Denver, CO
80225-0007.
(2) Applicable Regional and Project Offices (addresses are listed in
Part XVI of the appendix).
(3) District offices in which subject individuals submitted
certification and reporting forms (addresses, if not known, may be
obtained from the applicable regional office or the Denver Office).
Categories of individuals covered by the system:
Individuals that directly or indirectly own or lease land that is
subject to the acreage limitation provisions of Reclamation law, and
individuals that operate such land.
Note: Records pertaining to corporate or other commercial entities are
also maintained in the system. Only records pertaining to individuals
are protected by the Privacy Act.
Categories of records in the system:
For owners, lessees, and operators: Names; addresses; and telephone
numbers.
For owners and lessees: Federal Employer's Identification Numbers;
Social Security Numbers; citizenship status; status pursuant to
Reclamation law; legal descriptions or assessor parcel numbers; deeds;
contracts or agreements relative to the transfer of land ownerships,
including excess land sales and pertinent details of such sales;
signature authorization documents; power-of-attorney documents;
irrevocable elections; terms and effective dates of leases; leases;
lease/purchase options; trust agreements; partnership agreements; and
corporate resolutions.
For farm operators: Farm operating agreements; type of services
provided; acreage operated by farm operators; and other pertinent
details.
Authority for maintenance of the system:
Reclamation Act of 1902, as amended and supplemented (43 U.S.C. 371),
especially sections 206, 224(c), 224(g), and 228 of the Reclamation
Reform Act of 1982, (43 U.S.C. 390aa).
Purpose(s):
The primary purpose of the system is to obtain from landowners and
lessees written information on their landholdings that is pertinent to
their compliance with the acreage limitation and full-cost-pricing
provisions of Reclamation law.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The data collected is used by district and Bureau of Reclamation
personnel to determine compliance with Reclamation law.
Disclosures outside the Department of the Interior may be made
pursuant to 43 CFR 2.56 and: (1) To the U.S. Department of Justice or
in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or, when represented by the Government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled; (2) Of information indicating a violation or potential
violation of a statute, regulation, rule, order, lease, license,
contract, grant or other agreement to appropriate Federal, State,
tribal, territorial, local, or foreign agencies responsible for
investigating or prosecuting the violation of, or for enforcing,
implementing, or administering a statute, regulation, rule, order,
lease, license, contract, grant, or other agreement; (3) To a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office; (4) To
non-Federal auditors under contract with the Department of the
Interior to perform audits relating to the acreage limitation program;
(5) To the Internal Revenue Service for the purpose of reporting the
existence of ``illegal Federal irrigation subsidies'' as defined by
Section 90 of the Internal Revenue Code; and (6) To lending
institutions for the purpose of acquiring information needed by the
lender to complete the certification and reporting requirements of the
Reclamation Reform Act of 1982 (43 U.S.C. 390aa) for involuntarily
acquired irrigable or irrigation land.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders and, where automated, on
magnetic media.
Retrievability:
Manual records are retrieved by district and/or landholder name, by
assessor parcel number, by excess land sale number, and/or by acreage
limitation topic (e.g., trusts, farm operators, etc.). Automated
records are retrieved by district identification number, sale number,
landholder name, operator name, Social Security Number (if available),
Federal Employer's Identification Number, telephone number, address,
and/or identifying property characteristics, such as an assessor's
parcel number.
Safeguards:
Records are maintained with safeguards in accordance with requirements
of 43 CFR 2.51 and 2.52 for manual and computer records.
Retention and disposal:
Certification and reporting forms (including verification forms) are
retained for 3 years, at a minimum. The most current fully completed
certification and reporting forms are maintained on file with the most
current verification form, in accordance with 43 CFR 426.10(h). All
other records are retained in compliance with Bureau of Reclamation
retention schedules that have been approved by the National Archives
and Records Administration.
System manager(s) and address:
Unless directed otherwise in this notice, inquiries regarding records
in this system should be addressed to the System Manager, BOR-31, at
the appropriate regional office or at the Denver Office of the Bureau
of Reclamation. See Part XVI. of the appendix for addresses.
Notification procedure:
For inquiries regarding the existence of their own certification and
reporting forms, individuals shall contact the district(s) in which
they have filed forms. For inquiries regarding the existence of other
records in the system, individuals shall contact the System Manager,
BOR-31, at the appropriate office as listed in Part XVI. of the
appendix. Requests for notification of the existence of records shall
be in writing, signed by the requester, and in compliance with the
content requirements of 43 CFR 2.60.
Record access procedures:
For requests for access to their own certification and reporting
forms, individuals shall contact the district(s) in which they have
filed forms. For requests for access to other records in the system,
individuals shall contact the System Manager, BOR-31, at the
appropriate office as listed in Part XVI. of the appendix. Requests
for access to records shall be in writing, signed by the requester,
and in compliance with the content requirements of 43 CFR 2.63.
Contesting record procedures:
For requests for amendment of their own certification and reporting
forms, individuals shall contact the district(s) in which they have
filed forms. For requests for amendment of other records in this
system, individuals shall contact the System Manager, BOR-31, at the
appropriate office as listed in Part XVI. of the appendix. Requests
for amendment of records shall be in writing, signed by the requester,
and in compliance with the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained, certain Federal agencies,
State and local governmental units, and land appraisers.
INTERIOR/RECLAMATION-32
System name: Special Use Applications, Licenses, and Permits--
Interior, Reclamation-32.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru j), 4(a thru j), 5(a thru
d), 6(a thru i), 7(a thru k), 9(a, b, c) in Appendix.
Categories of individuals covered by the system: Individuals who secure
licenses and permits concerning Reclamation owned facilities.
Categories of records in the system: (1) Applications, (2) Licenses,
(3) Permits, (4) Miscellaneous supporting data.
Authority for maintenance of the system: (1) Reclamation Law of 1902,
as amended, and acts supplemental thereto, 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to administer Reclamation-owned lands and
facilities; (b) to allow individuals, firms or other Government
entities to use Reclamation lands for special limited uses.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the requirements of 43
CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/RECLAMATION-33
System name: Speeches--Interior, Reclamation-33.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) General Services Branch, Bureau of Reclamation, Engineering and
Research Center, PO Box 25007, Bldg. 67, Denver Federal Center,
Denver, Colorado 80225. (3) Reclamation offices numbered 3(a thru
l), 5, 6(a thru i), 8(a thru h), 9 in Appendix.
Categories of individuals covered by the system: Bureau of Reclamation
employees.
Categories of records in the system: Copies of speeches delivered by
Bureau employees generally on the subject of Reclamation activities.
Authority for maintenance of the system: 43 U.S.C. 373, 373a, 1457, 44
U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for reference purposes by Public Relations Officer.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copies maintained in file folders.
Retrievability: Classified by subject code and arranged in alphabetical
order by name of individual and office in which employee is
employed.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal: Permanent retention for copies of speeches held
in office speaker is employed. In accordance with approved retention
and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the office listed under Location (above)
servicing the facility at which he is (or was) employed. See 43 CFR
2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/RECLAMATION-34
System name: Thefts Listing--Interior, Reclamation-34.
System location: General Services Branch, Engineering and Research
Center, PO Box 25007, Bldg. 67, Denver Federal Center, Denver,
Colorado 80225.
Categories of individuals covered by the system: Individuals reporting
loss or theft.
Categories of records in the system: Contains name, room number,
telephone extension of person reporting loss of materials through
theft.
Authority for maintenance of the system: 5 U.S.C. 3101, 43 U.S.C. 373,
373a, 1457, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to document reporting of loss or theft. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual.
Retrievability: By name of reporting individual.
Safeguards: In locked desk and locked cabinets.
Retention and disposal: Records Management Handbook No. 2. In
accordance with approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the offices listed under Location above. See
43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-37
System name: Trespass Cases--Interior, Reclamation-37.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru l), 5(a thru d), 7(a thru
k), 9(b, c) in Appendix.
Categories of individuals covered by the system: Individual who
trespasses on Government-owned property.
Categories of records in the system: Contains correspondence re
trespass, interim problems, and final disposition of case.
Authority for maintenance of the system: (1) Reclamation Act of 1902,
as amended, and acts supplementary thereto, 43 U.S.C. 371, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to document final disposition of trespass.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual; (4) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit; (5) to Federal, State or local agencies where necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, contract,
license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Systems exempted from certain provisions of the act: Under the specific
exemption authority provided by 5 U.S.C 552a(k)(2), the Department
of the Interior has adopted a regulation, 43 CFR 2.79(b), which
exempts this system from the provisions of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I) and (f) and the portions of 43 CFR,
part 2, subpart C which implement these provisions. The reasons for
adoption of this regulation are set out at 40 FR 37217 (August 26,
1975).
INTERIOR/RECLAMATION-38
System name: Water Right Applications--Interior, Reclamation-
38.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a, c, g, h, j), 4(a thru j),
5(d), 7(a thru k), 9(c) in Appendix.
Categories of individuals covered by the system: Individual
homesteaders who are eligible to receive water right certificates.
Categories of records in the system: Individual water right
applications and supporting papers.
Authority for maintenance of the system: (1) Reclamation Act of 1902,
as amended, and acts supplementary thereto, 43 U.S.C. 371, et seq.
(2) Act of August 9, 1912 (37 Stat. 265), and any acts amendatory or
supplementary thereto.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for administration and negotiation of water right
applications with individual landowners; (b) to entitle purchaser of
water right certificate to final water right certificate upon
completion of statutory requirements. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (2) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation; Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom the record is maintained.
INTERIOR/RECLAMATION-39
System name: Water Rights Acquisition--Interior, Reclamation-
39.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, D.C.
20240. (2) Reclamation offices numbered 3(a,c,g,h,i) 4(a thru j),
6(a thru i), 7(a thru k) in Appendix.
Categories of individuals covered by the system: Material pertaining to
acquisition by the Bureau, by purchase or donation, etc., of water
rights by others.
Categories of records in the system: Individual water service and
agreements on diversion of water, along with related correspondence.
Authority for maintenance of the system: Reclamation Act of 1902,
Section 8, 43 U.S.C. 372, 383.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for administration and negotiation of individual
water service and agreements on division of water. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual form in file folders.
Retrievability: Indexed by name of individual or landowner.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: None--no official schedule. In accordance with
approved retention and disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual landowners.
INTERIOR/RECLAMATION-40
System name: Water Sales and Delivery Contracts--Interior,
Reclamation-40.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a, c, g, j), 4(a thru j), 5(a
thru d), 6(a thru i), 7(a thru k), 8(a thru h), 9(c) in Appendix.
Categories of individuals covered by the system: Individuals who
purchase excess water, water from unassigned reservoir space for
irrigation or domestic use.
Categories of records in the system: Requests for water, contracts for
individuals to receive water and pertinent correspondence.
Authority for maintenance of the system: (1) The Reclamation Project
Act of June 17, 1902 (Ch. 1093, 32 Stat. 388), and acts amendatory
thereof and supplementary thereto, particularly the Reclamation
Project Act of August 4, 1939 (Ch. 418, 53 Stat. 1187). (2)
Reclamation Extension Act of August 13, 1914. (3) The Omnibus
Adjustment Act of May 25, 1926. (4) Section 2 of the Rivers and
Harbors Act of August 26, 1937 (Ch. 832, 50 Stat. 844). (5)
Reclamation Project Act of 1939, (6) Flood Control Act of 1944,
Section 8.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) administration and negotiation of water sales
contracts with individual landowner; (b) to sell water from Corps of
Engineers dam and reservoir project. Disclosures outside the
Department of the Interior may be made to State of California Water
Resources Control Board for settlement of water rights; (1) to the
U.S. Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/RECLAMATION-41
System name: Permits--Interior, Reclamation-41.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3(a thru j), 5(a thru d), 6(a thru
i), 7(a thru k) in Appendix.
Categories of individuals covered by the system: (1) Individual who
permits Reclamation employees to enter on his land. (2) Individual
with permits to enter Bureau land or facilities.
Categories of records in the system: Written permission to enter
private lands or Reclamation lands and facilities; permission to
erect and maintain structures.
Authority for maintenance of the system: (1) Reclamation Project Act of
June 17, 1902, as amended, and supplemental laws, 43 U.S.C. 371, et
seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) To allow Reclamation
employees to perform required work on private lands. (2) To allow
individuals to erect and maintain structures, on Bureau facilities
or land. (3) Land status information, proof of permit and legal
applications. (4) Transfer to U.S. Department of Justice in event of
litigation involving the records or the subject matter of the
records. (5) Transfer, in the event there is indicated a violation
or potential violation of a statute, regulation, rule, order or
license, whether civil, criminal, or regulatory in nature, to the
appropriate agency or agencies, whether Federal, State, local or
foreign, charged with the responsibility of investigation or
prosecuting such violation or charged with enforcing or implementing
the statute, rule, regulation, order or license violated or
potentially violated.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained and
County Recorders.
INTERIOR/RECLAMATION-42
System name: Recordable Contracts--Interior, Reclamation-42.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) Reclamation offices numbered 3 (c, g), 4 (a thru j), 7 (a thru
e), 8 (a thru h), 9 (c, d) in Appendix.
Categories of individuals covered by the system: Individual landowner
who wishes to receive irrigation water from a Reclamation project.
Categories of records in the system: Appraisal and reappraisal
documents; contracts agreeing to sell land at appraisal price;
miscellaneous correspondence and data supporting appraisals and
reappraisals.
Authority for maintenance of the system: (1) Interior Appropriation Act
for 1927-277, 44 Stat. 453; (2) Omnibus Adjustment Act, Sec. 46, 44
Stat. 636; (3) Columbia Basin Poject Act; Sec. 2, 14, 57 Stat. 14;
1048, 64 Stat. 1037; 1060, 64 Stat. 1074; (4) Water Delivery After
Death of Spouse; Pub. L. 86-685, 74 Stat. 732; (5) Reclamation Act
of 1902 and amendments; (6) Water Conservation and Utilization Act
of October 14, 1940-54 Stat. 1119; (7) Small Reclamation Project
Act; (8) Act of August 9, 1912; and (9) Act of July 11, 1956.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to determine value of excess land without reference
to proposed construction of irrigation works; (b) to determine
eligibility of land to receive water; (c) to establish eligibility
of landowner to receive federally-financed project water.
Disclosures outside the Department of the Interior may be made (1)
to various counties for recording of agreement pertaining to sale of
excess lands; (2) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (3) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license; (4) from the record of an individual in response
to an inquiry from a Congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed in Appendix A.
Record access procedures: Same as Notification above.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/RECLAMATION-43
System name: Real Estate Comparable Sales Data Storage--
Interior, WPRS-43.
System location: This system of records is located only in the Regional
Headquarters of the Mid-Pacific Region, 2800 Cottage Way,
Sacramento, California 95825. See United States Directory of Federal
Regional Structure, May 8, 1979.
Categories of individuals covered by the system: Individuals who own or
lease property adjacent to or within the vicinity of property owned
or leased by the Water and Power Resources Service (WPRS).
Categories of records in the system: Records contain data on the
physical and nonphysical characteristics of properties having
transferred ownership within the vicinity of Federal reclamation
projects. Ownership transfers are defined herein as a transfer by
deed, agreements to sell or purchase, leases, and contracts. In
addition to the property characteristics, the records contain the
terms, names, addresses, and telephone numbers of the parties
involved, plus other official recorded data.
Authority for maintenance of the system: (1) Reclamation Act of 1902, as
amended and acts supplemental thereto, 43 U.S.C. 371, et seq., (2)
Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970, 42 U.S.C. 4651, et. seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) To make available to the
Department of the Interior, data concerning real estate which has
transferred ownership within the vicinity of a reclamation project.
(2) For use as comparable data involving real estate appraisals in
connection with acquisition programs, land disposals or leases of land
owned by the United States, or appraisals of excess land in compliance
with the acreage limitation.
(3) To make available to independent appraisers, which are under
contract with the Water and Power Resources Service or the Department
of Justice, comparable data for use in connection with an appraisal
assignment.
(4) Transfer to the United States Department of Justice in the event
of litigation involving the records or the subject matter of the
records.
(5) Transfer, in the event there is indicated a violation or potential
violation of a statute, regulation, rule, order, or license whether
civil, criminal, or regulatory in nature, to the appropriate agency or
agencies, whether Federal, State, local or foreign, charged with
enforcing or implementing the statute, regulation, rule, order or
license violated or potentially violated.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual, magnetic disk, magnetic tape, and
printout form.
Retrievability: Records are indexed by Service assigned document control
number and data field codes which identify property characteristics.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal: Data stored on magnetic media is retained as
permanent record. Manual records are disposed of when superseded.
System manager(s) and address: The System Manager for this system of
records is as follows: Regional Real Estate Officer, United States
Department of the Interior, Water and Power Resources Service, 2800
Cottage Way, Sacramento, California 95825.
Notification procedure: Inquiries regarding the existence of records
should be addressed to Regional Director, Water and Power Resources
Service, Mid-Pacific Region, 2800 Cottage Way, Sacramento,
California 95825. A written, signed request, stating that the
requestor seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures: Same as Notification above. See 43 CFR 2.63.
Contesting record procedures: Same as Notification above. See 43 CFR
2.63.
Record source categories: Individuals on whom records are maintained,
County Recorder, Title Companies, and Appraisers.
INTERIOR/RECLAMATION-45
System name: Equipment, Supply and Service Contracts-Interior,
Reclamation--45.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) General Services Branch, Bureau of Reclamation, Engineering and
Research Center, PO Box 25007, Bldg. 67, Denver Federal Center,
Denver, Colorado 80225. (3) Reclamation offices numbered 4 (a thru
i), 5 (a thru d), 6 (a thru i), 7 (a thru k), 9 (a, b, e) in
Appendix.
Categories of individuals covered by the system: Individuals who have
entered into contracts with the agency for equipment, supplies, and
services. (The records contained in this system which pertain to
individuals contain principally proprietary information concerning
sole proprietorships. Some of the records in the system which
pertain to individuals may reflect personal information, however.
Only the records reflecting personal information are subject to the
Privacy Act. The system also contains records concerning
corporations and other business entities. These records are not
subject to the Privacy Act.)
Categories of records in the system: Contracts for the procurement of
equipment, supplies, materials, and services; including reports of
compliance or noncompliance to labor and other laws governing
contract administration.
Authority for maintenance of the system: Reclamation Act of June 17,
1902, as amended, 43 U.S.C. 371, et seq., 40 U.S.C. 486(c), 31
U.S.C. 66a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for administration of the contract. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Department of Justice when related to litigation or anticipated
litigation; (2) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license; (3)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual form in file folders.
Retrievability: Indexed by name of individual or by purchase order
number.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: 3 years after final settlement. In accordance
with approved retention and disposal schedules.
System manager(s) and address: From individuals.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60 for submission requirements.
Record access procedures: Same as Notification above. See 43 CFR 2.63
for submission requirements.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
INTERIOR/RECLAMATION-46
System name: Employee Trip Reports--Interior, Reclamation--46.
System location: (1) Division of General Services, Bureau of
Reclamation, U.S. Department of the Interior, Washington, DC 20240.
(2) General Services Branch, Bureau of Reclamation, Engineering and
Research Center, PO Box 25007, Bldg. 67, Denver Federal Center,
Denver, Colorado 80225. (3) Reclamation offices numbered 5 (a thru
d), 7 (a thru k) in Appendix.
Categories of individuals covered by the system: Staff personnel who
have been authorized to review construction, maintenance, land
matters, administrative duties, etc.
Categories of records in the system: Reporting condition in other
offices as well as field offices for informational or historical
purposes.
Authority for maintenance of the system: 43 U.S.C. 373, 373a, 1457, 44
U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to document suggested improvements in operations or
structure modifications. Disclosures outside the Department of the
Interior may be made (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders and classified by the subject of
purpose of the field trip.
Retrievability: By individual name.
Safeguards: Maintained with safeguards meeting requirements of 43 CFR
2.51.
Retention and disposal: In accordance with approved retention and
disposal schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
above. See 43 CFR 2.60 for submission requirements.
Record access procedures: Same as Notification above. See 43 CFR 2.63
for submission requirements.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: From the employee taking the trip.
INTERIOR/RECLAMATION-47
System name: Employees' Compensation Records--Interior, Bureau
of Reclamation--47.
System location: All offices listed in Appendix, except numbers 8(a
thru h) and 9(a thru h).
Categories of individuals covered by the system: Reclamation employees.
Categories of records in the system: Copies of time and attendance
reports and copies of information concerning injuries to Federal
employees.
Authority for maintenance of the system: 5 U.S.C. 301, 3101, 8101, et
seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for reference to reply to employee requests.
Disclosures outside the Department of the Interior may be made (1)
to the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license; (3) from the record of an individual in response to an
inquiry from a Congressional office made at the request of that
individual; (4) to a Federal agency which has requested information
relevant or necessary to its hiring or retention of an employee, or
issuance of a security clearance, license, contract, grant or other
benefit; (5) to Federal, State or local agencies where necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuance of a security clearance, contract,
license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Complete file maintained in manual form in file folders.
Retrievability: By individual's name.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: In accordance with approved Retention and
Disposal Schedules.
System manager(s) and address: Chief, Division of General Services,
U.S. Department of the Interior, Bureau of Reclamation, Washington,
DC 20240.
Notification procedure: An individual may inquire whether or not the
system contains a record pertaining to him by addressing a written
request to the head of the appropriate office listed under Location
(above) at which he is (or was) employed. See 43 CFR 2.60 for
submission requirements.
Record access procedures: Same as Notification above. See 43 CFR 2.63
for submission requirements.
Contesting record procedures: A petition for amendment should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual on whom record is maintained.
INTERIOR/BOR-48
System name:
Lower Colorado River Well Inventory--Interior, BOR-48.
System location:
Bureau of Reclamation, Division of Water, Land, and Power, Lower
Colorado Region, Boulder City, Nevada 89006-1470.
Categories of individuals covered by the system:
Individuals and/or their lessees who have at least one well on their
property that may pump mainstream Colorado River water. Note: This
system also contains records pertaining to corporations and other
public entities. Only those records relating to individuals are
covered by the Privacy Act.
Categories of records in the system:
Names, addresses, and telephone numbers of covered individuals;
Assessor Parcel Numbers; contract numbers; categories of uses to which
the water is put; methods of disposal of unconsumed portions of water
pumped; volumes of water pumped; physical characteristics and
locations of wells; water purveyor, municipal, or other administrative
boundaries within which wells are located; and water levels of wells
located in hydraulically connected areas adjacent to the floodplain.
Authority for maintenance of the system:
Reclamation Act of June 17, 1902 (32 Stat. 388, 43 U.S.C. 391), as
amended and supplemented; the Colorado River Front Work and Levee
System Adjacent to Yuma Project Act of March 3, 1925 (Pub. L. 79-469,
43 Stat. 1186, 1198), as amended and supplemented; the Boulder Canyon
Project Act of December 21, 1928 (45 Stat. 1057, 43 U.S.C. 617), as
amended and supplemented; the Reclamation Project Act of August 4,
1939 (53 Stat. 1187, 43 U.S.C. 485); the Colorado River Basin Project
Act of September 30, 1968 (82 Stat. 885); the Reclamation Reform Act
of October 12, 1982 (96 Stat. 1261, 43 U.S.C. 390); and the Supreme
Court opinion rendered June 3, 1963 (373 U.S. 546), and Decrees
entered March 9, 1964 (376 U.S. 340), January 9, 1979 (439 U.S. 419),
and April 16, 1984 (466 U.S. 144), in Arizona v. California et al.
Purpose(s):
The primary purposes of the records are: (a) To assist in the
administration and negotiation of water use contracts with individual
landowners, lessees, or other classes of water users; and (b) to
support the annual compilation and publication of records of
consumptive use of mainstream Colorado River water.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure outside the Department of the Interior may be made: (1) To
the States of Arizona, California, and Nevada to assist them in
administering their apportionments of mainstream Colorado River water;
(2) to the U.S. Department of Justice or to a court or adjudicative
body with jurisdiction when (a) the United States, the Department of
the Interior, a component of the Department, or, when represented by
the Government, an employee of the Department is a party to litigation
or anticipated litigation or has an interest in such litigation, and
(b) the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (3) to a congressional
office in response to an inquiry the individual has made to the
congressional office; (4) to appropriate Federal, State, tribal,
territorial, local or foreign agencies responsible for investigating
or prosecuting the violation of, or for enforcing, implementing, or
administering a statute, rule, regulation, program, facility, order,
lease, license, contract, grant, or other agreement, of information
indicating a violation or potential violation of a statute, rule,
regulation, program, facility, order, lease, license, contract, grant
or other agreement will be disclosed; (5) to interested parties upon
written request, of data pertaining to volumes of water pumped,
consumptive uses of water, and points of diversion.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to consumer reporting agencies as defined in the Fair
Credit Reporting Act (15 U.S.C. 168a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in automated form on computer databases and in
manual form in file folders.
Retrievability:
Records stored in computer databases will be retrievable by any record
category. Records stored in manual files will be retrievable by name
of property owner or contract holder.
Safeguards:
Data will be maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual and computerized records.
Retention and disposal:
In accordance with approved retention and disposal schedules, records
will be retained in the Bureau of Reclamation for 10 years, relocated
to the Federal Records Center and retained there for an additional 75
years, and then transferred to the National Archives and Records
Administration for permanent retention.
System manager(s) and address:
Bureau of Reclamation, Lower Colorado Regional Office, Regional
Supervisor of Water, Land, and Power, PO Box 61470, Boulder City,
Nevada 89006-1470.
Notification procedure:
An individual requesting notification of the existence of records on
him or her should address his/her request to the System Manager. The
request must be in writing, signed by the requester, and comply with
the content requirements of 43 CFR 2.60.
Record access procedures:
An individual requesting access to records maintained on him or her
should address his/her request to the System Manager. The request must
be in writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.63.
Contesting record procedures:
An individual requesting amendment of a record maintained on him or
her should address his/her request to the System Manager. The request
must be in writing, signed by the requester, and comply with the
content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained, state and county well
permits, land ownership and water use records and databases, and the
U.S. Geological Survey Ground Water Site Inventory database.
Exemptions claimed for the system:
None.
INTERIOR/LLM-2
System name: Range Management System--Interior, BLM-2.
System location:
U.S. Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg, 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Individuals owning grazing leases and permits issued by BLM.
Categories of records in the system:
The record contains the lessee's or permittee's name, address,
description of the area, the Bureau's assigned case file number, and
information on payment due as a result of authorized or unauthorized
use.
Authority for maintenance of the system:
43 U.S.C. 315, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify the permittees and
lessees, authorized to graze lands administered by the Bureau of Land
Management, (b) to print statements of grazing preference, grazing
authorizations, billings for grazing fees due, and other reports, and
(c) to provide information concerning the grazing permittees and
lessees for administrative and public use. Disclosures outside the
Department of the Interior may be made, (1) to a member of the general
public in response to a specific request for pertinent information,
(2) to the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when (a) the United States, the Department
of the Interior, a component of the Department, or, when represented
by the government, an employee of the Department is a party to
litigation or anticipated litigation or has an interest in such
litigation, and (b) the Department of the Interior determines that the
disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled, (3)
of information indicating a violation or potential violation of a
statute, regulation, rule, order, permit, or lease, to appropriate
Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order, permit, of lease,
(4) to a congressional office from the record of an individual in
response to an inquiry the individual has made to the congressional
office.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer mag-tape and/or manual index.
Retrievability:
Indexed by name of lessee.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
BLM Manual(s) 1271 and H-1272-1 Mag-Tape Index: Category ``Q'', item
10-d. Manual Index: Category 2, item 22: Destroyed when superseded or
no longer needed for administrative purposes.
System manager(s) and address:
Chief, Division of Rangeland Management, U.S. Department of the
Interior, Bureau of Land Management, (WO-220), 18th and C Sts, NW,
Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager. See 43 CFR 2.60.
Record access procedures:
To see your records write to the System Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Lessees.
INTERIOR/LLM-3
System name: Mineral Lease Management--Interior, BLM-3.
System location:
U.S. Department of the Interior. Bureau of Land Management, Denver
Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Individuals owning mineral leases issued by BLM.
Categories of records in the system:
The record contains the lessee's name, address, description of the
area leased, the Bureau's assigned case file number, and information
on amounts due for leases and royalty or other payments as a result of
mineral estraction.
Authority for maintenance of the system:
30 U.S.C. 181, 221.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify ownership of
mineral leases and the amount of acreage leased by each individual,
(b) to mail courtesy bills for rental due and receipts of payment, and
(c) to document for administrative use, information for the
management, disposal and use of National Resource lands and resources.
Disclosures outside the Department of the Interior may be made, (1) to
a member of the general public in response to a specific request for
pertinent information, (2) to the U.S. Department of Justice when
related to litigation or anticipated litigation, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (4) from the record of an individual in
response to an inquiry from a Congressional office made at the request
of that individual, and (5) to consumer reporting agencies to
facilitate collection of debts owed the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer, mag-tape.
Retrievability:
Indexed by name of lessee, case file number, and land description.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed fifteen years after termination of lease.
System manager(s) and address:
Chief, Division of Budget and Finance, U.S. Department of the
Interior, Bureau of Land Management, Denver Federal Center, Bldg. 50,
Denver, Colorado 80225.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Lessees.
INTERIOR/LLM-4
System name: Coal Lease Data System--Interior, BLM-4.
System location:
U.S. Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system: Individuals owing
federal coal leases issued by BLM.
Categories of records in the system:
The record contains the lessees name, address, description of the area
leased, the Bureau's assigned case file number, and information on
payments due on leases or extraction of coal.
Authority for maintenance of the system:
30 U.S.C. 181, 201.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify ownership of
Federal Coal leases and (b) to document for administrative use
information for the management, disposal, and use of National Resource
lands and resources. Disclosures outside the Department of the
Interior may be made (1) to a member of the general public in response
to a specific request for pertinent information, (2) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating rule, regulation, order or license, (4) from the record
of an individual in reponse to an inquiry from a Congressional office
made at the request of that individual, and (5) to consumer reporting
agencies to facilitate collection of debts owed the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on mag-tape.
Retrievability: Indexed by name of lessee, case file number, and land
description.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized records
Retention and disposal:
Record destroyed fifteen years after termination of lease.
System manager(s) and address:
Minerals Staff Leader, U.S. Department of the Interior, Bureau of Land
Management, Denver Federal Center, Bldg. 50 Denver, Colorado 80225.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Lessees.
INTERIOR/LLM-6
System name: Mineral Surveyor Appointment File--Interior, BLM-6.
System location:
Division of Cadastral Survey (720), U.S. Department of the Interior,
Bureau of Land Management, 18th & C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
Applicants for a Mineral Surveyor appointment and holders of an
appointment.
Categories of records in the system:
Contains the name and biographical information for qualification of
each applicant and data on the granting or rejection of each
application for appointment.
Authority for maintenance of the system:
30 U.S.C. 39.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to process applications for
appointment and (b) to issue notices of appointments. Disclosures
outside the Department of the Interior may be made (1) to a member of
the general public in response to a request for identification of
appointment mineral surveyors within a particular state, (2) to
Federal, State or local agencies when necessary to obtain information
relevant to the application for appointment, (3) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (5) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders arranged alphabetically by name.
Retrievability:
Indexed by name of applicant of appointee.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
File destroyed fifty years after administrative need has been
completed, in accordance with BLM Manual 1271, Category H, Item No. 1.
System manager(s) and address:
Chief, Division of Cadastral Survey (720) U.S. Department of the
Interior, Bureau of Land Management, 18th & C Streets, NW, Washington,
DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager. See 43 CFR 2.60.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. See 43 CFR 2.71.
Record source categories:
Applicants.
INTERIOR/LLM-8
System name: Aircraft Passenger Manifest Records--Fire
Control--Interior, BLM-8.
System location: U.S. Department of the Interior, Bureau of Land
Management, Denver Federal Center, Bldg. 50, Denver, Colorado 80225;
Boise Interagency Fire Center, BLM, 3905 Vista Avenue, Boise, Idaho
83705 and all BlM offices listed in the Appendix Part B.
Categories of individuals covered by the system: Individuals moved on
government or chartered aircraft to or from a fire area.
Categories of records in the system: The record contains the
individual's name, social security number, address and boarding
point.
Authority for maintenance of the system: 16 U.S.C. 594; 31 U.S.C. 686;
42 U.S.C. 1856; 43 U.S.C. 315; 1181, and 1361.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to identify individuals moved to or from a fire area.
Disclosures outside the Department of the Interior may be made (1)
to Federal, State or local agencies to verify the movement of an
individual to or from a fire area, (2) to the U.S. Department of
Justice when related to litigation or anticipated litigation, (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (4) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders, arranged by flight and alphabetically by
name.
Retrievability: Indexed by name of passenger on flight manifest.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed seven years after flight.
System manager(s) and address: Assistant Director--Technical Services,
U.S. Department of the Interior, Bureau of Land Management, 18th and
C Streets, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager or to the
offices cited under Records Location.
Record access procedures: To see your records write to the Systems
Manager or the offices cited under Records Location. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal or
material from your files, write the Systems Manager.
Record source categories: Passenger on aircraft.
INTERIOR/LLM-9
System name: Property and Supplies Accountability--Interior,
BLM-9.
System location:
All BLM Offices listed in the Appendix; the Boise Interagency Fire
Center, BLM, 3905 Vista Veneue, Boise, Idaho 83705 and U.S. Department
of the Interior, Bureau of Land Management, Denver Federal Center,
Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Individuals who are accountable for property and supplies.
Categories of records in the system:
The record contains the user's name and description of the accountable
property or supply, and information on debts owed the Bureau in cases
of suspected waste, fraud, or abuse.
Authority for maintenance of the system:
40 U.S.C. 483(b)
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify responsible individuals
for accountability of property and supplies. Disclosures outside the
Department of the Interior may be made, (1) to Federal State, or local
agencies to recover accountable property or supplies, (2) to the U.S.
Department of Justice when related to litigation or anticipated
litigation, (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (4) from
the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual, and (5)
to consumer reporting agencies to facilitate collection of debts owed
the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders, arranged alphabetically by name.
Retrievability:
Indexed by name of individual.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed when property is returned to stock.
System manager(s) and address:
Assistant Director--Administration, U.S. Department of the Interior,
Bureau of Land Management, 18th and C Streets, NW, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under Records
Location.
Record access procedures:
To see your records write to the systems Manager or to the offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Individuals.
INTERIOR/LLM-10
System name: Vehicle Use Authorization--Interior, BLM-10.
System location: All BLM Offices listed in the Appendix; the Boise
Interagency Fire Center, BLM, 3905 Vista Avenue, Boise, Idaho 83705
and U. S. Department of the Interior, Bureau of Land Management,
Denver Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system: Individuals who have
been authorized to use government vehicles for official business and
for use between residence and place of employment.
Categories of records in the system: The record contains the employee's
name and purpose for use of vehicles.
Authority for maintenance of the system: 40 U.S.C. 491(1).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
record is to maintain records of authorized uses of government
vehicles. Disclosures outside the Department of the Interior may be
made (1) to Federal, State or local agencies to verify an authorized
use, (2) to the U. S. Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license, (4) from the record of an individual in response
to an inquiry from a Congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders arranged alphabetically by name.
Retrievability: Indexed by name of employee.
Safeguards: In accordance with CFR 43 2.51.
Retention and disposal: Record destroyed two years after return of
vehicle.
System manager(s) and address: Assistant Director--Administration, U.
S. Department of the Interior, Bureau of Land Management, 18th and C
Streets, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager or to the
offices cited under Records Location.
Record access procedures: To see your records write to the Systems
Manager or to the offices cited under Records Location. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay
Contesting record procedures: To request corrections or the removal of
material from you files, write the Systems Manager.
Record source categories: BLM employees.
INTERIOR/LLM-12
System name: Manpower Management--Interior BLM-12.
System location:
U.S. Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
BLM employees.
Categories of records in the system:
The record contains the employees name, social security number,
organization location, and information concerning debts owed to the
Bureau.
Authority for maintenance of the system:
5 U.S. 5301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is for the management of manpower and
position organization control. Disclosures outside the Department of
the Interior may be made, (1) from the record for reports to
appropriate Federal and State agencies, (2) to the U.S. Department of
Justice when related to litigation or anticipated litigation, (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (4) to consumer reporting
agencies to facilitate collection of debts owed the Government, and
(5) to a Congressional Office from the record of an individual in
response to an inquiry from a Congressional Office made at the request
of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer, Mag-tape.
Retrievability:
Indexed by name of employee, social security number, position number,
and organization location.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record maintained on a current basis.
System manager(s) and address:
Chief, Division of Manpower and Organization, U.S. Department of the
Interior, Bureau of Land Management, Denver Federal Center, Bldg. 50,
Denver, Colorado 80225.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Notification of personnel actions and organization changes.
INTERIOR/LLM-13
System name: Safety Management Information--Interior, BLM-13.
System location:
U.S. Department of the Interior, Bureau of Land Management, 18th and C
Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
BLM employees involved in a work related accident, private individuals
involved in a BLM employee related accident, and private individuals
involved in an accident on national resource lands or facilities.
Categories of records in the system:
The record contains the name of the person involved, social security
number, address, nature of the accident, injuries and property damage,
if any, witnesses, control number, and information on debts owed the
Bureau as a result of the accident.
Authority for maintenance of the system:
5 U.S.C. 7902, 28 U.S.C. 2671-2680, 31 U.S.C. 240-243.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to document information for the
Department of the Interior automated system for accident reporting.
Disclosures outside the Department of the Interior may be made, (1) to
the Department of Labor in the event there is a claim for
compensation, (2) from the record to individuals and companies
involved, responsible or sureties, (3) to the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled, (4) of information indicating a violation or
potential of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violation or enforcing or
implementing the statute, rule, regulation, order or license, (5) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders arranged alphabetically by name.
Retrievability:
Indexed by name of person involved in an accident, location, date and
control number.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
General Records Schedule 1, item 32, provides for destruction after
five years.
System manager(s) and address:
Safety Officer, Premier Building (WO-811), U.S. Department of the
Interior, Bureau of Land Management, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure:
To determine whether records are maintained on you in this system,
write to the System Manager. See 43 CFR 2.60.
Record access procedures:
To see your records write to the System Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Persons involved, witnesses to an accident, and investigations by BLM
employees and other authorities.
INTERIOR /LLM-14
System name: Security Clearance Files--Interior, BLM-14.
System location: U.S. Department of the Interior, Bureau of Land
Management, 18th and C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system: BLM employees.
Categories of records in the system: The record contains the employee's
name, degree of security clearance, and location of employment.
Authority for maintenance of the system: E.O. 10450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to identify employees having security clearance and their
degree of security clearance. Disclosures outside the Department of
the Interior may be made, (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (3) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual, (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contact, grant or other benefit, (5) to Federal, State or
local agencies where necessary to obtain information relevant to the
hiring or retention of an employee, or the issuance of a security
clearance, contract, license, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders arranged alphabetically by name.
Retrievability: Indexed by name of employee.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed when administrative need is
extinguished.
System manager(s) and address: Assistant Director--Administration, U.S.
Department of the Interior, Bureau of Land Management, 18th and C
Streets, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records write to the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Employee, personnel file and investigations
by BLM or other agencies.
INTERIOR/LLM-15
System name: Correspondence Control--Interior, BLM-15.
System location: U.S. Department of the Interior, Bureau of Land
Management, 18th and C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system: Individuals and
Congressmen who have corresponded with BLM and whose correspondence
has been placed under control.
Categories of records in the system: The record contains the
correspondent's name, address, subject matter, and control number.
Authority for maintenance of the system: 5 U.S.C. 301, 43 U.S.C. 1457,
44 U.S.C. 3101, Reorganization Plan 3 of 1950.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to identify correspondents and their subject matter of
interest. Disclosures outside the Department of the Interior may be
made, (1) to a member of the general public or a Federal official in
response to specific requests for pertinent information, (2) to the
U.S. Department of Justice when related to litigation or anticipated
litigation, (3) of information indicating a violation or potential
violation of a statute, regulation, rule, order or license, to
appropriate Federal, State, local or foreign agencies responsibile
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, (4)
from the record of an individual in response to an inquiry from a
Congressional office made at the request of that individual, (5) to
a Federal agency which has requested information relevant or
necessary to its hiring or retention of an employee, or issuance of
a security clearance, license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, index cards arranged for each year alphabetically by
name.
Retrievability: Indexed by name of correspondent.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed seven years after response.
System manager(s) and address: Assistant Director-Legislation and
Planning. U. S. Department of the Interior, Bureau of Land
Management, 18th and C Streets, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records write to the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Correspondents.
INTERIOR/LLM-16
System name: Mineral and Vegetal Material Sales--Interior, BLM-
16.
System location:
U.S. Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Purchasers of mineral and vegetal materials.
Categories of records in the system:
The record contains the purchaser's name, address, description of the
material purchased, quantity, sales price, the Bureau's assigned sales
number, and information on debts owed the Bureau because of defective
payments.
Authority for maintenance of the system:
16 U.S.C. 617, 30 U.S.C. 601, 43 U.S.C. 1181a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify for administrational
resources land. Disclosures outside the Department of the Interior may
be made (1) to a member of the general public in response to a
specific request for pertinent information, (2) from the record for a
semi-annual report to Congress, (3) to the U.S. Department of Justice
when related to litigation or anticipated litigation, (4) of
information indicating a violation or potential violation of statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (5) from the record of an individual in
response to an inquiry from a Congressional office made at the request
of that individual, and (6) to consumer reporting agencies to
facilitate collection of debts owed the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer, Mag-tape.
Retrievability:
Indexed by name of purchaser and sales number.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed two years after completion of sales contract.
System manager(s) and address:
Chief, Division of Budget and Finance, U.S. Department of the
Interior, Bureau of Land Management, Denver Federal Center, Bldg. 50,
Denver, Colorado 80225.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the System Manager.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Purchaser.
INTERIOR/LLM-18
System name: Criminal Case Investigation--Interior, BLM-18.
System location:
U.S. Department of the Interior, Bureau of Land Management, 18th and C
Streets NW, Washington, DC 20240.
Categories of individuals covered by the system:
Individuals suspected of violation of Federal Law concerning National
Resource lands, resources or facilities.
Categories of records in the system:
The record contains investigative and arrest data, and information on
fines or penalties imposed.
Authority for maintenance of the system:
Reorganization Plan No. 3 of 1946, section 403(b), 5 U.S.C. 301, 43
U.S.C. 1457.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the record is to accumulate investigative data to
determine if there is an indication of a violation of a Federal law.
Disclosures outside the Department of the Interior may be made, (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation, (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license, and (3)
to consumer reporting agencies to facilitate collection of debts owed
the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders, arranged alphabetically by name.
Retrievability:
Indexed by name of suspect and classified by violation of Federal Law.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Not authorized.
System manager(s) and address:
Assistant Director--Technical Services, U.S. Department of the
Interior, Bureau of Land Management, 18th and C Streets NW,
Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Systems exempted from certain provisions of the act:
Under the specific exemption authority provided by 5 U.S.C.
552a(k)(2), the Department of the Interior has adopted a regulation,
43 CFR 2.79(b), which exempts this system from the provisions of 5
U.S.C. 552a(c)(3), (d), (e)(1), (e)(4) (G), (H) and (I) and (f) and
the portions of 43 CFR Part 2, Subpart C which implement these
provisions. The reasons for adoption of this regulation are set out at
40 FR 37217 (August 26, 1975).
INTERIOR/LLM-19
System name: Civil Trespass Case Investigations--Interior, BLM-
19.
System location:
The BLM Offices listed in the Appendix, Part B.
Categories of individuals covered by the system:
Individuals suspected of and confirmed trespass on National Resource
lands.
Categories of records in the system:
The record contains the individual's name, address, subject matter,
control number, data concerning possible civil trespass, and
information on debts due as result of fines or penalties.
Authority for maintenance of the system:
43 U.S.C. 1201.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to accumulate investigative data to
determine whether a trespass has been committed. Disclosures outside
the Department of the Interior may be made, (1) to the U.S. Department
of Justice when related to litigation or anticipated litigation, (2)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, (3) from the record of an
individual in response to an inquiry from a Congressional office made
at the request of that individual, and (4) to consumer reporting
agencies to facilitate collection of debts owed the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders, arranged alphabetically by name with cross-index
by type and control number.
Retrievability:
Indexed by name of individual, subject matter, and control number.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed fifty years after case is closed.
System manager(s) and address:
Assistant Director--Technical Services, U.S. Department of the
Interior, Bureau of Land Management, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under Records
Location.
Record access procedures:
To see your records write to the Systems Manager or to the offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired, indicate the mazimum you arte
willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager.
Systems exempted from certain provisions of the act:
Under the specific exemption authority provided by 5 U.S.C.
552a(k)(2), the Department of the Interior has adopted a regulation,
43 CFR 2.79(b), which exempts this system from the provisions of 5
U.S.C. 552a(c)(3), (d), (e)(1), (e)(4), (G), (H) and (I) and (f) and
the portions of 43 CFR, part 2, subpart C which implement these
provisions. The reasons for adoption of this regulation are set out at
40 FR 37217 (August 26, 1975).
INTERIOR/LLM-20
System name: Employee Conduct Investigations--Interior, BLM-20.
System location: U.S. Department of the Interior, Bureau of Land
Management, 18th and C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system: BLM employees.
Categories of records in the system: The record contains the employee's
name, work location, and subject matter.
Authority for maintenance of the system: 5 U.S.C. 7301, 43 U.S.C. 11,
E.O. 11222.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) to identify employee and subject matter of
allegation and (b) to accumulate investigative data to determine the
validity of the allegation. Disclosures outside the Department of
the Interior may be made, (1) to the U.S. Department of Justice when
related to litigation or anticipated litigation, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or enforcing or implementing the statute,
rule, regulation, order or license, (3) from the record of an
individual in response to an inquiry from a Congressional office
made at the request of that individual, (4) to a Federal agency
which has requested information relevant or necessary to its hiring
or retention of an employee, or issuance of a security clearance,
license, contract, grant or other benefit.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders arranged alphabetically by name.
Retrievability: Indexed by name of employee.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed seven years after case is
closed.
System manager(s) and address: Associate Director, U.S. Department of
the Interior, Bureau of Land Management, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager.
Record access procedures: To see your records write to the Systems
Manager. Describe as specifically as possible the records sought. If
copies are desired, indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Systems exempted from certain provisions of the act: Under the specific
exemption authority provided by 5 U.S.C. 552a(k)(2), the Department
of the Interior has adopted a regulation, 43 CFR 2.79(b), which
exempts this system from the provisions of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4) (G), (H) and (I) and (f) and the portions of 43 CFR,
part 2, subpart C which implement these provisions. The reasons for
adoption of this regulation are set out at 40 FR 37217 (August 26,
1975) and (I), and (f).
INTERIOR/LLM-21
System name: Travel--Interior, BLM-21.
System location:
Division of Finance (520), U.S. Department of the Interior, Bureau of
Land Management, 18th and C Streets, NW, Washington, DC 20240 and U.S.
Department of the Interior, Bureau of Land Management, Denver Federal
Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Individuals authorized to travel at Government expense.
Categories of records in the system:
Contains the authorization to travel to specified places, name of
traveler, purpose and date of travel, estimated costs, mode of
transportation, travel voucher showing actual expenses and itinerary,
and information on travel advances owed the Bureau.
Authority for maintenance of the system:
5 U.S.C. 5701, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of records are (a) to process requests for and issue
authorizations to travel at the government's expense and (b) to
process expense vouchers upon completion of travel. Disclosure outside
the Department of the Interior may be made, (1) to the U.S. Department
of Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or, when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled, (2) of information indicating a violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing regulation, order or
license, (3) to a congressional office from the record of an
individual in response to an inquiry the individual has made to the
congressional office.
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 1966 (31
U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders arranged alphabetically by name and authorization
number.
Retrievability:
Index by authorization number.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed four years after travel is completed, in accordance
with BLM Manual 1271, Category G, Item 42.
System manager(s) and address:
Assistant Director--Management Services, U.S. Department of Interior,
Bureau of Land Management, 18th and C Streets, NW, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under Records
Location. See 43 CFR 2.60.
Record access procedures:
To see your records write to the Systems Manager or the the Offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from the files write
the Systems Manager. See 43 CFR 2.71.
Record source categories:
Bureau employees and individuals authorized to travel.
INTERIOR/LLM-22
System name: Financial Management--Interior, BLM-22.
System location:
U.S. Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Vendors and their designated payee who have sold items to BLM. (The
records contained in this system which pertain to individuals contain
principally proprietary information concerning sole proprietorships.
Some of the records in the system which pertain to individuals may
reflect personal information, however. Only the records reflecting
personal information are subject to the Privacy Act. The system also
contains records concerning corporations and other business entities.
These records are not subject to the Privacy Act).
Categories of records in the system:
The record contains the vendor's and payee's address, description of
the items purchased, purchase price, and the purchase order number;
and information on debts owed the Bureau.
Authority for maintenance of the system:
43 U.S.C. 1201.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to designate payees to whom payments
are to be made. Disclosures outside the Department of the Interior may
be made (1) to Federal, State or local agencies in response to
specific requests for pertinent information, (2) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, (4) to a congressional office from the
record of an individual in response to an inquiry the individual has
made to the congressional office.
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 1966 (31
U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer, mag-tape.
Retrievability:
Indexed by name of vendor and payee, and the purchase order number.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed 6 years, 3 months after payment in accordance with
BLM Manual 1271, Category G, Item No. 117.
System manager(s) and address:
Chief, Division of Budget and Finance, U.S. Department of the
Interior, Bureau of Land Management, Denver Federal Center, Bldg. 50,
Denver, Colorado 80225.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager. See 43 CFR 2.60.
Record access procedures:
To see your records write to the Systems Manager. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. See 43 CFR 2.71.
Record source categories:
Vendors and GSA purchase contracts.
INTERIOR/LLM-23
System name: Contract Files--Interior, BLM-23.
System location:
All BLM Offices listed in the Appendix; the Boise Interagency Fire
Center, BLM, 3905 Vista Avenue, Boise, Idaho 83795 and U.S. Department
of the Interior, Bureau of Land Management, Denver Federal Center,
Bldg. 50, Denver, Colorado 80225.
Categories of individuals covered by the system:
Individuals who have contracted with BLM to supply goods or services
and prospective suppliers and bidders. (The records contained in this
system which pertain to individuals contain principally proprietary
information concerning sole proprietorships. Some of the records in
the system which pertain to individuals may reflect personal
information, however. Only the records reflecting personal information
are subject to the Privacy Act. The system also contains records
concerning corporations and other business entities. These records are
not subject to the Privacy Act.)
Categories of records in the system:
The record contains the contractor's name, address, subject matter,
purchase order number and, when requested, statement of
qualifications, and information on debts owed the Bureau.
Authority for maintenance of the system:
40 U.S.C. 481.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary use of the records is to identify contractors, prospective
supplies, bidders and subject matter of interest. Disclosures outside
the Department of the Interior may be made (1) to Federal, State or
local agencies in response to specific requests for pertinent
information, (2) to the U.S. Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or potential violation of a statute, regulation, rule, order
or license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at the request of the
individual, and (5) to consumer reporting agencies to facilitate
collection of debts owed the Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders arranged alphabetically by name and goods or
services furnished.
Retrievability:
Indexed by name of contractor and goods or services furnished.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Record destroyed ten years after completion of contract.
System manager(s) and address:
Assistant Director--Administration, U.S. Department of the Interior,
Bureau of Land Management, 18th and C Streets, NW, Washington, DC
20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under Records
Location.
Record access procedures:
To see your records write to the Systems Manager or to the offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager.
Record source categories:
Contractors and GSA purchase contract.
INTERIOR/LLM-24
System name: Copy Fee Deposit--Interior, BLM-24.
System location:
All BLM State offices listed in Appendix XI.
Categories of individuals covered by the system:
Individuals who have deposited money with Bureau of Land Management to
be used to pay for copies of records, lists, maps or other documents.
Categories of records in the system:
The record contains the depositor's name, mailing address,
identification or items for which there is a standing order, and
information on amounts on deposit.
Authority for maintenance of the system:
31 U.S.C. 3512.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to maintain individual
accounts of advance copy fee deposits and (b) to maintain names of
companies and individuals who have standing requests for copies of
specific records each time they are produced, such as lists of parcels
available for oil and gas simultaneous lease filings. Disclosures
outside the Department of the Interior may be made, (1) to the U.S.
Department of Justice or in a proceeding before a court or
adjudicative body when (a) the United States, the Department of the
Interior, a component of the Department, or, when represented by the
government, an employee of the Department is a party to litigation or
anticipated litigation or has an interest in such litigation, and (b)
the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled, (2) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violation or for enforcing or implementing the statute, rule,
regulation, order or license, and (3) to a congressional office from
the record of an individual in response to an inquiry the individual
has made to the congressional office.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computerized; arranged alphabetically by name on tape or disk.
Retrievability:
Indexed by name of depositor.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Disposition is pending approval of the Archivist of the U.S.
System manager(s) and address:
Assistant Director--Management Services, U.S. Department of the
Interior, Bureau of Land Management, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this system,
write to the Systems Manager or to the offices cited under Records
Location. See 43 CFR 2.60.
Record access procedures:
To see your records write to the Systems Manager or to the offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. See 43 CFR 2.71.
Record source categories:
Depositors.
INTERIOR/LLM-26
System name: Incentive and Honor Awards--Interior, BLM-26.
System location: U.S. Department of the Interior, Bureau of Land
Management, 18th and C Streets, NW, Washington, DC 20240; U.S.
Department of the Interior, Bureau of Land Management, Denver
Federal Center, Bldg., 50, Denver, Colorado 80225; Boise Interagency
Fire Center, BLM, 3905 Vista Avenue, Boise, Idaho 83705, and all
State Offices listed in the Appendix, Part B.
Categories of individuals covered by the system: BLM employees who have
submitted a beneficial suggestion and individuals recommended or
nominated for a performance or honor award.
Categories of records in the system: The record contains the person's
name, file number, and biographic data for honor awards.
Authority for maintenance of the system: 5 U.S.C. 4502, 4503, 4504, and
4506.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to accumulate information concerning an individual to be
used as a basis for awarding and/or honoring employees and
nonemployees. Disclosures outside the Department of the Interior may
be made, (1) to nominate individuals for non-government awards, (2)
to the U.S. Department of Justice when related to litigation or
anticipated litigation, (3) of information indicating a violation or
potential violation of a statute, regulation, rule, order or
license, to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing or implementing the statute, rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders arranged alphabetically by name and
cross-index by control number.
Retrievability: Indexed by name of individual and assigned file number.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed two years after approval or
four years after rejection.
System manager(s) and address: Assistant Director--Technical Services,
U.S. Department of the Interior, Bureau of Land Management, 18th and
C Streets, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager or to the
offices cited under Records Location.
Record access procedures: To see your records write to the Systems
Manager or to the offices cited under Records Location. Describe as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Suggestions received from employees.
Evaluations by supervisors for performance awards and from employees
nominating persons for honor awards.
INTERIOR/LLM-27
System name: Real Estate Appraiser Roster--Interior, BLM-27.
System location: U.S. Department of the Interior, Bureau of Land
Management, Denver Federal Center, Bldg. 50, Denver, Colorado 80225,
and all BLM State Offices Listed in the Appendix, Part B.
Categories of individuals covered by the system: Individuals, not
regular federal employees, who have requested that they be listed by
geographic areas on rosters of appraisers available to do contract
appraisals for BLM.
Categories of records in the system: The record contains the
appraiser's application to be placed on rosters and records of
review of appraisals done by the appraiser for BLM.
Authority for maintenance of the system: 41 U.S.C. 252(c)(4).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary use of the
records is to identify qualified appraisers available to do
appraisals for a fee. Disclosures outside the Department of the
Interior may be made, (1) to Federal, State or local agencies to
private individuals or businesses where necessary to obtain
information relevant to verification of qualifications, (2) to
Federal, State or local agencies or to private individuals or
businesses which have requested information relevant or necessary to
its hiring or retention of an employee, (3) to the U.S. Department
of Justice when related to litigation or anticipated litigation, (4)
of information indicating a violation or potential violation of a
statute, regulation rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, and (5) from the record
of an individual in response to an inquiry from a Congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual, file folders arranged alphabetically by name.
Retrievability: Indexed by name of applicant.
Safeguards: In accordance with 43 CFR 2.51.
Retention and disposal: Record destroyed when applicant ceases to be
available.
System manager(s) and address: Chief, Division of Appraisal (450), U.S.
Department of the Interior, Bureau of Land Management, 1129 20th
Street, NW, Washington, DC 20240.
Notification procedure: To determine whether the records are maintained
on you in this system, write to the Systems Manager or to the
offices cited under Records Location.
Record access procedures: To see your records write to the Systems
Manager or to the offices cited under Records Location. Describe as
specifically as possible the records sought. If copies are desired
indicate the maximum you are willing to pay.
Contesting record procedures: To request corrections or the removal of
material from your files, write the Systems Manager.
Record source categories: Applicants and BLM employees.
INTERIOR/LLM-28
System name: Adopt a Wild Horse--Interior, BLM-28.
System location:
U.S. Department of the Interior, Bureau of Land Management, 18th and C
Streets, NW, Washington, DC 20240 and offices listed in Appendix XI.
Categories of individuals covered by the system:
Applicable to obtain custody of a wild horse or burro.
Categories of records in the system:
The record contains the applicant's identification and qualifications
to obtain custody of a wild horse or burro, the record of the
disposition of the application, the cooperative agreement when custody
is granted, information on fees assessed, and debts owned the Bureau.
Authority for maintenance of the system:
16 U.S.C. 1333(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are (a) to identify individuals who
have applied to obtain custody of a wild horse or burro and (b) to
document the rejection, suspension or granting of the request.
Disclosures outside the Department of the Interior may be made, (1) to
organizations and members of the general public as to the disposition
of wild horses or burros, (2) to the U.S. Department of Justice or in
a proceeding before a court or adjudicative body when (a) the United
States, the Department of the Interior, a component of the Department,
or, when represented by the government, an employee of the Department
is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) the Department of the Interior determines
that the disclosure is relevant or necessary to the litigation and is
compatible with the purpose for which the records were compiled, (3)
of information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigation or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license, and (4) to a
congressional office from the record of an individual in response to
an inquiry the individual has made to the congressional office.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manual, file folders arranged alphabetically by name, and computer
data base program.
Retrievability:
Indexed by name.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
BLM Manual H1271-1, Category ``Q'', item No. 1. Records will remain
indefinitely until all local needs are satisfied. Destroy individual
data elements when superse or no longer needed for administrative
purposes. Computer files are archived periodically.
System manager(s) and address:
Chief, Division of Wild Horses and Burros, U.S. Department of the
Interior, Bureau of Land Management, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure:
To determine whether records are maintained on you in this system,
write to the System Manager or to the offices cited under Records
Location. See 43 CFR 2.60.
Record access procedures:
To see your records write to the System Manager or to the offices
cited under Records Location. Describe as specifically as possible the
records sought. If copies are desired indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Applicants.
INTERIOR/LLM-30
System name: Uniform Accountability System--Interior, BLM-30.
System location:
Division of Administrative Services, Bureau of Land Management, U.S.
Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system:
BLM employees or volunteers authorized to wear the uniform.
Categories of records in the system:
Information identifying the individual's name, sex, position title,
series, and grade, sizing information (such as height, weight, waist
measurement, etc.), last seven digits of the individual's social
security number, office cost accounting data, name and addresses for
the administrative and shipping offices, type of appointment (such as
full-time employee, volunteer, ranger, etc.), amount of allowance
authorized, class(es) of uniforms authorized, dates of authorization,
the name of the authorizing individual, and all ordering data (such as
items shipped, exchanged, returned, etc.) are obtained via uniform
allowance authorization and ordering forms.
Authority for maintenance of the system:
5 U.S.C. 5901, Uniform Allowances, and 5 U.S.C. 301, Departmental
Regulations.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to establish and maintain an
individual uniform allowance account for BLM employees and volunteers,
to ensure individual allowance amounts do not exceed the authorized
limitations, to accommodate the efficient processing of individual
uniform orders, to expedite payments to the contractor, and to bill
appropriate BLM office accounts for uniform items received. The
information contained in this system of records is provided to
management through reports for purposes of expediting payments to the
contractor, auditing of records, and maintenance of the overall
program. Disclosure outside the Department of the Interior may be made
(1) to the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when (a) the United States, the Department
of the Interior, a component of the Department, or when represented by
the government, an employee of the Department is a party to litigation
or anticipated litigation or has an interest in such litigation, and
(b) the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled; (2) to disclose pertinent
information to an appropriate Federal, State, local, or foreign agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, regulation, rule, or order, where the disclosing agency
becomes aware of an indication of a violation or potential violation
of civil or criminal law or regulation; (3) to a Member of Congress
from the record of an individual in response to an inquiry made at the
request of that individual; (4) to the Department of Treasury to
effect payment to Federal, State, and local government agencies,
nongovernmental organizations, and individuals; and (5) to a debt
collection agency to effect payment to the contractor for items
ordered by BLM employees and volunteers that are in excess of the
authorized uniform allowance amount.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system to `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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
An individual's allowance authorization, ordering, and shipping data
are stored in a computer data base at the supplier's facility by the
individual's name and account number (last seven digits of their
social security number). A copy of the forms are stored in file
folders at the supplier's facility and BLM administrative offices
arranged alphabetically by name.
Retrievability:
Indexed by individual's name and/or account number, order and shipping
data, and BLM cost accounting data.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized and manual records.
Retention and disposal:
BLM offices are required to maintain all file copies of transactions
for a minimum of three years. The supplier is required to maintain all
file copies of transactions for the life of the contract or
termination of the individual's authorization (whichever terminates
first). The records control schedule governing these records is
pending the approval of the Archivist.
System manager(s) and address:
Chief, Division of Administrative Services, Bureau of Land Management
(850), Room 2444, Main Interior Building, 18th and C Sts, NW,
Washington, DC 20240.
Notification procedure:
A written request addressed to the Systems Manager is required. See 43
CFR 2.60.
Record access procedures:
To see your records write to the Systems Manager describing as
specifically as possible the records sought. If copies are desired,
indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your files,
write the Systems Manager. See 43 CFR 2.71.
Record source categories:
(1) Individual BLM employees and volunteers authorized to wear the
uniform, (2) BLM state and administrative office's, and (3) the
authorized supplier.
LLM-31
System name: Name File System--Interior, LLM-31.
System location:
(1) U.S. Department of the Interior, Bureau of Land Management,
Service Center, Denver Federal Center, Building 50, Denver, Colorado
80225-0047, (2) field offices listed in Appendix XI.
Categories of individuals covered by the system:
Individuals, companies, partnerships, and governmental agencies
transacting business with the Bureau of Land Management relating to
lands and minerals programs. Some of the records in the system which
pertain to individuals may reflect personal information, however, only
the records reflecting personal information are subject to the Privacy
Act. The system also contains records concerning corporations and
other business entities. These records are not subject to the Privacy
Act.
Categories of records in the system:
Information identifying an entity by name and address; category of
name (private or individual, corporation, or governmental agency), and
a unique computer-assigned number.
Authority for maintenance of the system:
43 U.S.C. 1601 (Alaska Native Claims Settlement Act), 43 U.S.C. 1701
(Federal Land Policy and Management Act), and the various statutes as
listed in the regulations in chapter II of title 43 of the Code of
Federal Regulations.
Purpose(s):
The purpose of the system is to (1) provide a single storage location
for a name, thus reducing the amount of information storage required
by the interfacing BLM Privacy Act Systems, and (2) eliminate multiple
entries of the same name.
Routine uses of records maintained in the system, including categories
of users and the purpose of each use:
Disclosure outside the Department of the Interior may be made: (1) To
appropriate Federal agencies when concurrence or supporting
information is required prior to granting or acquiring a right or
interest in lands or resources, (2) to the U.S. Department of Justice
or in a proceeding before a court or adjudicative body when (a) the
United States, the Department of the Interior, a component of the
Department, or when represented by the government, an employee of the
Department is a party to litigation or anticipated litigation or has
an interest in such litigation, and (b) the Department of the Interior
determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records
were compiled, (3) to disclose pertinent information to appropriate
Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
regulation, rule, or order, where the disclosing agency becomes aware
of an indication of a violation or potential violation of civil or
criminal law or regulation, (4) to a member of Congress or a
Congressional staff member from the record of an individual in
response to an inquiry made at the request of that individual, (5) to
the Department of the Treasury to effect payment to Federal, State,
and local government agencies, nongovernmental organizations, and
individuals, and (6) to a debt collection agency or consumer reporting
agency to effect payment for a Federal claim.
Disclosure to consumer reporting agencies:
Disclosure may be made from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Electronic.
Retrievability:
Indexed by name and name identification number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51(c)
for computerized records.
Retention and disposal:
Individual data elements destroyed when superseded or no longer needed
for administrative purposes. See BLM Records Schedule 20, Item 64.
System manager(s) and address:
Service Center Director, Bureau of Land Management, U.S. Department of
the Interior, Denver Federal Center, Building 50, Denver, Colorado
80225-0047.
Notification procedures:
A written request addressed to the System Manager, or to a field
office cited in Appendix XI, is required. See 43 CFR 2.60.
Record access procedures:
To see your record, write to the (1) System Manager, (2) BLM Privacy
Act Officer, Headquarters Office, (3) State Office Director(s), or (4)
BLM Director, Boise Interagency Fire Center. A request for access must
meet the content requirements of 43 CFR 2.63. See Appendix XI for
addresses.
Contesting record procedures:
To request corrections in your record, write to the System Manager. A
petition for amendment must meet the content requirements of 43 CFR
2.71.
Record source categories:
Claimants and applicants.
LLM-32
System name: Land & Minerals Authorization Tracking System--
Interior, LLM-32.
System location:
(1) U.S. Department of the Interior, Bureau of Land Management,
Service Center, Denver Federal Center, Building 50, Denver, Colorado
80225-0047, (2) Field offices listed in Appendix XI.
Categories of individuals covered by the system:
Individuals, companies, partnerships, and governmental agencies
transacting business with th Bureau of Land Management relating to
lands and minerals programs. Some of the records in the system which
pertain to individuals may reflect personal information, however, only
the records reflecting personal information are subject to the Privacy
Act. The system also contains records concerning corporations and
other business entities. These records are not subject to the Privacy
Act.
Categories of records in the system:
Case serial number, type (authority for action), acreage, and status;
name and address, percent and type of interest; legal description;
actions; and general remarks (supplemental information about the
case), e.g., the extent of oil and gas or other mineral holdings in
national resource lands, and information on payments due as a result
of lease and/or extraction of minerals or oil from the leased lands.
Authority for maintenance of the system:
43 U.S.C. 1601 (Alaska Native Claims Settlement Act), 43 U.S.C. 1701
(Federal Land Policy and Management Act), 42 U.S.C 4601 (Uniform
Relocation Assistance and Real Property Acquisition Policies Act) and
the various statutes as listed in the regulations in chapter II of
title 43 of the Code of Federal Regulations.
Purpose(s):
The primary uses of records in the system are to facilitate the (1)
processing of claims or application, (2) recordation of adjudicative
actions, and (3) indexing of documentation in case files supporting
adminstrative actions.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Disclosure outside the Department of the Interior may be made: (1) To
appropriate Federal agencies when concurrence or supporting
information is required prior to granting or acquiring a right or
interest in lands or resources, (2) to Federal, State, or local
agencies or a member of the general public in response to a specific
request for pertinent information, (3) to the U.S. Department of
Justice or in a proceeding before a court or adjudicative body when
(a) the United States, the Department of the Interior, a component of
the Department, or when represented by the government, an employee of
the Department is a party to litigation or anticipated litigation or
has an interest in such litigation, and (b) the Department of the
Interior determines that the disclosure is relevant or necessary to
the litigation and is compatible with the purpose for which the
records were compiled, (4) to disclose pertinent information to
appropriate Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
regulation, rule, or order, where the disclosing agency becomes aware
of an indication of a violation or potential violation of civil or
criminal law or regulation, (5) to a member of Congress or a
Congressional staff member from the record of an individual in
response to an inquiry made at the request of that individual, (6) to
the Department of the Treasury to effect payment to Federal, State,
and local government agencies, nongovernmental organizations, and
individuals.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system to 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)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Electronic and manual records.
Retrievability:
Indexed by name and a name identification number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51(c)
for computerized records.
Retention and disposal:
Individual data elements destroyed when superseded or no longer needed
for administrative purposes. See BLM Records Schedule 20, Item 64.
System manager(s) and address:
Service Center Director, Bureau of Land Management, U.S. Department of
the Interior, Denver Federal Center, Building 50, Denver, Colorado
80225-0047.
Notification procedures:
A written request addressed to the System Manager, or to the offices
cited in Appendix XI, is required. See 43 CFR 2.60.
Record access procedures:
To see your record, write to the (1) System Manager, (2) BLM Privacy
Act Officer, Headquarters Office, (3) State Office Director, or (4)
BLM Director, Boise Interagency Fire Center. A request for access must
meet the content requirements of 43 CFR 2.63. See Appendix XI for
addresses.
Contesting record procedures:
To request corrections in your record, write to the System Manager. A
petition for amendment must meet the content requirements of 43 CFR
2.71.
Record source categories:
Claimants and applicants.
INTERIOR/OHA-1
System name: Hearings and Appeals Files--Interior, OHA-1.
System location:
(1) Office of Hearings and Appeals, 4015 Wilson Boulevard, Arlington,
Virginia 22203. (2) All field facilities of the Office of Hearings and
Appeals. (Contact the System Manager for a list of addresses).
Categories of individuals covered by the system:
Individual persons involved in hearings and appeals proceedings before
the Hearings Division, Appeals Boards, and the Director, OHA.
Categories of records in the system:
Information assembled in case files pertaining to hearings
proceedings, and to appeals to the Department relating to:
(a) Contract disputes arising out of findings of fact or decisions by
contracting officers of any bureau or office of the Department, or any
field installation thereof, which are considered and decided finally
for the Department by the Interior Board of Contract Appeals;
(b) Indian probate matters, including determination of heirs and
approval of wills, except as to members of the Five Civilized Tribes
and Osage Indians and resolution of appeals to the Department in such
matters; proceedings in Indian probate relating to Tribal acquisition
of certain interests of decedents in trust and restricted lands; and
appeals pertaining to administrative actions of BIA officials in cases
involving determinations, findings and orders protested as a violation
of a right or privilege of the appellant, which are considered and
decided finally for the Department by the Interior Board of Indian
Appeals;
(c) Appeals from decisions rendered by Departmental officials relating
to the use and disposition of public lands and their resources,
including land selections arising under the Alaska Native Claims
Settlement Act, as amended; and the use and disposition of mineral
resources in certain acquire lands of the United States and in the
submerged lands of the Outer Continental Shelf, which are considered
and decided finally for the Department by the Interior Board of Land
Appeals;
(d) Appeals from orders and decisions issued by Departmental officials
and administrative law judges in proceedings relating to surface coal
mining control and reclamation which are considered and decided
finally for the Department by the Interior Board of Land Appeals;
(e) Wildlife civil penalty assessment hearings before administrative
law judges of the OHA and appeals from their orders and decisions
which are considered and decided finally for the Department by the
Director, OHA, or ad hoc appeals boards appointed by him;
(f) Appeals from orders and decisions of Departmental bureaus
pertaining to relocation assistance benefits claims, considered and
decided finally for the Department by the Director, OHA, or ad hoc
appeals boards appointed by him;
(g) Grievance proceedings involving employees of the Department, in
which hearings are conducted and recommended decisions are prepared by
OHA attorneys and administrative law judges under authority delegated
by the Director, OHA;
(h) Proceedings and decisions by administrative law judges and the
Director, OHA, concerning nondiscrimination in Federally assisted
programs in connection with which Federal financial assistance is
extended under laws administered in whole or in part by the Department
of the Interior Effectuation of Title VI of the Civil Rights Act of
1964;
(i) Proceedings and decisions by administrative law judges and the
Director, OHA, concerning nondiscrimination in activies conducted
under permits, rights-of-way, public land orders, and other Federal
authorizations granted or issued under Title II of the Trans-Alaska
Pipeline Authorization Act.
Authority for maintenance of the system:
(a) R.S. 2478, as amended 43 U.S.C. sec. 1201: 5 U.S.C. sec. 301; Pub.
L. 95-563, 41 U.S.C. 601. (b) 5 U.S.C. sec. 301; secs. 1, 2,, 36 Stat.
855, as amended, 856, as amended, sec. 1, 38 Stat. 586, 42 Stat. 1185,
as amended, secs. 1, 2, 56 Stat. 1021, 1022; 25 U.S.C. 372, 373, 374,
373a, 373b; Act of December 31, 1970 (Pub. L. 91-627; 84 Stat 1874; 25
U.S.C. 607), amending sec. 7 of the Act of August 9, 1946 (60 Stat.
968; 25 U.S.C. 607), with respect to trust or restricted land within
the Yakima Reservation or within the area ceded by the Treaty of June
9, 1855 (12 Stat. 1951); Act of August 10, 1972 Pub. L. 92-377; 86
Stat. 530), with respect to trust or restricted lands within the Warm
Springs Reservation or within the area ceded by the Treaty of June 25,
1855 (12 Stat. 37); Act of September 29, 1972 (Pub. L. 92-443; 86
Stat. 744), with respect to trust or restricted land within the Nez
Perce Indian Reservation or within the area ceded by the Treaty of
June 11, 1855 (12 Stat. 957); R.S. 463, 465, 5 U.S.C. 301, and 25
U.S.C. 2 and 9. (c) R.S. 2478 as amended, 43 U.S.C. 1201; 5 U.S.C.
101; 43 U.S.C. 315a; 43 U.S.C. 1701(a)(5). (d) Sec. 201, Pub. L. 95-
87, 91 Stat. 445, 30 U.S.C. 1201. (e) R.S. 2478, as amended, 43 U.S.C.
1201; 5 U.S.C. sec. 301; 43 U.S.C. 1601-1624. (f) Lacey Act, 18 U.S.C.
sec. 43; Endangered Species Act of 1973, 16 U.S.C. sec. 1531 et seq.;
Endangered Species Conservation Act of 1969 (formerly) 16 U.S.C. sec.
668aa et seq.; Marine Mammal Protection Act of 1972, 16 U.S.C. sec.
1361 et seq.; Bald Eagle Protection Act, 16 U.S.C. 668 et seq.; 5
U.S.C. 301 (g) 42 U.S.C. secs. 4601-4655; 5 U.S.C. 301. (h) 5 U.S.C.
301; 5 CFR part 771; 5 U.S.C. 1302, 3301, 3302, E.O. 10577; 3 CFR,
1954-1958 Comp., p. 218, E.O. 10987; 3 CFR, 1959-1963 Comp., p. 519.
(i) 43 CFR 17.8; 5 U.S.C. sec. 301; Title VI of the Civil Rights Act
of 1964 (section 602, 42 U.S.C. 2000d-1); 43 CFR part 17, including
Appendix A thereto. (j) Sec. 403, Pub. L. 93-153, 87 Stat. 576, 5
U.S.C. 301, and 43 CFR part 27.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are for the adjudication and
determination of issues in hearing and appeals proceedings.
Disclosures outside the Department of the Interior may be made (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation; (2) of information indicating a violation or
potential violation of a statute, regulation, rule, order or license,
to appropriate Federal, State, local or foreign agencies responsible
for investigating or prosecuting the violation or for enforcing or
implementing the statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability:
Indexed by name of appellant, claimant, etc., and by OHA docket
number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
manual records.
Retention and disposal:
Case materials returned to operating bureau or office after completion
of OHA functions. Records of decisions not authorized for disposal.
System manager(s) and address:
Director, Office of Hearings and Appeals, U.S. Department of the
Interior, 4015 Wilson Boulevard, Arlington, VA 22203.
Notification procedure:
System Manager or, with respect to records maintained in a field
office for which he is responsible, an administrative law judge or
chief administrative law judge in charge. A written and signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures:
A request for access may be addressed to the System Manager or, with
respect to records maintained in a field office for which he is
responsible, an administrative law judge or chief administrative law
judge in charge. 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 System Manager must
meet the requirements of 43 CFR 2.71.
Record source categories:
Records in the system include information submitted by the appellants,
claimants, and other persons involved in the hearings and appeals
proceedings, as well as by the Government.
INTERIOR/SOL-1
System name: Litigation, Appeal and Case Files--Interior Office
of the Solicitor-1.
System location: (1) Office of the Solicitor, U.S. Department of the
Interior, 18th and C Streets, NW, Washington, DC 20240. (2) All
Regional and Field Offices of the Office of the Solicitor. (See
Appendix for addresses.)
Categories of individuals covered by the system: Individuals involved in
litigation with the United States, or the Department of the
Interior, officials or constituent units thereof; individuals
involved in administrative proceedings before the Department, to
which the Department is a party or in which it has an interest;
individuals suspected of violations of criminal and civil statutes
or regulations or orders the violation of which carries criminal
penalties; individuals who have applied to the Department for
permits, grants or loans; individuals who have appealed to the
Office of the Solicitor from the decisions of other constituent
units of the Department; individuals involved in negotiations,
claims or disputes with the Department; individuals for whom the
Department has performed legal services.
Categories of records in the system: Investigatory reports, opinions and
memoranda of law, pleadings, motions, depositions, rulings, and
other records necessary to the provisions of legal services.
Authority for maintenance of the system: 43 U.S.C. 1455.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are to provide legal services to the Department of the
Interior. Disclosures outside the Department of the Interior may be
made (1) to another Federal agency or a State or local government
having a subject matter interest in the records; (2) to an
individual or entity aligned with the United States or the
Department of the Interior or any official or constituent unit
thereof as a plaintiff, petitioner, defendant or respondent in any
judicial or administrative proceedings; (3) to a court, magistrate
or administrative tribunal in the course of presenting evidence
thereto, or to opposing counsel in the course of settlement
negotiations; (4) to the U.S. Department of Justice when related to
litigation or anticipated litigation; (5) of information indicating
a violation or potential violation of a statute, regulation, rule,
order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation
or for enforcing or implementing the statute, rule, regulation,
order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual form in file folders.
Retrievability: By case or individual name.
Safeguards: Maintained with safeguards meeting the requirement of 43 CFR
2.51 for manual records.
Retention and disposal: Subject to approved disposal schedule.
System manager(s) and address: Director of Administration, Office of the
Solicitor, U.S. Department of the Interior, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
shall be addressed to the System Manager or, with respect to the
office for which he is responsible, a Regional or Field Solicitor. A
written, signed request stating that the requester seeks information
concerning records pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed to the
System Manager or, with respect to the office for which he is
responsible, a Regional or Field Solicitor. 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 System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individuals listed above under ``Categories of
individuals covered by the system'', bureaus and offices of the
Department, other Federal agencies, courts, administrative
tribunals.
Systems exempted from certain provisions of the act: (1) The Privacy Act
does not entitle an individual to access to information compiled in
anticipation of a civil action or proceeding. (2) Under the specific
exemption authority provided by 5 U.S.C. 552a(k)(2), the Department
of the Interior has adopted a regulation, 43 CFR 2.79(b), which
exempts this system (to the extent that it consists of investigatory
material compiled for law enforcement purposes) from the provisions
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4) (G), (H) and (I) and (f)
and portions of 43 CFR, part 2, subpart C which implement these
provisions. The reasons for adoption of this regulation are set out
at 40 FR 37217 (August 26, 1975).
INTERIOR/SOL-2
System name: Claims Files--Interior, Office of the Solicitor-2.
System location: (1) Office of the Solicitor, U.S. Department of the
Interior, 18th and C Streets, NW, Washington, DC 20240. (2) All
Regional and Field Offices of the Solicitor. (See Appendix for
addresses).
Categories of individuals covered by the system: Individuals who have
filed Tort, Federal Employee, Admiralty or Irrigation claims.
Categories of records in the system: Contains records concerning claims,
including the claims and supporting information submitted by the
claimant, information developed by the Department concerning the
claim and a record of the disposition of the claim if processing of
the claim is complete.
Authority for maintenance of the system: (1) Federal Tort Claims Act, 28
U.S.C. 2671-2680. (2) Military Personnel and Civilian Employees'
Claims Act, 31 U.S.C. 240-243. (3) Public Works for Water and Power
Development and Atomic Energy Commission Appropriation Act, Pub.L.
93-393, 88 Stat. 782. (4) Act of March 9, 1920, 46 U.S.C. 742, 747,
749, 750.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are for the adjudication of tort, Federal employee,
admiralty and irrigation claims. Disclosures outside the Department
of the Interior may be made (1) to another Federal agency or a State
or local government body having partial or complete jurisdiction
over the claim or related claims; (2) to the U.S. Department of
Justice when related to litigation or anticipated litigation; (3) of
information indicating a violation or potential violation of a
statute, regulation, rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation for or enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in manual form in file folders.
Retrievability: Indexed by name of claimant.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51 for manual records.
Retention and disposal: Claim and investigative material returned to
operating bureau or office after completion of processing. Records
of decisions not authorized for disposal.
System manager(s) and address: Director of Administration, Office of the
Solicitor, U.S. Department of the Interior, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure: System manager or, with respect to records
maintained in the office for which he is responsible, a Regional or
Field Solicitor. A written and signed request stating that the
requester seeks information concerning records pertaining to him is
required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
System Manager or, with respect to records maintained in the office
for which he is responsible, a Regional or Field Solicitor. 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 System manager and must meet the requirements of 43
CFR 2.71.
Record source categories: Claimants. Investigations conducted by Bureaus
and Offices of the Department of State or local officials.
Systems exempted from certain provisions of the act: The Privacy Act
does not entitle an individual to access to information compiled in
reasonable anticipation of a civil action or proceeding.
INTERIOR/SOL-3
System name: Patent Files--Interior, Office of the Solicitor-3.
System location: Office of the Solicitor, U.S. Department of the
Interior, 18th and C Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system: Inventors of
Inventions arising from Government research and development
programs; and applicants for Patents, Trademark Registrations, and
Copyright Registrations.
Categories of records in the system: Certain titles of inventions,
inventor's name, Department of the Interior's docket number, and
Patent and Trademark Offices Serial Numbers and filing dates.
Authority for maintenance of the system: (1) 5 U.S.C. 301; (2) 43
U.S.C. 1457; and (3) 1963 and 1971 President's Patent Policy
Statements.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are (a) for ongoing retrieval and docketing purposes and
intraoffice management and (b) for the preparation of patent
applications for submission to the U.S. Patent Office. Disclosures
outside the Department of the Interior may be made (1) to the U.S.
Patent Office; (2) to inventors and others directly concerned with
the government funded research and development information
concerning filing dates, serial numbers and patent or trademark
registration numbers; (3) to the U.S. Department of Justice when
related to litigation or anticipated litigation; (4) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license, to appropriate Federal, State,
local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in manual form.
Retrievability: Indexed by inventor's names, docket number, and serial
number.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal: Records will be maintained indefinitely.
System manager(s) and address: Assistant Solicitor, Patents, Office of
the Solicitor, U.S. Department of the Interior, 18th and C Streets,
NW, Washington, DC 20240.
Notification procedure: A written request addressed to the System
Manager stating that the requester seeks information concerning
records pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Inventors, contractors, and U.S. Patent and
Trademark Office.
Systems exempted from certain provisions of the act: The Privacy Act
does not entitle an individual to access to information compiled in
reasonable anticipation of a civil action or proceeding.
INTERIOR/SOL-4
System name: Workload Analysis--Interior, Office of the
Solicitor-4.
System location: (1) Office of the Solicitor, U.S. Department of the
Interior, 18th and C Streets, NW, Washington, DC 20240. (2) Regional
and Field Offices of the Office of the Solicitor. (See Appendix for
addresses.)
Categories of individuals covered by the system: Attorneys employed in
the Office of the Solicitor.
Categories of records in the system: Records concerning subject of
assigned work and status of that work.
Authority for maintenance of the system: 43 U.S.C. 1455.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The primary uses of the
records are for the management of workload of the Office of the
Solicitor. Disclosures outside the Department of the Interior may be
made (1) to the Office of Management and Budget in connection with
preparation of the President's budget; (2) to another Federal agency
having a subject matter interest in a case, proceeding or other
matter described in the records; (3) to the U.S. Department of
Justice when related to litigation or anticipated litigation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in both manual and computer form.
Retrievability: Indexed by organizational unit, may be retrieved by name
of individual attorney.
Safeguards: Maintained with safeguards meeting the requirements of 43
CFR 2.51.
Retention and disposal: In accordance with approved disposal schedule.
System manager(s) and address: Director of Administration, Office of the
Solicitor, U.S. Department of the Interior, 18th and C Streets, NW,
Washington, DC 20240.
Notification procedure: Inquiries regarding the existence of records
should be addressed to the System Manager. A written, signed request
stating that the requester seeks information concerning records
pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access may be addressed to the
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 should be
addressed to the System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Individual attorneys.
INTERIOR/SOL-5
System name: SMCRA Litigation Tracking System (LTS)--Interior,
Office of the Solicitor-5.
System location:
Division of Surface Mining, Office of the Solicitor, U.S. Department
of the Interior, Washington, DC, and field locations. For specific
addresses of field locations contact: Associate Solicitor for Surface
Mining, Mail Stop 6411, U.S. Department of the Interior, 18th & C
Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
The system contains the names of individuals and entities responsible
for unabated federal violations, unpaid federal civil penalties, or
outstanding abandoned mine land reclamation fees (AML fees) arising
under the Surface Mining Control and Reclamation Act of 1977, 30
U.S.C. 1201 et seq. (SMCRA), where the Office of Surface Mining
Reclamation and Enforcement (OSMRE) has referred the outstanding
violation or debt to the Solicitor's Office for litigation, and the
names of individuals or entities who own or control entities
responsible for such unabated federal violations, unpaid federal civil
penalties, or outstanding AML fees arising under SMCRA. Although the
system of records contains information about individuals and entities,
only the records about individuals are subject to the provisions of
the Privacy Act.
Categories of records in the system:
(1) Case tracking information including individuals and entities
associated with the litigation (names, addresses, and other
identifiers, if available); (2) violator information obtained from
OSMRE inspection, enforcement, assessment, auditing, and collection
records (including OSMRE computer systems); (3) ownership, control,
and financial information on coal mining operations obtained from the
aforementioned records, State regulatory authority records, Mine
Safety and Health Administration (MSHA) legal identity forms and other
MSHA records, State corporation commission or secretary of State
records, clerk of court records, company or operator financial
reports, and investigative reports provided to OSMRE under contract;
and (4) information on the status of each case (such as complaint
filed and judgment entered dates).
Authority for maintenance of the system:
The Surface Mining Control and Reclamation Act of 1977, 30 U.S.C. 1201
et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to: (a) Allow for tracking, cases
through the judicial system; (b) enable the Solicitor's Office to
assist OSMRE and State regulatory authorities in making decisions to
withhold or revoke permits of entities or individuals in violation of
SMCRA; (c) provide statistics by company, region, judicial district,
State, and nationwide for management purposes; (d) provide for case
management reports, including reports linking two or more data, bases
by any of numerous criteria; and (e) enable Solicitor's Office and
OSMRE management to effectively monitor their program requirements.
Disclosures outside the Department of the Interior may be made: (1) To
the appropriate federal, State, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order when the Department of the Interior becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation; (2) to a Congressional office, upon
request, including information from the record of an individual in
response to an inquiry the individual has made to the Congressional
office; (3) to public interest groups as may be required under SMCRA
or the January 31, 1985, Revised Order in Save Our Cumberland
Mountains, Inc. v. Hodel, No. 81-2134 (D.D.C. 1985); (4) to the U.S.
Department of Justice or to a court or other adjudicative body of
competent jurisdiction when (a) the United States, the Department of
the Interior, a component of the Department, or, when represented by
the government, an employee of the Department is a party to litigation
or anticipated litigation or has an interest in such litigation, and
(b) the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled.
Disclosure to consumer reporting agencies:
Disclosures 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 1966
(31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained on computer usable media.
Retrievability:
Data is retrievable by any of a number of data fields such as assigned
index number, company name, individual name, attorney, State, permit
number, and violation number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Data stored on computer-usable media will be retained until it is
determined that the data is no longer needed or required. ADP printout
records will be disposed of periodically (generally monthly or
quarterly) when superseded. Records are retained and disposed of in
accordance with Office of the Secretary Comprehensive Records Disposal
Schedule No. NC1-48-77-1; item number H11.
System manager(s) and address:
Associate Solicitor for Surface Mining, Office of the Solicitor, Mail
Stop 6411, U.S. Department of the Interior, 18th & C Streets, NW,
Washington, DC 20240.
Notification procedure:
Persons wanting to determine whether the system maintains information
on them should write to the System Manager. See 43 CFR 2.60 for the
form of request.
Record access procedures:
Anyone wanting to see their records should write to the System
Manager. All requests should describe as specifically as possible the
records sought and be marked ``Privacy Act Request for Access.'' See
43 CFR 2.63 for the required content of request.
Contesting record procedures:
A petition for amendment should be addressed to the System Manager and
must meet the content requirement of 43 CFR 2.71. The petition for
amendment must be submitted in writing.
Record source categories:
(1) OSMRE and State coal mining permit files, both manual and
automated; (2) OSMRE and State regulatory program files, both manual
and automated; (3) MSHA legal identity forms and other records; (4)
individual, operator, and company financial reports; (5) State
corporation commission, secretary of State, taxation authorities,
municipal, county, and clerk of court records; (6) individual or
company net worth determination reports prepared by, OSMRE
contractors; (7) Department of the Interior Solicitor's Office files;
(8) investigative, reports prepared for litigation; (9) federal and
State court records, including bankruptcy courts; and (10) Department
of the Interior Office of Hearings and Appeals records.
Appendix
This Appendix contains the addresses of facilities of the Department
of the Interior. The Appendix is to be used in conjunction with the
Department's notices describing systems of records which are subject
to section 3 of the Privacy Act of 1974. Various system notices will
refer the reader to the facilities maintaining the records which are
listed in this Appendix.
I. OFFICE OF THE SECRETARY
(All addresses are as follows unless otherwise indicated: U.S.
Department of the Interior, 18th and C Streets NW, Washington, DC
20240.)
A. Immediate Office of the Secretary.
B. Office of the Under Secretary.
C. Office of the Assistant Secretary for Fish and Wildlife and Parks.
D. Office of the Assistant Secretary--Land and Minerals Management.
E. Office of the Assistant Secretary--Water and Science.
F. Office of Assistant Secretary--Policy, Budget and Administration.
G. Office of Assistant Secretary--Indian Affairs.
H. Office of Assistant Secretary--Territorial and International
Affairs.
I. Office of Congressional and Legislative Affairs.
J. Office for Equal Opportunity.
K. Office of Public Affairs.
L. Office of Small and Disadvantaged Business Utilization.
M. Office of Youth Programs.
N. Office of Budget and Finance
1. Office of Budget
2. Office of Financial Management
3. Budget Execution Staff.
O. Office of Management Improvement.
1. Office of Information Resources Management
2. Office of Acquisition and Property Management
3. Office of Construction Management
4. Office of Management Analysis
5. Division of Enforcement and Security Management.
P. Office of Management Services
1. Office of Administrative Services
2. Office of Personnel
3. Office of Aircraft Services, 3905 Vista Avenue, Boise, Idaho 83705
4. Division of Personnel Services.
Q. Office of Policy Analysis.
R. Office of Environmental Project Review.
II. OFFICE OF THE SOLICITOR
A. Headquarters Office:
Office of the Solicitor, U.S. Department of the Interior, 18th and C
Streets NW, Washington, DC 20240.
B. Field Offices:
Regional Solicitor, U.S. Department of the Interior, 701 C Street,
Anchorage, AK 99513
Regional Solicitor, U.S. Department of the Interior, Room E-2753, 2800
Cottage Way, Sacramento, CA 95825
Regional Solicitor, U.S. Department of the Interior, PO Box 25007,
Denver Federal Center, Denver, CO 80225
Regional Solicitor, U.S. Department of the Interior, Richard B.
Russell Federal Builing, 75 Spring Street, SW, Suite 1328, Atlanta GA
30303
Regional Solicitor, U.S. Department of the Interior, Suite 612, One
Gateway Center, Newton, Corner, MA 02158
Regional Solicitor, U.S. Department of the Interior, Room 3068, Page
Belcher Federal Building, 333 West 4th Street, Tulsa, OK 74103
Regional Solicitor, U.S. Department of the Interior, Lloyd 500
Building, Suite 607, 500 NE., Multnomah, Portland, OR 97232
Regional Solicitor, U.S. Department of the Interior, Suite 6201,
Federal Building, 125 South State Street, Salt Lake City, UT 84138
Field Solicitor, U.S. Department of the Interior, Suite 150, 505 North
Second St., Phoenix, AZ 85004
Field Solicitor, U.S. Department of the Interior, PO Box M, Window
Rock, AZ 86515
Field Solicitor, U.S. Department of the Interior, Box 36064, 450
Golden Gate Avenue, Room 14126, San Francisco, CA 94102
Field Solicitor, U.S. Department of the Interior, Box 020, Federal
Building, U.S. Courthouse, 550 West Fort Street, Boise, ID 83724
Field Solicitor, U.S. Department of the Interior, 686 Federal
Building, Twin Cities, MN 55111
Field Solicitor, U.S. Department of the Interior, Room 5431, Federal
Building, 316 N. 26th Street, Billings, MT 59101
Field Solicitor, U.S. Department of the Interior, PO Box 1042, Santa
Fe, NM 87504
Field Solicitor, U.S. Department of the Interior, Osage Agency,
Grandview Avenue, Pawhuska, OK 74056
Field Solicitor, U.S. Department of the Interior, Suite 502J, U.S.
Post Office and Courthouse, Pittburgh, PA 15219
Field Solicitor, U.S. Department of the Interior, PO Box 15006,
Knoxville, TN 37901
Field Solicitor, U.S. Department of the Interior, 1100 South Fillmore,
Amarillo, TX 79101
Field Solicitor, U.S. Department of the Interior, 603 Morris Street,
2nd Floor, Charleston, WV 25301
III. OFFICE OF HEARINGS AND APPEALS
A. Headquarters Office:
Office of Hearings and Appeals, 4015 Wilson Blvd., Arlington, VA
22203.
B. Field Offices:
Administrative Law Judge, 1111 Northshore Drive, Suite 202, Bldg. No.
1, Knoxville, TN 37919
Administrative Law Judges, 6432 Federal Bldg., Salt Lake City, UT
84138
Administrative Law Judge, (Indian Probate), Federal Bldg., Rm 3427,
230 N. First Ave., Phoenix, AZ 85025
Administrative Law Judge (Indian Probate), 2020 Hurley Way, Suite 150,
Sacramento, CA 95825
Administrative Law Judge (Indian Probate), Federal Building, Rooms 674
and 688, Fort Snelling, Twin Cities, MN 55111
Administrative Law Judge (Indian Probate), 421 Gold SW, Rm 303,
Alburquerque, MN 87102
Administrative Law Judge (Indian Probate), 215 Dean A. McGee Ave., Rm.
712, Oklahoma City, OK 73102
Administrative Law Judge (Indian Probate), 1425 NE. Irving St., Bldg.
100, Suite 112, Portland, OR 97232
Administrative Law Judge (Indian Probate), Federal Bldg. & Courthouse,
515 9th St., Suite 201, Rapid City, SD 57701
Administrative Law Judge (Indian Probate), Federal Bldg. & Courthouse,
Rm 3329, 316 N. 26th St., Billings, MT 59101.
IV. OFFICE OF INSPECTOR GENERAL
Headquarters Office: Office of Inspector General, U.S. Department of
the Interior, 18th & C Streets NW, Washington, DC 20240.
V. [Reserved]
VI. MINERALS MANAGEMENT SERVICE
A. Headquarters Offices
Department of the Interior, Minerals Management Service, 1849 C
Street, NW, Washington, DC 20240
Royalty Management
Building 85, Denver Federal Center, PO Box 25165, Lakewood, Colorado
80225
B. Field Offices
Alaska OCS Region, 949 36th Avenue, Anchorage, Alaska 99508-4302
Atlantic OCS Region, 381 Elden Street, Herndon, Virginia 22070-4817
Gulf of Mexico OCS Region, 1201 Elmwood Park Boulevard, New Orleans,
Louisiana 70123-2394
Pacific OCS Region, 770 Paseo Camarillo, Camarillo, California 93010
C. Administrative Service Centers
Southern Administrative Service Center, 1201 Elmwood Park Boulevard,
New Orleans, Louisiana 70123-2394
Western Administrative Service Center, PO Box 25165, Lakewood,
Colorado 80225
VIII. FISH AND WILDLIFE SERVICE
A. Headquarters Office
Fish and Wildlife Service,
U.S. Department of the Interior,
18th and C Streets, NW,
Washington, DC 20240.
B. Regional Offices,
Portland Regional Office (Region 1),
Fish and Wildlife Service,
U.S. Department of the Interior,
1500 NE Irving Street,
Post Office Box 3737,
Portland, Oregon 97208.
Albuquerque Regional Office (Region 2),
Fish and Wildlife Service,
U.S. Department of the Interior,
500 Gold Avenue, SW,
Albuquerque, New Mexico 87102.
Twin Cities Regional Office (Region 3),
Fish and Wildlife Service,
U.S. Department of the Interior,
Federal Building,
Fort Snelling,
Twin Cities, Minnesota 55111.
Atlanta Regional Office (Region 4),
Fish and Wildlife Service,
U.S. Department of the Interior,
17 Executive Park Drive, NE,
Atlanta, Georgia 30329.
Boston Regional Office (Region 5),
Fish and Wildlife Service,
U.S. Department of the Interior,
John W. McCormack Post Office and Courthouse,
Boston, Massachusetts 02109.
Denver Regional Office (Region 6),
Fish and Wildlife Service,
U.S. Department of the Interior,
10597 West Sixth Avenue,
Lakewood, Colorado 80215.
Alaska Area Office,
Fish and Wildlife Service,
U.S. Department of the Interior,
813 D Street,
Anchorage, Alaska 99501.
C. Law Enforcement District Offices,
Special Agent-in-charge,
813 D Street,
Anchorage, Alaska 99501.
Special Agent-in-charge,
PO Box 3737,
Portland, Oregon 97208.
Special Agent-in-charge,
Room E 1924-2800 Cottage Way,
Sacramento, California 95825.
Special Agent-in-charge,
PO Box 25486,
Denver Federal Center,
Denver, Colorado 80225.
Special Agent-in-charge,
PO Box 1038,
Independence, Missouri.
Special Agent-in-charge,
PO Box 329,
Albuquerque, New Mexico.
Special Agent-in-charge,
PO Box 45,
Twin Cities, Minnesota 55111.
Special Agent-in-charge,
546 Carondelet Street-Room 408,
New Orleans, Louisiana 70130.
Special Agent-in-charge,
PO Box 95467,
Atlanta, Georgia 30347.
Special Agent-in-charge,
PO Box 290,
Nashville, Tennessee 37202.
Special Agent-in-charge,
95 Aquahart Road,
Glen Burnie, Maryland 21061.
Special Agent-in-charge,
Hangar 11, Room 1-49,
John F. Kennedy Airport,
Jamaica, New York 11430.
Special Agent-in-charge,
PO Box 34,
Boston, Massachusetts 02101.
IX. U.S. GEOLOGICAL SURVEY
U.S. Geological Survey
National Center,
201 Sunrise Valley Drive, Reston, Virginia 22092
X. BUREAU OF INDIAN AFFAIRS
Bureau of Indian Affairs,
U.S. Department of the Interior,
18th and C Streets, NW, Washington, DC 20245
XI. BUREAU OF LAND MANAGEMENT
A. Headquarters Office: Department of the Interior, Bureau of Land
Management, 1849 C Street, NW, Washington, DC 20240.
B. Filed Offices (Add Bureau of Land Management, U.S. Department of
the Interior, to all addresses):
Service Center, Building 50, Denver Federal Center, PO Box 25047,
Denver, CO 80225.
Alaska State Office (Area of administration: Alaska), 222 W. 7th
Avenue No. 13, Anchorage, AK 99513.
Arizona State Office (Area of administration: Arizona), 3707 North 7th
Street, PO Box 16563, Pheonix, AZ 85011.
California State Office (Area of administration: California), Federal
Building, 2800 Cottage Way, E-2841, Sacramento, CA 95825.
Colorado State Office (Area of administration: Colorado), 2850
Youngfield Street, Lakewood, CO 80215.
Idaho State Office (Area of administration: Idaho), 3380 Americana
Terrace, Boise, ID 83706.
Montana State Office (Area of administration: Montana, North Dakota,
South Dakota), Granite Tower 222 North 32nd Street, PO Box 36800,
Billings, MT 59107.
Nevada State Office (Area of administration: Nevada), 850 Harvard Way,
PO Box 12000, Reno, NV 89520.
New Mexico State Office (Area of administration: New Mexico, Kansas,
Oklahoma, Texas), Joseph M. Montoya Federal Building, South Federal
Place, PO Box 1449, Santa Fe, NM 87504.
Oregon State Office (Area of administration: Oregon, Washington), 1300
NE 44th Avenue, PO Box 2965, Portland, OR 97208.
Utah State Office (Area of administration: Utah), 324 South State
Street, PO Box 45155, Salt Lake City, UT 84145.
Wyoming State Office (Area of administration: Wyoming, Nebraska), 2515
Warren Avenue, PO Box 1828, Cheyenne, WY 82003.
Eastern States Office (Area of administration: All States bordering on
and east of the Mississippi River), 350 South Pickett Street,
Alexandria, VA 22304.
Boise Interagency Fire Center (Area of administration: National), 3905
Vista Avenue, Boise, ID 83705.
XII. BUREAU OF MINES
A. Headquarters Office
U.S. Bureau of Mines, 810 7th Street, NW, Washington, DC 20241
B. Research
Research Director, Albany Research Center, 1450 Queen Avenue SW, PO
Box 70, Albany, OR 97321
Research Director, Denver Research Center, Building 20, Denver
Federal Center, Denver, CO 80225
Research Director, Pittsburgh Research Center, Cochrans Mill Road,
PO Box 18070, Pittsburgh, PA 15236
Research Director, Rolla Research Center, PO Box 280, Rolla, MO
65401
Research Director, Salt Lake City Research Center, 729 Arapeen
Drive, Salt Lake City, UT 84108
Research Director, Spokane Research Center, E 315 Montgomery Avenue,
Spokane, WA 99207
Research Director, Tuscaloosa Research Center, PO Box L, University,
AL 35486
Research Director, Twin Cities Research Center, PO Box 1660, Twin
Cities, MN 55111
General Manager, Division of Helium Field Operations, 1100 South
Fillmore, Amarillo, Texas 79101
Plant Manager, Amarillo Helium Plant, 1100 South Fillmore, Amarillo,
Texas 79101
Plant Manager, Excell Helium Plant, Box 100, Masterson, Texas 79058
Satanta Maintenance Station (Helium), PO Box 517, Satanta, KS 67870
C. Information and Analysis
Chief, Intermountain Field Operations Center, Building 20, Denver
Federal Center, Denver, CO 80225
Chief, Minerals Availability Field Office, Building 53, Denver
Federal Center, Denver, CO 80225
Chief, Alaska Field Operations Center, 3301 C Street, Suite 525,
Anchorage, AK 99503
Chief, Western Field Operations Center, E. 315 Montgomery Avenue,
Spokane, WA 99207
D. Finance and Management
Chief, Branch of Procurement--Denver, Building 20, Denver Federal
Center, Denver, CO 80225
Chief, Branch of Personnel--Denver, Building 20, Denver Federal
Center, Denver, CO 80225
Chief, Branch of Property and General Services--Denver, Building 20,
Denver Federal Center, Denver, CO 80225
Chief, Division of Finance, Building 20, Denver Federal Center,
Denver, CO 80225
Chief, Division of Automatic Data Processing, Building 53, Denver
Federal Center, Denver, CO 80225
Chief, Branch of Production and Distribution, PO Box 18070, Cochrans
Mill Road, Pittsburgh, PA 15236
E. Other Field Activities
Office of Equal Employment Opportunity, Western Area, Building 20,
Denver Federal Center, Denver, CO 80225
Office of Equal Employment Opportunity, Eastern Area, PO Box 18070,
Cochrans Mill Road, Pittsburgh, PA 15236
XIII. [Reserved]
XIV. NATIONAL PARK SERVICE
Abraham Lincoln Birthplace National Historic Site,
Route 1,
Hodgenville, KY 42748.
Acadia National Park,
R.F.D. 1,
Box 1,
Bar Harbor, ME 04609.
Adams National Historic Site,
PO Box 531,
Quincy, MA 02269.
Agate Fossil Beds National Monument,
c/o Scotts Bluff National Monument,
PO Box 427,
Gering, NE 69341.
Alaska Area Office,
National Park Service,
540 West 5th Avenue,
Room 202,
Anchorage, AK 99501.
Alibates Flint Quarries National Monument,
c/o Superintendent,
Lake Meredith Recreation Area,
PO Box 1438,
Fritch, TX 79036.
Allegheny Portage Railroad National Historic Site,
National Park Service,
PO Box 247,
Cresson, PA 16630.
American Memorial Park,
PO Box 198 CHRB,
Saipan, CMI 96950.
Amistad Recreation Area,
PO Box 1463,
Del Rio, TX 78840.
Andersonville National Historic Site,
Andersonville, GA 31711.
Andrew Johnson National Historic Site,
Depot Street,
Greeneville, TN 37743.
Aniakchak National Monument,
c/o Katmai National Monument,
PO Box 7,
King Salmon, AK 99613.
Antietam National Battlefield,
PO Box 158,
Sharpsburg, MD 21782.
Antietam Natl Cemetery,
c/o Antietam Natl Battlefield,
Box 158,
Sharpsburg, MD 21782.
Apostle Islands National Lakeshore,
1972 Centennial Drive,
Rural Route,
Bayfield, WI 54814.
Appalachian National Scenic Trail,
Federal Building,
King and Maple Streets,
Martinsburg, WV 25401.
Appalachian Trail Central,
Gallery on the Mall,
940 Hamilton Mall,
Allentown, PA 18101.
Appalachian Trail North,
8 Campbell Street,
Lebanon, NH 03766.
Appalachian Trail South,
Federal Building,
King and Maple Streets,
Martinsburg, WV 25401.
Appomattox Court House National Historical Park,
PO Box 218,
Appomattox, VA 24522.
Arches National Park,
c/o Canyonlands National Park,
446 S. Main Street,
Moab, UT 84532.
Arkansas Post National Memorial,
Route 1, Box 16,
Gillett, AR 72055.
Arlington House,
the Robert E. Lee Memorial,
c/o George Washington Memorial Parkway,
Turkey Run Park,
McLean, VA 22101.
Assateague Island National Seashore,
Route 2,
Box 294,
Berlin, MD 21811.
Asst. to the Regional Director (Utah),
National Park Service,
125 South State Street,
Room 3418,
Salt Lake City, UT 84138.
Aztec Ruins National Monument,
PO Box U,
Aztec, NM 87410.
Badlands National Park,
PO Box 6,
Interior, SD 57750.
Baltimore-Washington Parkway,
c/o Catoctin Mountain Park,
Thurmont, MD 21788.
Bandelier National Monument,
Los Alamos, NM 87544.
Battleground Natl Cemetery,
c/o Supt, Natl Cap Pk-East,
5210 Indian Head Hgwy.,
Oxon Hill, MD 20021.
Benjamin Franklin Natl Memorial
c/o the Franklin Institute,
20th Street and Benjamin Franklin Parkway,
Philadelphia, PA 19103.
Bent's Old Fort National Historic Site,
PO Box 581,
La Junta, CO 81050.
Bering Land Bridge National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Big Bend National Park,
Big Bend National Park, TX 79834.
Big Cypress Land Acquisition Office,
National Park Service,
PO Box 1515,
Naples, FL 33940.
Big Cypress National Preserve,
PO Box 1247,
Naples, FL 33939.
Big Hole National Battlefield,
PO Box 237,
Wisdom, MT 59761.
Big South Fork National River and Recreation Area,
PO Drawer 630,
Oneida, TN 37841.
Big Thicket National Preserve,
PO Box 7408,
Beaumont, TX 77706.
Bighorn Canyon National Recreation Area,
PO Box 458,
Fort Smith, MT 59035.
Biscayne National Monument,
PO Box 1369,
Homestead, FL 33030.
Black Canyon of the Gunnison National Monument,
PO Box 1648,
Montrose, CO 81401.
Blue Ridge Parkway,
700 Northwestern Banking Building,
Asheville, NC 28801.
Blue Ridge Parkway (North District Management),
PO Box 1710,
Roanoke, VA 24008.
Blue Ridge Parkway (North District Operations),
Roanoke Maintenance Area,
RFD 1,
Box 39D,
Vinton, VA 24179.
Blue Ridge Parkway (South District),
PO Box 9098,
Asheville, NC 28805.
Boise Interagency Fire Center,
National Park Service,
3905 Vista Avenue,
Boise, ID 83705.
Booker T. Washington National Monument,
Route 1,
Box 195,
Hardy, VA 24101.
Boston National Historical Park,
Charlestown Navy Yard,
Boston, MA 02129.
Brices Cross Roads National Battlefield Site,
c/o Natchez Trace Parkway,
R.R. 1,
NT-143,
Tupelo, MS 38801.
Bryce Canyon National Park,
Bryce Canyon, UT 84717.
Buck Island Reef National Monument,
c/o Christiansted National Historic Site,
PO Box 160,
Christiansted, Saint Croix, VI 00820.
Buffalo National River,
PO Box 1173,
Harrison, AR 72601.
Buffalo River Land Acquisition Office,
PO Box 1073,
Harrison, AR 72601.
Cabrillo National Monument,
PO Box 6175,
San Diego, CA 92106.
Canaveral National Seashore,
PO Box 2583,
Titusville, FL 32780.
Canyon de Chelly National Monument,
PO Box 588,
Chinle, AZ 86503.
Canyonlands National Park,
446 South Main Street,
Moab, UT 84532.
Cape Cod National Seashore,
South Wellfleet, MA 02663.
Cape Hatteras National Seashore,
Route 1,
Box 675,
Manteo, NC 27954.
Cape Krusenstern National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Cape Lookout National Seashore,
PO Box 690,
Beaufort, NC 28516.
Capitol Reef National Park,
Torrey, UT 84775.
Capulin Mountain National Monument,
Capulin, NM 88414.
Carl Sandburg Home National Historic Site,
PO Box 395,
Flat Rock, NC 28731.
Carlsbad Caverns Natl. Park,
3225 National Parks Highway,
Carlsbad, NM 88220.
Casa Grande National Monument,
PO Box 518,
Coolidge, AZ 85228.
Castillo de San Marcos National Monument,
1 Castillo Drive,
St. Augustine, FL 32084.
Castle Clinton National Monument,
c/o Manhattan Sites,
26 Wall Street,
New York, NY 10005.
Catoctin Mountain Park,
Thurmont, MD 21788.
Cedar Breaks National Monument,
PO Box 749,
Cedar City, UT 84720.
Chaco Canyon National Monument,
Star Route 4,
Box 6500,
Bloomfield, NM 87413.
Chamizal National Memorial,
Room 620,
First City Nat'l Bank Bldg.,
300 East Main Drive,
El Paso, TX 79901.
Channel Islands Nat'l Park,
1699 Anchors Way Drive,
Ventura, CA 93003.
Chattahoochee River National Recreational Area,
PO Box 1396,
Smyrna, GA 30080.
Cherokee Strip Living Museum,
PO Box 230,
Arkansas City, KS 67005.
Chesapeake and Ohio Canal National Historical Park,
PO Box 4,
Sharpsburg, MD 21782.
Chicago Portage National Historic Site,
c/o Cook County Forest Preserve,
Cummings Square,
River Forest, IL.
Chickamauga & Chattanooga National Military Park,
PO Box 2126,
Ft. Oglethorpe, GA 30742.
Chickasaw National Recreation Area,
PO Box 201,
Sulphur, OK 73086.
Chimney Rock National Historic Site,
c/o Nebraska State Historical Society,
1500 R Street,
Lincoln, NE 68508.
Chiricahua National Monument,
Dos Cabezas Star Route,
Willcox, AZ 85643.
Christiansted National Historic Site,
PO Box 160,
Christiansted, VI 00820.
Clara Barton Nat'l Hist Site,
c/o George Washington Memorial Parkway,
Turkey Run Park,
McLean, VA 22101.
Colonial National Historical Park,
PO Box 210,
Yorktown, VA 23690.
Colorado National Monument,
Fruita, CO 81521.
Congaree Swamp National Monument,
PO Box 11938,
Columbia, SC 29211.
Coronado National Memorial,
Rural Route 1,
Box 126,
Hereford, AZ 85615.
Coulee Dam National Recreation Area,
PO Box 37,
Coulee Dam, WA 99116.
Cowpens National Battlefield,
c/o Kings Mountain National Military Park,
PO Box 31,
Kings Mountain, NC 28086.
Crater Lake Administrative Office, NPS,
PO Box 128,
Klamath Falls, Oregon 97601.
Crater Lake National Park,
PO Box 7,
Crater Lake, OR 97604.
Craters of the Moon National Monument,
PO Box 29,
Arco, ID 83213.
Cumberland Gap National Historical Park,
PO Box 840,
Middlesboro, KY 40965.
Cumberland Island National Seashore,
PO Box 806,
Saint Marys, GA 31558.
Curecanti National Recreation Area,
PO Box 1040,
Gunnison, CO 81230.
Custer Battlefield National Monument,
PO Box 39,
Crow Agency, MT 59022.
Cuyahoga Valley Land Acquisition Office,
313 W. Boston Mills Road,
Peninsula, OH 44264.
Cuyahoga Valley National Recreation Area,
PO Box 158,
Peninsula, OH 44264.
Death Valley National Monument,
Death Valley, CA 92328.
Delaware National Scenic River,
c/o Delaware Water Gap National Recreation Area,
Bushkill, PA 18324.
Delaware Water Gap National Recreation Area,
Bushkill, PA 18324.
Denali National Monument,
c/o Mount McKinley National Park,
PO Box 9,
McKinley Park, AK 99755.
Denver Service Center,
National Park Service,
755 Parfet Street,
PO Box 25287,
Denver, CO 80225.
Desoto National Memorial,
National Park Service,
75th Street NW,
Bradenton, FL 33505.
Devils Postpile National Monument,
c/o Sequoia and Kings Canyon National Parks,
Three Rivers, CA 93271.
Devils Tower,
National Monument,
Devils Tower, WY 82714.
Dinosaur National Monument,
PO Box 210,
Dinosaur, CO 81610.
Div of Cultural Research,
SW Cultural Resources Center,
National Park Service,
Albuquerque, N. Mex. 87125.
Div of Remote Sensing,
SW Cultural Resourcs Center,
National Park Service,
PO Box 26716,
Albuquerque, N. Mex. 87125.
Dorchester Heights National Historic Site,
PO Box 75,
South Boston, MA 02127.
Ebey's Landing National Historic Reserve,
PO Box 774,
Coupeville, WA 98239.
Edgar Allan Poe National Historic Site,
c/o Independence National Historical Park,
313 Walnut Street,
Philadelphia, PA 19106.
Edison National Historic Site,
Main Street and Lakeside Avenue,
West Orange, NJ 07052.
Effigy Mounds National Monument,
PO Box K,
McGregor, IA 52157.
Eisenhower National Historic Site,
c/o Gettysburg National Military Park,
Gettysburg, PA 17325.
El Morro National Monument,
Ramah, NM 87321.
Eleanor Roosevelt National Historic Site,
Hyde Park, NY 12538.
Ellis Island National Monument,
c/o Statue of Liberty National Monument,
Liberty Island, NY 10004.
Eugene O'Neill National Historic Site,
c/o John Muir National Historic Site,
4202 Alhambra Avenue,
Martinez, CA 94553.
Everglades National Park,
PO Box 279,
Homestead, FL 33030.
Father Marquette Memorial,
Straits State Park,
St. Ignace, MI 49781.
Federal Hall National Memorial,
26 Wall Street,
New York, NY 10005.
Fire Island National Seashore,
120 Laurel Street,
Patchogue, NY 11772.
Florissant Fossil Beds National Monument,
PO Box 185,
Florissant, CO 80816.
Ford's Theatre National Historic Site,
c/o National Capital Parks-Central,
900 Ohio Drive, SW.,
Washington, DC 20242.
Fort Bowie National Historic Site,
PO Box 158,
Bowie, AZ 85615.
Fort Caroline National Memorial,
12713 Ft. Caroline Road,
Jacksonville, FL 32225.
Fort Clatsop National Memorial,
Route 3,
Box 604-FC,
Astoria, OR 97103.
Fort Davis National Historic Site,
PO Box 1456,
Fort Davis, TX 79734.
Fort Donelson National Military Park,
PO Box F,
Dover, TN 37058.
Fort Donelson National Cemetery,
c/o Fort Donelson National Military Park,
PO Box F,
Dover, TN 37058.
Fort Frederica National Monument,
Route 4, Box 286-C,
St. Simons Island, GA 31522.
Fort Jefferson National Monument,
c/o Superintendent,
Everglades National Park,
PO Box 279,
Homestead, FL 33030.
Fort Laramie National Historic Site,
Fort Laramie, WY 82212.
Fort Larned National Historic Site,
Route 3,
Larned, KS 67550.
Fort Matanzas National Monument,
c/o Castillo De San Marcos NM,
1 Castillo Drive,
St. Augustine, FL 32084.
Fort McHenry National Monument and Historic Shrine,
East Fort Avenue,
Baltimore, MD 21230.
Fort Moultrie,
c/o Superintendent,
Fort Sumter National Monument,
1214 Middle Street,
Sullivan's Island, SC 29482.
Fort Necessity National Battlefield,
The National Pike,
Farmington, PA 15437.
Fort Point National Historic Site,
PO Box 29333,
Building 989,
Presidio of San Francisco, CA 94129.
Fort Pulaski National Monument,
PO Box 98,
Savannah Beach, GA 31328.
Fort Raleigh National Historic Site,
c/o Cape Hatteras National Seashore,
Route 1,
Box 457,
Manteo, NC 27954.
Fort Scott National Historic Site,
Old Fort Boulevard,
Fort Scott, KS 66701.
Fort Smith National Historic Site,
PO Box 1406,
Fort Smith, AR 72902.
Fort Stanwix National Monument,
112 East Park Street,
Rome, NY 13440.
Fort Sumter National Monument,
PO Drawer R,
Sullivan's Island, SC 29482.
Fort Union National Monument,
Watrous, NM 87753.
Fort Union Trading Post National Historic Site,
Buford Route,
Williston, ND 58801.
Fort Vancouver National Historic Site,
Vancouver, WA 98661.
Fort Washington Park,
c/o National Capital Region--East,
5210 Indian Head Highway,
Oxon Hill, MD 20021.
Fossil Butte National Monument,
PO Box 527,
Kemmerer, WY 83101.
Frederick Douglass Home,
c/o National Capital Region--East,
5210 Indian Head Highway,
Oxon Hill, MD 20021.
Fredericksburg and Spotsylvania National Military Park,
PO Box 679,
Fredericksburg, VA 22401.
Fredericksburg National Cemetery,
c/o Superintendent,
Fredericksburg,
PO Box 679,
Fredericksburg, VA 22401.
Frederick Law Olmstead National Historic Site,
99 Warren Street,
Brookline, MA 02146.
Friendship Hill National Historic Site,
c/o Fort Necessity National Battlefield,
The National Pike,
Farmington, PA 15437.
Gates of the Arctic National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Gateway National Recreation Area,
Floyd Bennett Field,
Bldg. 69,
Brooklyn, NY 11234.
General Grant National Memorial,
Riverside Drive and 122nd Street,
New York, NY 10027.
George Rogers Clark National Historical Park,
401 South Second Street,
Vincennes, IN 47591.
George Washington Birthplace National Monument,
Washington's Birthplace,
VA 22575.
George Washington Carver National Monument,
PO Box 38,
Diamond, MO 64840.
George Washington Memorial Parkway,
Turkey Run Park,
McLean, VA 22101.
Georgia O'Keeffe,
National Historic Site,
Abiquie, NM.
Gettysburg National Military Park,
Gettysburg, PA 17325.
Gettysburg National Cemetery,
R.D. 1,
Gettysburg, PA 17325.
Gila Cliff Dwellings National Monument,
Route 11,
Box 100,
Silver City, NM 88061.
Glacier Bay National Monument,
PO Box 1089,
Juneau, AK 99802.
Glacier National Park,
West Glacier, MT 59936.
Glen Canyon National Recreation Area,
PO Box 1507,
Page, AZ 86040.
Glen Echo Park,
c/o George Washington Memorial Pkwy,
Turkey Run Park,
McLean, VA 22101.
Gloria Dei (Old Swedes) Church NHS,
c/o Independence NHP,
313 Walnut St.,
Philadelphia, PA 19106.
Golden Gate National Recreation Area,
Building 201,
Fort Mason,
San Francisco, CA 94123.
Golden Spike National Historic Site,
PO Box 394,
Brigham City, UT 84302.
Gran Quivira National Monument,
Route 1,
Mountainair, NM 87036.
Grand Canyon National Park,
PO Box 129,
Grand Canyon, AZ 86023.
Grand Portage National Monument,
PO Box 666,
Grand Marais, MN 55604.
Grand Teton National Park,
PO Drawer 170,
Moose, WY 83012.
Grant-Kohrs Ranch National Historic Site,
PO Box 790,
Deer Lodge, MT 59722.
Great Falls Park,
c/o George Washington Memorial Pkwy,
Turkey Run Park,
McLean, VA 22101.
Great Onyx Job Corps Civilian Conservation Center,
PO Box 8,
Mammoth Cave, KY 42259.
Great Sand Dunes National Monument,
PO Box 60,
Alamosa, CO 81101.
Great Smoky Mountains National Park,
Gatlinburg, TN 37738.
Greenbelt Park,
c/o Catoctin Mountain Park,
Thurmont, MD 21788.
Guadalupe Mountains Natl Park,
c/o Carlsbad Caverns Natl Park,
3225 Natl Parks Highway,
Carlsbad, NM 88220.
Guilford Courthouse National Military Park,
PO Box 9806,
Greensboro, NC 27408.
Gulf Islands National Seashore-Florida District,
PO Box 100,
Gulf Breeze, FL 32561.
Gulf Islands National Seashore-Headquarters,
PO Box 100,
Gulf Breeze, FL 32561.
Haleakala National Park,
PO Box 537,
Makawao, Maui, HI 96768.
Hamilton Grange National Memorial,
287 Convent Avenue,
New York, NY 10031.
Hampton National Historic Site,
c/o Fort McHenry Monument and Historic Shrine,
Baltimore, MD 21230.
Harpers Ferry Center,
Natl Park Service,
Harpers Ferry, WV 25425.
Harpers Ferry National Historical Park,
PO Box 65,
Harpers Ferry, WV 25425.
Hawaii Volcanoes National Park,
Hawaii Volcanoes National Park, HI 96718.
Herbert Hoover National Historic Site,
PO Box 607,
West Branch, IA 52358.
Hohokam Pima National Monument,
c/o Superintendent,
Casa Grande Ruins, NM,
PO Box 518,
Coolidge, AZ 85228.
Home of FDR Natl Historic Site,
Hyde Park, NY 12538.
Homestead National Monument of America,
R.F.D. 3,
Beatrice, NE 68310.
Hopewell Village National Historic Site,
R.D. 1,
Box 345,
Elverson, PA 19520.
Horsehoe Bend National Military Park,
Route 1,
Box 103,
Daviston, AL 36256.
Hot Springs National Park,
PO Box 1860,
Hot Springs, AR 71901.
Hovenweep National Monument,
c/o Mesa Verde National Park,
Mesa Verde National Park, CO 81330.
Hubbell Trading Post National Historic Site,
PO Box 150,
Ganado, AZ 86505.
Ice Age National Scientific Reserve,
c/o NPS Coordinator,
Midwest Regional Office,
National Park Service,
1709 Jackson Street,
Omaha, NE 68102.
Independence National Historical Park,
313 Walnut Street,
Philadelphia, PA 19106.
Indiana Dunes Land Acquisition Office,
Suite 551,
Marquette Mall,
Michigan City, IN 46360.
Indiana Dunes National Lakeshore,
Route 2,
Box 139A,
Chesterton, IN 46304.
International Peace Gardens,
c/o National Park Service,
655 Parfet St.,
Box 25287,
Denver, CO 80225.
Isle Royale National Park,
87 North Ripley Street,
Houghton, MI 49931.
Jamestown Natl Historic Site,
c/o Supt Colonial Natl Hist Park,
PO Box 210,
Yorktown, VA.
Jean Lafitte National Historical Park,
400 Royal Street,
Room 200,
New Orleans, LA 70130.
Jefferson Memorial,
c/o National Capital Parks-Central,
900 Ohio Drive,
SW,
Washington, DC 20242.
Jefferson National Expansion Memorial National Historic Site,
11 North Fourth Street,
St. Louis, MO 63102.
Jewel Cave National Monument,
c/o Superintendent,
Wind Cave National Park,
Hot Springs, SD 57747.
John D. Rockefeller, Jr.,
Memorial Parkway,
c/o Grand Teton National Park,
PO Drawer 170,
Moose, WY 83012.
John Day Fossil Beds National Monument,
PO Box 415,
John Day, OR 97845.
John F. Kennedy Center for the Performing Arts,
Washington, DC 20566.
John Fitzgerald Kennedy National Historic Site,
83 Beals Street,
Brookline, MA 02146.
John Muir National Historic Site,
4202 Alhambra Avenue,
Martinez, CA 94553.
Johnstown Flood National Memorial,
PO Box 247,
Cresson, PA 16630.
Joshua Tree National Monument,
74485 National Monument Drive,
Twentynine Palms, CA 92277.
Kaloko-Honokohau N.H.P.,
c/o Pacific Area Director,
300 Ala Moana Blvd.,
Honolulu, HI 96850.
Katmai National Monument,
PO Box 7,
King Salmon, AK 99613.
Kenai Fjords National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Kennesaw Mountain National Battlefield Park,
PO Box 1167,
Marietta, GA 30061.
Kings Mountain National Military Park,
PO Box 31,
Kings Mountain, NC 28086.
Klamath Falls Group,
PO Box 128,
Klamath Falls, OR 97601.
Klondike Gold Rush Natl Hist Park--Seattle Unit,
Seattle, Wash 98104.
Klondike Gold Rush Natl Hist Park,
PO Box 517,
Skagway, AK 99840.
Knife River Indian Villages National Historic Site,
PO Box 175,
Stanton, ND 58571.
Kobuk Valley National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Lake Chelan National Recreation Area,
Chelan, WA 98816.
Lake Clark National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Lake Mead National Recreation Area,
601 Nevada Highway,
Boulder City, NV 89005.
Lake Meredith Recreation Area,
PO Box 1438,
Fritch, TX 79036.
Lassen Volcanic National Park,
Mineral, CA 96063.
Lava Beds Natl Monument,
PO Box 867,
Tulelake, CA 96134.
LBJ Mem Grove-on-the-Potomac,
c/o supt,
GW Memorial Pkwy,
Turkey Run Park,
McLean, VA 22101.
Lehman Caves National Monument,
Baker, NV 89311.
Lewis and Clark Natl Hist Trail,
c/o National Park Service,
1709 Jackson St.,
Omaha, NE 63102.
Lincoln Boyhood National Memorial,
Lincoln City, IN 47552.
Lincoln Home National Historic Site,
526 South 7th Street,
Springfield, IL 62703.
Lincoln Memorial,
c/o Central Visitor Services,
1100 Ohio Drive, SW,
Washington, DC 20242.
Longfellow National Historic Site,
105 Brattle Street,
Cambridge, MA 02135.
Los Angeles Field Office,
National Park Service,
300 North Los Angeles Street,
Room 1013,
Los Angeles, CA 90012.
Lowell National Historical Park,
171 Merrimack Street,
PO Box 1098,
Lowell, MA 01853.
Lower Saint Croix River,
PO Box 708,
Saint Croix Falls, WI 54024.
Lyndon B. Johnson National Historic Site,
PO Box 329,
Johnson City, TX 78636.
Maggie L. Walker National Historic Site,
c/o Richmond National Battlefield Park,
3215 East Broad Street,
Richmond, VA 23223.
Mammoth Cave National Park,
Mammoth Cave, KY 42259.
Manassas National Battlefield Park,
PO Box 1830,
Manassas, VA 22110.
Manhattan Sites,
26 Wall Street,
New York, NY 10005.
Mar-A-Lago National Historic Site,
PO Box 2527,
Palm Beach, FL 33480.
Martin Van Buren National Historic Site,
PO Box 545,
Kinderhook, NY 12106.
McLoughlin House Natl Hist Site,
c/o Supt,
Ft Vancouver Natl Hist Site,
Vancouver, WA 98661.
Mesa Verde National Park,
Mesa Verde National Park, CO 81330.
Mid-Atlantic Regional Office, NPS,
143 South Third St.,
Philadelphia, PA 19106.
Midwest Regional Office, NPS,
1709 Jackson St.,
Omaha, NE 68102.
Minute Man National Historic Site,
PO Box 160,
Concord, MA 01742.
Monacacy Natl Battlefield,
c/o C and O Canal NHP,
PO Box 158,
Sharpsburg, MD 21782.
Montezuma Castle National Monument,
c/o Tuzigoot National Monument,
PO Box 68,
Clarkdale, AZ 86324.
Moores Creek Natl Battlefield,
PO Box 69,
Currie, NC 28435.
Mormon Pioneer Natl Hist Trail,
c/o National Park Service,
Box 25287,
Denver, CO 80225.
Morristown National Historic Park,
PO Box 1136R,
Morristown, NJ 07960.
Mound City Group National Monument,
Route 1,
Box 1,
Chillicothe, OH 45601.
Mount McKinley National Park,
PO Box 9,
McKinley Park, AK 99755.
Mount Rainier National Park,
Tahoma Woods,
Star Route,
Ashford, WA 98304.
Mount Rushmore National Memorial,
Keystone, SD 57751.
Muir Woods National Monument,
Mill Valley, CA 94941.
Natchez Trace Parkway,
Rural Route 1,
NT-143,
Tupelo, MS 38801.
National Capital Parks-Central,
900 Ohio Drive SW,
Washington, DC 20242.
National Capital Parks-East,
5210 Indian Head Highway,
Oxon Hill, MD 20021.
National Park Service,
US Department of the Interior,
Washington, DC 20240.
National Visitor Center,
50 Massachusetts Avenue NE,
Washington, DC 20002.
Natl Capital Regional Office, NPS,
1100 Ohio Drive SW,
Washington, DC 20242.
Natural Bridges National Monument,
c/o Canyonlands National Park,
446 South Main Street,
Moab, UT 84532.
Navajo Lands Group, NPS,
111 N. Behrend Ave.,
Farmington, NM 87401.
Navajo National Monument,
Tonalea, AZ 86044.
New River Gorge Natl River,
PO Drawer V,
Oak Hill, WV 25901.
Nez Perce National Historic Park,
PO Box 93,
Spalding, ID 83551.
Ninety Six National Historic Site,
PO Box 496,
Ninety Six, SC 29666.
Noatak National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
North Atlantic Regional Office, NPS,
15 State St.,
Boston, MA 02109.
North Cascades National Park Service Complex,
800 State Street,
Sedro Woolley, WA 98284.
Obed Wild and Scenic River,
PO Drawer 630,
Oneida, TN 37841.
Ocmulgee National Monument,
1207 Emery Highway,
Macon, GA 31201.
Oconaluftee Job Corps Civilian Conservation Center,
Cherokee, NC 28719.
Office of Fire Management, National Park Service,
Boise Interagency Fire Center,
3905 Vista Avenue,
Boise, ID 83705.
Olympic National Park,
600 East Park Avenue,
Port Angeles, WA 98362.
Oregon Caves National Monument,
c/o Klamath Falls Group,
PO Box 128,
Klamath Falls, OR 97601.
Oregon National Historic Trail,
c/o National Park Service,
Fourth and Pike Bldg.,
Seattle, WA 98101.
Organ Pipe Cactus National Monument,
PO Box 38,
Ajo, AZ 85321.
Ozark National Scenic Riverways,
PO Box 490,
Van Buren, MO 63965.
Pacific Area Director, NPS,
300 Ala Moana Blvd.,
PO Box 50165,
Honolulu, HI 96850.
Pacific Northwest Regional Office,
National Park Service,
601 Fourth and Pike Bldg.,
Seattle, WA 98101.
Padre Island National Seashore,
9405 South Padre Island Drive,
Corpus Christi, TX 78418.
Palo Alto Battlefield National Historic Site,
PO Box 191,
Brownsville, TX 78520.
Pea Ridge National Military Park,
Pea Ridge, AR 72751.
Pecos National Monument,
PO Drawer 11,
Pecos, NM 87552.
Penn. Ave. Natl Historic Site,
c/o Supt. Natl Cap Park-Central,
900 Ohio Drive, SW,
Wash., DC 20242.
Perry's Victory & International Peace Memorial,
PO Box 78,
Put-in-Bay, OH 43456.
Petersburg National Battlefield,
PO Box 549,
Petersburg, VA 23803.
Petrified Forest National Park,
Petrified Forest National Park, AZ 86028.
Pictured Rocks National Lakeshore,
PO Box 40,
Munising, MI 49862.
Pinnacles National Monument,
Paicines, CA 95043.
Pipe Spring National Monument,
c/o Zion National Park,
Springdale, UT 84767.
Pipestone National Monument,
PO Box 727,
Pipestone, MN 56164.
Piscataway Park,
c/o National Capital Region-East,
5210 Indian Head Hwy.,
Oxon Hill, MD 20021.
Point Reyes National Seashore,
Point Reyes, CA 94956.
Poplar Grove National Cemetery,
PO Box 549,
Petersburg, VA 23803.
Prince William Forest Park,
PO Box 208,
Triangle, VA 22172.
Pu'uhonua O Honaunau National Historical Park,
PO Box 128,
Honaunau, Kona, HI 96726.
Puukohola Heiau National Historic Site,
PO Box 4963,
Kawaihae, HI 96743.
Rainbow Bridge National Monument,
c/o Glen Canyon National Recreation Area,
PO Box 1507,
Page, AZ 86040.
Redwood National Park,
Drawer N,
Crescent City, CA 95531.
Richmond National Battlefield Park,
3215 East Broad Street,
Richmond, VA 23223.
Rio Grande Wild and Scenic River,
c/o Big Bend Natl Park,
Big Bend Natl Park, TX 79834.
Rock Creek Park,
5000 Glover Road, NW,
Washington, DC 20015.
Rocky Mountain National Park,
Estes Park, CO 80517.
Rocky Mountain Regional Office,
National Park Service,
655 Parfet St.,
PO Box 25287,
Denver, CO 80225.
Roger Williams National Memorial,
PO Box 367 Annex,
Providence, RI 02901.
Roosevelt Campabello International Park,
PO Box 97,
Lubec, ME 04652.
Ross Lake National Recreation Area,
c/o North Cascades National Park Service,
311 State Street,
Sedro Woolley, WA 98284..
Russell Cave National Monument,
Route 1,
Box 175,
Bridgeport, AL 35740.
Sagamore Hill National Historic Site,
Cove Neck Road,
Box 304,
Oyster Bay, NY 11771.
Saguaro National Historic PO Box 17210,
Tucson, AZ 85731.
Saint Croix Island National Monument,
c/o Acadia National Park,
Route 1,
Box 1,
Bar Harbor, ME 04609.
Saint Croix National Scenic Riverway,
PO Box 708,
Saint Croix Falls, WI 54024.
Saint Paul's Church National Hist Site,
c/o Manhattan Sites,
26 Wall St.,
NY, NY 10005.
Saint-Gaudens National Historic Site,
RR 2 (Cornish, NH),
PO Windsor, VT 05089.
Salem Maritime National Historic Site,
Custom House,
Derby Street,
Salem, MA 01970.
San Antonio Missions National Hist Park,
727 E Durango,
Room A612,
San Antonio, TX 78206.
San Jose Mission National Historic Park,
6539 San Jose Drive,
San Antonio, TX 78214.
San Juan Island National Historical Park,
PO Box 549,
Friday Harbor, WA 98250.
San Juan National Historic Site,
PO Box 712,
Old San Juan, PR 00902.
Santa Monica Mountains National Recreation Area,
23018 Ventura Blvd.,
Woodland Hills, CA 91364.
Saratoga National Historical Park,
R.D. 1,
Box 113-C,
Stillwater, NY 12170.
Saugus Iron Works National Historic Site,
244 Central Street,
Saugus, MA 01906.
Scotts Bluff National Monument,
PO Box 427,
Gering, NE 69341.
Sequoia & Kings Canyon National Parks,
Three Rivers, CA 93271.
Sewall-Belmont House National Historic Site,
c/o National Capital Region-East,
5210 Indian Head Hwy.,
Oxon Hill, MD 20021.
Shenandoah National Park,
Luray, VA 22835.
Shiloh National Cemetary,
c/o Shiloh Natl Military Park,
Shiloh, TN 38376.
Shiloh National Military Park,
Shiloh, TN 38376.
Sitka National Historical Park,
PO Box 738,
Sitka, AK 99835.
Sleeping Bear Dunes National Lakeshore,
400\1/2\ Main Street,
Frankfort, MI 49635.
Southeast Regional Office, NPS,
75 Spring St. SW,
Atlanta, GA 30303.
Southern Arizona Group,
1115 North 1st Street,
Phoenix, AZ 85004.
Southwest Regional Office,
National Park Service,
PO Box 728,
Santa Fe, NM 87501.
Springfield Armory National Historic Site,
One Armory Square,
Springfield, MA 01105.
Statute of Liberty National Monument,
Liberty Island,
New York, NY 10004.
Stones River National Battlefield & Cemetery,
Route 10,
Box 401,
Old Nashville Hwy.,
Murfreesboro, TN 37120.
Sunset Crater National Monument,
Route 3,
Box 149,
Flagstaff, AZ 86001.
Thaddeus Kosciuszko National Memorial,
c/o Independence National Historical Park,
313 Walnut Street,
Philadelphia, PA 19106.
Theodore Roosevelt Birthplace,
National Historic Site,
c/o Manhattan Site,
26 Wall St.,
NY, NY 10005.
Theodore Roosevelt Inaugural Natl Hist Site,
641 Delaware Ave,
Buffalo, NY 14202.
Theodore Roosevelt Island,
c/o George Washington Memorial Parkway,
Turkey Run Park,
McLean, VA 22101.
Theodore Roosevelt National Park,
Medora, ND 58645.
Thomas Stone National Historic Site,
c/o George Washington Birthplace National Monument,
Washington's Birthplace, VA 22575.
Timpanogos Cave National Monument,
Route 3,
Box 200,
American Fork, UT 84003.
Tonto National Monument,
PO Box 707,
Roosevelt, AZ 85545.
Touro Synagogue Natl Hist Site,
85 Touro St,
Newport, RI 02840.
Tumacacori National Monument,
PO Box 67,
Tumacacori, AZ 85640.
Tupelo National Battlefield,
c/o Superintendent,
Natchex Trace Parkway,
R.R. 1,
NT-143,
Tupelo, MS 38801.
Turkey Run Farm,
c/o George Washington Memorial Parkway,
Turkey Run Park,
McLean, VA 22101.
Tuskegee Institute National Historic Site,
399 Old Montgomery Road,
Tuskegee Institute, AL 36088.
Tuzigoot National Monument,
PO Box 68,
Clarkdale, AZ 86324.
Upper Delaware National Scenic River,
Nationaal Park Service,
143 South Third Street,
Philadelphia, PA 19106.
USS Arizona Memorial,
National Park Service,
PO Box 50165,
Honolulu, HI 96850.
Utah Mining and Minerals Office,
National Park Service,
125 South State Street,
Room 3422,
Federal Bldg.,
Salt Lake City, UT 84138.
Valley Forge National Historical Park,
Valley Forge, PA 19481.
Vanderbilt Mansion National Historic Site,
c/o Home of Franklin D. Roosevelt and Vanderbilt Mansion National
Historic Site,
Hyde Park, NY 12538.
Vicksburg National Cemetary,
c/o Vicksburg Natl Mil Park,
PO Box 349,
Vicksburg, MS 39181.
Vicksburg National Military Park,
PO Box 349,
Vicksburg, MS 39180.
Virgin Islands National Park,
PO Box 806,
Charlotte Amalie,
St. Thomas, VI 00801.
Voyageurs Land Acquisition Office,
1026 3rd Street,
International Falls, MN 56649.
Voyageurs National Park,
PO Box 50,
International Falls, MN 56649.
Walnut Canyon National Monument,
Route 1,
Box 25,
Flagstaff, AZ 86001.
War in the Pacific Natl Hist Park,
PO Box FA,
Agana, Guam 96910.
Washington Monument,
c/o National Capital Parks-Central,
900 Ohio Drive, SW,
Washington, DC 20242.
Western Regional Office, NPS,
450 Golden Gate Avenue,
PO Box 36063,
San Francisco, CA 94102.
Whiskeytown Unit,
Whiskeytown-Shasta-Trinity National Recreation Area,
PO Box 188,
Whiskeytown, CA 96095.
White House,
National Capital Region,
1100 Ohio Drive, SW,
Washington, DC 20242.
White Sands National Monument,
PO Box 458,
Alamogordo, NM 88310.
Whitman Mission National Historic Site,
Route 2,
Walla Walla, WA 99362.
William Howard Taft National Historic Site,
2038 Auburn Avenue,
Cincinnati, OH 45219.
Wilson's Creek National Battlefield,
521 North Highway 60,
Republic, MO 65738.
Wind Cave National Park,
Hot Springs, SD 57747.
Wolf Trap Farm Park for the Performing Arts,
1551 Trap Road,
Vienna, VA 22180.
Wrangell-St. Elias National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Wright Brothers National Memorial,
c/o Cape Hatteras National Seashore,
PO Box 457,
Manteo, NC 27954.
Wupatki National Monument,
Tuba Star Route,
Flagstaff, AZ 86001.
Yellowstone National Park,
Yellowstone National Park, WY 82190.
Yorktown National Cemetery,
c/o Colonial National Historical Park,
PO Box 210,
Yorktown, VA 23690.
Yosemite National Park,
PO Box 577,
Yosemite National Park, CA 95389.
Yucca House National Monument,
c/o Mesa Verde National Park,
Mesa Verde National Park, CO 81330.
Yukon-Charlie National Monument,
c/o Alaska Area Office,
540 W. 5th Avenue,
Room 202,
Anchorage, AK 99501.
Zion National Park,
Springdale, UT 84767.
XV. [Reserved]
PART XVI. BUREAU OF RECLAMATION
A. Headquarters Offices
Washington Office, Bureau of Reclamation, 18th and C Streets NW,
Washington, DC 20240-9997
Denver Office, Bureau of Reclamation, PO Box 25007, Denver, CO 80225-
0007
Administrative Service Center, Bureau of Reclamation, 7301 West
Mansfield Avenue, Denver, CO 80235-2230
B. Regions and Field Offices
Pacific Northwest Regional Office, Bureau of Reclamation, 1150 North
Curtis Road, Boise, ID 83706-1234
Bend Construction Office, 20310 Empire Avenue, B3, Bend, OR 97701-3512
Central Snake Projects Office, 214 Broadway, Boise, ID 83702-7298
Columbia Basin Project Office, 32 C Street NW, Ephrata, WA 98823
Columbia Basin Job Corps Center, Building 2402, 6739 24th Street,
Moses Lake, WA 98837-3246
Columbia River Coordination Office, 911 NE 11th Street, Room 125,
Portland, OR 97232-4169
Fort Simcoe Job Corps Civilian Conservation, 40 Abella Lane, White
Swan, WA 98952-9801
Global Climate Change Response Program, c/o Medfordd Irrigation
District, 1340 Myers Lane, Medford, OR 97501-3646
Grand Coulee Project Office, PO Box 620, Grand Coulee, WA 99133-0620
Hungry Horse Project Office, Hungry Horse Powerplant, Hungry Horse, MT
59919
Marsing Civilian Conservation Center, Route 1, Marsing, ID 83639-9801
Minidoka Project Office, 1359 Hansen Avenue, Burley, ID 83318-1821
Umatilla-Yakima Construction Office, 3701 River Road, Yakima, WA
98902-2058
Yakima Project Office, 1917 Marsh Road, Yakima, WA 98901-2058
Mid-Pacific Regional Office, Bureau of Reclamation, Federal Office
Building, 2800 Cottage Way, Sacramento, CA 95825-1898
North Central California Area Office, 7794 Folsom Dam Road, Folsom, CA
95630-1799
South Central California Area Office, 2666 North Grove Industrial
Drive, Suite 106, Fresno, CA 93727-1551
Kesterson Field Office, 22301 Gun Club Road, Gustine, CA 95322
New Melones Lake, 6850 Stud Horse Flat Road, Sonora, CA 95370
Willows Office, 1140 West Wood Street, Willow, CA 95988-2615
Los Banos Field Station, 18785 Creek Road, Los Banos, CA 93635-9605
Northern California Area Office, Shasta Dam, Redding, CA 96003-9445
Delta Area Office, Mountain House & Kelso Roads, Route 1, Box 35,
Byron, CA 94514-9614
Klamath Project Office, 6600 Washburn Way, Klamath Falls, OR 97603-
9365
Lahontan Basin Projects Office, 705 North Plaza Street, Carson City,
NV 89701-4015
Fallon Field Office, 2674 Harrigan Road, Fallon, NV 89406-8940
Lake Berryessa Recreation Office, 5520 Knoxville Road, Napa, CA 94558-
9649
Trinity River Basin Area Office, 3 Horseshoe Lane, Weaverville, CA
96093
Lower Colorado Regional Office, Bureau of Reclamation, 400 Railroad
Avenue, PO Box 61470, Boulder City, NV 89006-1470
Arizona Projects Office, 23636 North Seventh Street, Phoenix, AZ
85024-3801
Waddell Field Division, 23636 North Seventh Street, Phoenix, AZ 85024-
3801
Roosevelt Field Division, 23636 North Seventh Street, Phoenix, AZ
85024 -3801
Tucson Division, 5025 West Ina Road, Tucson, AZ 85743-9751
Lower Colorado Dams Project Office, Highway 93, Hoover Dam, Boulder
City, NV 89005
Davis Dam Field Division, Davis Dam, Bullhead City, AZ 86430-8902
Parker Dam Field Division, PO Box 878, Parker Dam, CA 92267-0878
Southern California Office, 27710 Jefferson Avenue, Suite 201,
Temecula, CA 92590-2628
Yuma Projects Office, 7301 Calle Agua Salada, Yuma, AZ 85366
Upper Colorado Regional Office, Bureau of Reclamation, 125 South State
Street, PO Box 11568, Salt Lake City, UT 84147-0568
Albuquerque Projects Office, 505 Marquette NW., Suite 1313,
Albuquerque, NM 87102-2162
Alamosa Field Division, 10900 Highway 160 East, Alamosa, CO 81101-9518
Chama Field Division, 193 North Pinon Drive, Chama, NM 87520-0426
Carlsbad Office, PO Box 1356, Carlsbad, NM 88221-1356
Socorro Field Division, PO Box VV, Socorro, NM 87801-0678
Collbran Civilian Conservation Center, RR No. 1, Box 12, Collbran, CO
81624-9702
Cortez Projects Office, 60 South Cactus, Cortez, CO 81321-3074
Glen Canyon Field Branch, PO Box 1477, Page, AZ 86040-1477
Curecanti Field Branch, 1820 South Rio Grande Avenue, Montrose, CO
Flaming Gorge Field Branch, PO Box 278, Dutch John, UT 84023-0278
Fontenelle Dam and Powerplant, Kemmer, WY 83101-9701
Durango Projects Office, 835 East Second Avenue, Durango, CO 81301-
5475
Grand Junction Projects Office, 2764 Compass Drive, Grand, Junction CO
Navajo Indian Irrigation Project Office, 501 Airport Drive, Suite 107,
Farmington, NM 87401-2646
Provo Projects Office, 302 East 1860 South, Provo, UT 84606-6154
Jordanelle Field Engineering Division, 575 North Main Street, Heber,
UT 84032-0520
Rio Grande Projects Office, 700 East San Antonio Street, Room B-318,
El Paso, TX 79901-7010
Elephant Butte Power and Storage Division, HC 30, Box 312, Truth or
Consequences, NM 87901-9802
San Luis Valley Project Office, 10900 Highway 160 East, Alamosa, CO
81101-9518
Weber Basin Civilian Conservation Center, RFD No. 6, Ogden, UT 84405-
9605
Great Plains Regional Office, Bureau of Reclamation, Federal Office
Building, 316 North 26th Street, Billings, MT 59101-1362
Belle Fourche Projects Office, 209 Dartmouth, Newell, SD 57760-0226
Bighorn Basin Projects Office, 702 Yellowstone Avenue, Cody, WY 82414
Eastern Colorado Projects Office, 11056 West County Road 18E,
Loveland, CO 80537-9711
Missouri-Souris Projects Office, 304 East Broadway Avenue, Federal
Building (Old Post Office), Bismarck, ND 58502
Harvey Construction Field Branch, Highway 52 West, Harvey, ND 58341
Oakes Field Office, Highway 1 South, Oakes, ND 58474
Missouri-Souris Projects Office, Field Office, 810 West Fifth Street,
Pierre, SD 57501-1306
Montana Projects Office, 2525 Fourth Avenue North, Billings, MT 59101-
1317
Nebraska-Kansas Projects Office, Federal Building, 203 West Second
Street, Grand Island, NE 68801-5907
North Loup Construction Office, North Highway No. 11, Ord, NE 68862
North Platte River Project Office, 705 Pendell Boulevard, Mills, WY
82644
Oklahoma-Texas Projects Office, 420 West Main Street, Suite 630,
Oklahoma City, OK 73102-4435
Austin Reclamation Field Office, Federal Building, 300 East Eighth
Street, Room 801, Austin, TX 78701-3225.
PRIVACY ACT RULES
INTERIOR DEPARTMENT
Title 43-Public Lands: Interior
Subtitle A-Office of the Secretary of Interior
PART 2-RECORDS AND TESTIMONY
Subpart D--Privacy Act
Authority: 5 U.S.C. 301, 552 and 552a; 31 U.S.C. 483a; and 43 U.SC
1460
Source: 40 FR 44505, Sept. 26, 1975, unless otherwise noted.
Sec. 2.45 Purpose and scope.
This subpart contains the regulations of the Department of the
Interior implementing section 3 of the Privacy Act. Sections 2.47
through 2.57 describe the procedures and policies of the Department
concerning maintenance of records which are subject to the Act. Sections
2.60 through 2.66 describe the procedure under which individuals may
determine whether systems of records subject to the Act contain records
relating to them and the procedure under which they may seek access to
existing records. Sections 2.70 through 2.77 describe the procedure
under which individuals may petition for amendment of records subject to
the Act relating to them. Section 2.79 lists records systems that have
been exempted from certain requirements of the Act.
[48 FR 56583, Dec. 22, 1983]
Sec. 2.46 Definitions.
(a) Act. As used in this subpart, ``Act'' means section 3 of the
Privacy Act, 5 U.S.C. 552a.
(b) Bureau. For purposes of this subpart, a ``bureau'' is any
constituent bureau or office of the Department, including the Office of
the Secretary and any other Departmental office.
(c) Individual. As used in this subpart, ``individual'' means a
citizen of the United States or an alien lawfully admitted for permanent
residence.
(d) Maintain. As used in this subpart, the term ``maintain'' includes
maintain, collect, use or disseminate.
(e) Record. As used in this subpart, ``record'' means any item,
collection, or grouping of information about an individual that is
maintained by the Department or a bureau thereof, including, but not
limited to, education, financial transactions, medical history, and
criminal or employment history and that contains the individual's name,
or the identifying number, symbol, or other identifying particular
assigned to the individual, such as a finger or voice print, or a
photograph.
(f) System of records. As used in this subpart, ``System of records''
means a group of any records under the control of the Department or a
bureau thereof from which information is retrieved by the name of the
individual or by some identifying number, symbol, or other identifying
particular assigned to the individual.
(g) Medical records. As used in this subpart, ``medical records''
means records which relate to the identification, prevention, cure or
alleviation of any disease, illness or injury including psychological
disorders, alcoholism and drug addiction.
(h) Civil Service Commission personnel records. As used in this
subpart, ``Civil Service Commission personnel records'' means records
maintained for the Civil Service Commission by the Department and used
for personnel management programs or processes such as staffing,
employee development, retirement, and grievances and appeals.
(i) Statistical records. As used in this subpart, ``statistical
records'' means records in a system of records maintained for
statistical research or reporting purposes only and not used in whole or
in part in making any determination about an identifiable individual.
(j) Routine use. As used in this subpart, ``routine use'' means a use
of a record for a purpose which is compatible with the purpose for which
it was collected.
(k) System notice. As used in this subpart, ``system notice'' means
the notice describing a system of records required by 5 U.S.C.
552a(e)(4) to be published in the Federal Register upon establishment or
revision of the system of records.
(l) System manager. As used in this subpart, ``system manager'' means
the official designated in a system notice as having administrative
responsibility for a system of records.
(m) Departmental Privacy Act Officer. As used in this subpart,
``Departmental Privacy Act Officer'' means the official in the Office of
the Assistant Secretary--Policy, Budget and Administration charged with
responsibility for assisting the Assistant Secretary--Policy, Budget and
Administration in carrying out the functions assigned in this subpart
and for coordinating the activities of the bureaus of the Department in
carrying out the functions which they are assigned in this subpart.
(n) Bureau Privacy Act Officer. As used in this subpart, ``Bureau
Privacy Act Officer'' means the official within each bureau assigned
responsibility for bureau implementation of the Act and the regulations
of this subpart.
(o) Working day. As used in this subpart, ``working day'' means a
regular Federal work day. It does not include Saturdays, Sundays or
public legal holidays.
[40 FR 44505, Sept. 26, 1975, as amended at 47 FR 38327, Aug. 3, 1982;
48 FR 56583, Dec. 22, 1983; 53 FR 3749, Feb. 8, 1988]
Sec. 2.47 Records subject to Privacy Act.
The Privacy Act applies to all ``records,'' as that term is defined in
Sec. 2.46(e), which the Department maintains in a ``system of records,''
as that term is defined in Sec. 2.46(f).
Sec. 2.48 Standards for maintenance of records subject to the Act.
(a) Content of records. Records subject to the Act shall contain only
such information about an individual as is relevant and necessary to
accomplish a purpose of the agency required to be accomplished by
statute or Executive Order of the President.
(b) Standards of accuracy. Records subject to the Act which are used
in making any determination about any individual shall be maintained
with such accuracy, relevance, timeliness, and completeness as is
reasonably necessary to assure fairness to the individual in making the
determination.
(c) Collection of information. (1) Information which may be used in
making determinations about an individual's rights, benefits, and
privileges under Federal programs shall, to the greatest extent
practicable, be collected directly from that individual.
(2) In deciding whether collection of information from an individual,
as opposed to a third party source, is practicable, the following
factors, among others, may be considered:
(i) Whether the nature of the information sought is such that it can
only be obtained from a third party;
(ii) Whether the cost of collecting the information from the
individual is unreasonable when compared with the cost of collecting it
from a third party;
(iii) Whether there is a risk that information collected from third
parties, if inaccurate, could result in an adverse determination to the
individual concerned;
(iv) Whether the information, if supplied by the individual, would
have to be verified by a third party; or
(v) Whether provisions can be made for verification, by the
individual, of information collected from third parties.
(d) Advice to individuals concerning uses of information. (1) Each
individual who is asked to supply information about him or herself which
will be added to a system of records shall be informed of the basis for
requesting the information, how it may be used, and what the
consequences, if any, are of not supplying the information.
(2)At a minimum, the notice to the individual must state:
(i)The authority (whether grantd by statute or Executive Order of the
President) which authorizes the solicitation of the information and
whether disclosure of such information is mandatory or voluntary;
(ii)The principal purpose or purposes for which the information is
intended to be used;
(iii)The routine uses which may be made of the information; and
(iv) The effects on the individual, if any, of not providing all or
any part of the requested information.
(3)(i) When information is collected on a standard form, the notice to
the individual shall be provided on the form, on a tear-off sheet
attached to the form, or on a separate sheet, whichever is most
practical.
(ii) When information is collected by an interviewer, the interviewer
shall privide the individual with a written notice which the individual
may retain. If the interview is conducted by telephone, however, the
interviewer may summarize the notice for the individual and need not
provide a copy to the individual unless the individual requests a copy.
(iii) An individual may be asked to acknowledge, in writing, that the
notice required by this section has been provided.
(e) Records concerning activity protected by the First Amendment. No
record may be maintained describing how any individual exercises rights
guaranteed by the First Amendment to the Constitution unless the
maintenance of the record is (1) expressly authorized by statute or by
the individual about whom the record is maintained or (2) pertinent to
and within the scope of an authorized law enforcement activity.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56583, Dec. 22, 1983]
Sec. 2.49 [Reserved]
Sec. 2.50 Federal Register notices describing systems of records.
(a) The Privacy Act requires publication of a notice in the Federal
Register describing each system of records subject to the Act. Such
notice will be published prior to the establishment or a revision of the
system of records. 5 U.S.C. 552a(e)(4).
(b) Each bureau shall notify the Departmental Privacy Act Officer
promptly of any modifications or amendments which are required in the
then-current notice describing a system of records for which it is
responsible.
(c) A bureau desiring to establish a new system of records or a new
use for an existing system of records shall notify the Departmental
Privacy Act Officer, no fewer than ninety (90) calendar days in advance.
[48 FR 56583, Dec. 22, 1983]
Sec. 2.51 Assuring integrity of records.
(a) Statutory requirement. The Privacy Act requires that records
subject to the Act be maintained with appropriate administrative,
technical and physical safeguards to insure the security and
confidentiality of records and to protect against any anticipated
threats or hazards to their security or integrity which could result in
substantial harm, embarassment, inconvenience, or unfairness to any
individual on whom information is maintained, 5 U.S.C. 552a(e)(10).
(b) Records maintained in manual form. When maintained in manual form,
records subject to the Privacy Act shall be maintained in a manner
commensurate with the sensitivity of the information contained in the
system of records. The following minimum safeguards, or safeguards
affording comparable protection, are applicable to Privacy Act systems
of records containing sensitive information:
(1) Areas in which the records are maintained or regularly used shall
be posted with an appropriate warning stating that access to the records
is limited to authorized persons. The warning also shall summarize the
requirements of Sec. 2.52 and state that the Privacy Act contains a
criminal penalty for the unauthorized disclosure of records to which it
applies.
(2)During working hours, (i) the area in which the records are
maintained or regularly used shall be occupied by authorized personnel
or (ii) access to the records shall be restricted by their storage in
locked metal file cabinets or a locked room.
(3)During non-working hours, access to the records shall be restricted
by their storage in locked metal file cabinets or a locked room.
(4) Where a locked room is the method of security provided for a
system, the bureau responsible for the system shall supplement that
security by (i) providing lockable file cabinets or containers for the
records or (ii) changing the lock or locks for the room so that they may
not be opened with a master key. For the purposes of this paragraph, a
master key is a key which may be used to open rooms other than the room
containing records subject to the Privacy Act, unless those rooms are
utilized by officials or employees authorized to have access to the
records subject to the Privacy Act.
(c) Records maintained in computerized form. When maintained in
computerized form, records subject to the Privacy Act shall be
maintained, at a minimum, subject to safeguards based on those
recommended in the National Bureau of Standard's booklet ``Computer
Security Guidelines for Implementing the Privacy Act of 1974'' (May 30,
1975), and any supplements thereto, which are adequate and appropriate
to assuring the integrity of records in the system.
(d) Office of Personnel Management personnel records. A system of
records made up of Office of Personnel Management personnel records
shall be maintained under the security requirements set out in 5 CFR
293.106 and 293.107.
(e) Bureau responsibility. (1) The bureau responsible for a system of
records shall be responsible for assuring that specific procedures are
developed to assure that the records in the system are maintained with
security meeting the requirements of the Act and this section.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56583, Dec. 22, 1983]
Sec. 2.52 Conduct of employees.
(a) Handling of records subject to the Act. Employees whose duties
require handling of records subject to the Privacy Act shall, at all
times, take care to protect the integrity, security and confidentiality
of these records.
(b) Disclosure of records. No employee of the Department may disclose
records subject to the Privacy Act unless disclosure is permitted under
Sec. 2.56 or is to the individual to whom the record pertains.
(c) Alteration of records. No employee of the Department may alter or
destroy a record subject to the Privacy Act unless (1) such alteration
or destruction is properly undertaken in the course of the employee's
regular duties or (2) such alteration or destruction is required by a
decision under Sec. Sec. 2.70-2.75 or the decision of a court of
competent jurisdiction.
(d) Bureau responsibility. The bureau responsible for a system of
records shall be responsible for assuring that employees with access to
the system are made aware of the requirements of this section and of 5
U.S.C. 552a(i)(1), which imposes criminal penalties for knowingly and
willfully disclosing a record about an individual without the written
request or consent of that individual unless disclosure is permitted
under one of the exceptions listed in Sec. 2.56 (b) and (c).
Sec. 2.53 Government contracts.
(a) Required contract provisions. When a contract provides for the
operation by or on behalf of the Department of a system of records to
accomplish a Department function, the contract shall, consistent with
the Department's authority, cause the requirements of 5 U.S.C. 552a and
the regulations contained in this subpart to be applied to such system.
(b) System manager. The head of the bureau responsible for the
contract shall designate a regular employee of the bureau to be the
manager for a system of records operated by a contractor.
Sec. Sec. 2.54-2.55 [Reserved]
Sec. 2.56 Disclosure of Records.
(a) Prohibition of disclosure. No record contained in a system of
records may be disclosed by any means of communication to any person, or
to another agency, except pursuant to a written request by, or with the
prior written consent of, the individual to whom the record pertains.
(b) General exceptions. The prohibition contained in paragraph (a)
does not apply where disclosure of the record would be:
(1) To those officers or employees of the Department who have a need
for the record in the performance of their duties; or
(2) Required by the Freedom of Information Act, 5 U.S.C. 552.
(c) Specific exceptions. The prohibition contained in paragraph (a)
does not apply where disclosure of the record would be:
(1) For a routine use as defined in Sec. 2.46(j) which has been
described in a system notice published in the Federal Register;
(2) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
title 13, United States Code.
(3) To a recipient who has provided the system manager responsible for
the system in which the record is maintained with advance adequate
written assurance that the record will be used solely as a statistical
research or reporting record, and the record is to be transferred in a
form that is not individually identifiable;
(4) To the National Archives and Records Administration as a record
which has sufficient historical or other value to warrant its continued
preservation by the United States Government, or for evaluation by the
Archivist of the United States or the designee of the Archivist to
determine whether the record has such value;
(5) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is authorized
by law, and if the head of the agency or instrumentality has made a
written request to the Department specifying the particular portion
desired and the law enforcement activity for which the record is sought;
(6) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(7) To either House of Congress, or, to the extent of matter within
its jurisdiction, any committee or subcommittee thereof, any joint
committee of Congress or subcommittee of any such joint committee;
(8) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office;
(9) Pursuant to the order of a court of competent jurisdiction; or
(10) To a consumer reporting agency in accordance with section 3(d) of
the Federal Claims Collection Act of 1966, as amended (31 U.S.C.
3711(f)).
(d) Reviewing records prior to disclosure. (1) Prior to any disclosure
of a record about an individual, unless disclosure is required by the
Freedom of Information Act, reasonable efforts shall be made to assure
that the records are accurate, complete, timely and relevant for agency
purposes.
(2) When a record is disclosed in connection with a Freedom of
Information request made under subpart B of this part and it is
appropriate and administratively feasible to do so, the requester shall
be informed of any information known to the Department indicating that
the record may not be fully accurate, complete, or timely.
[40 FR 44505, Sept. 26, 1875, as amended at 48 FR 56584, Dec. 22, 1983;
50 FR 45114, Oct. 30, 1985]
Sec. 2.57 Accounting for disclosures.
(a) Maintenance of an accounting. (1) Where a record is disclosed to
any person, or to another agency, under any of the specific exceptions
provided by Sec. 2.56 (c), an accounting shall be made.
(2) The accounting shall record (i) the date, nature, and purpose of
each disclosure of a record to any person or to another agency and (ii)
the name and address of the person or agency to whom the disclosure was
made.
(3) Accountings prepared under this section shall be maintained for at
least five years or the life of the record, whichever is longer, after
the disclosure for which the accounting is made.
(b) Access to accountings. (1) Except for accountings of disclosures
made under Sec. 2.56(c)(5), accountings of all disclosures of a record
shall be made available to the individual to whom the record relates at
the individual's request.
(2) An individual desiring access to an accounting of disclosures of a
record pertaining to the individual shall submit a request by following
the procedures of Sec. 2.63.
(c) Notification of disclosure. When a record is disclosed pursuant to
Sec. 2.56(c)(9) as the result of the order of a court of competent
jurisdiction, reasonable efforts shall be made to notify the individual
to whom the record pertains as soon as the order becomes a matter of
public record.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56584, Dec. 22, 1983]
Sec. Sec. 2.58-2.59 [Reserved]
Sec. 2.60 Request for notification of existence of records:
Submission.
(a) Submission of requests. (1)(i) Individuals desiring to determine
under the Privacy Act whether a system of records contains records
pertaining to them shall address inquiries to the system manager having
responsibility for the system unless the system notice describing the
system prescribes or permits submission to some other official or
officials.
(ii) If a system notice describing a system requires individuals to
contact more than two officials concerning the existence of records in
the system, individuals desiring to determine whether the system
contains records pertaining to them may contact the system manager for
assistance in determining which official is most likely to be in
possession of records pertaining to those individuals.
(2) Individuals desiring to determine whether records pertaining to
them are maintained in two or more systems shall make a separate inquiry
concerning each system.
(b) Form of request. (1) An inquiry to determine whether a system of
records contains records pertaining to an individual shall be in
writing.
(2) To insure expeditious handling, the request shall be prominently
marked, both on the envelope and on the face of the request, with the
legend ``PRIVACY ACT INQUIRY.''
(3) The request shall state that the individual is seeking information
concerning records pertaining to him or herself and shall supply such
additional identifying information, if any, as is called for in the
system notice describing the system.
(4) Individuals who have reason to believe that information pertaining
to them may be filed under a name other than the name they are currently
using (e.g., maiden name), shall include such information in the
request.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56584, Dec. 22, 1983]
Sec. 2.61 Requests for notification of existence of records: Action
on.
(a) Decisions on Request. (1) Individuals inquiring to determine
whether a system of records contains records pertaining to them shall be
promptly advised whether the system contains records pertaining to them
unless (i) the records were compiled in reasonable anticipation of a
civil action or proceeding or (ii) the system of records is one which
has been excepted from the notification provisions of the Privacy Act by
rulemaking (Section 2.79).
(2) If the records were compiled in reasonable anticipation of a civil
action or proceeding or the system of records is one which has been
excepted from the notification provisions of the Privacy Act by
rulemaking, the individuals will be promptly notified that they are not
entitled to notification of whether the system contains records
pertaining to them.
(b) Authority to deny requests. A decision to deny a request for
notification of the existence of records shall be made by the system
manager responsible for the system of records concerning which inquiry
has been made and shall be concurred in by the bureau Privacy Act
officer for the bureau which maintains the system, provided, however
that the head of a bureau may, in writing, require (1) that the decision
be made by the bureau Privacy Act officer and/or (2) that the bureau
head's own concurrence in the decision be obtained.
(c) Form of decision. (1) No particular form is required for a
decision informing individuals whether a system of records contains
records pertaining to them.
(2) A decision declining to inform an individual whether or not a
system of records contains records pertaining to him or her shall be in
writing and shall:
(i) State the basis for denial of the request.
(ii) Advise the individual that an appeal of the declination may be
made to the Assistant Secretary--Policy, Budget and Administration
pursuant to Sec. 2.65 by writing to the Privacy Act Officer, Office of
the Assistant Secretary--Policy, Budget and Administration, U.S.
Department of the Interior, Washington, DC 20240.
(iii) State that the appeal must be received by the foregoing official
within twenty (20) working days of the date of the decision.
(3) If the decision declining a request for notification of the
existence of records involves Department employee records which fall
under the jurisdiction of the Office of Personnel Management, the
individual shall be informed in a written response which shall:
(i) State the reasons for the denial.
(ii) Include the name, position title, and address of the official
responsible for the denial.
(iii) Advise the individual that an appeal of the declination may be
made only to the Assistant Director for Workforce Information, Personnel
Systems Oversight Group, Office of Personnel Management, 1900 E Street
NW, Washington, DC 20415.
(4) Copies of decisions declining a request for notification of the
existence or records made pursuant to paragraphs (c)(2) and (c)(3) of
this section shall be provided to the Departmental and Bureau Privacy
Act Officers.
[48 FR 56584, Dec. 22, 1983; as amended by 53 FR 3749, Feb. 9, 1988]
Sec. 2.62 Requests for access to records.
The Privacy Act permits individuals, upon request, to gain access to
their records or to any information pertaining to them which is
contained in a system and to review the records and have a copy made of
all or any portion thereof in a form comprehensive to them. 5 U.S.C.
552a(d)(1). A request for access shall be submitted in accordance with
the procedures in this subpart.
[48 FR 56584, Dec. 22, 1983]
Sec. 2.63 Requests for access to records: Submission.
(a) Submission of requests. (1) (i) Requests for access to records
shall be submitted to the system manager having responsibility for the
system in which the records are maintained unless the system notice
describing the system prescribes or permits submission to some other
official or officials.
(ii) If a system notice describing a system requires individuals to
contact more than two officials concerning access to records in the
system, individuals desiring to request access to records pertaining to
them may contact the system manager for assistance in determining which
official is most likely to be in custody of records pertaining to that
individual.
(2) Individuals desiring access to records maintained in two or more
separate systems shall submit a separate request for access to the
records in each system.
(b) Form of request. (1) A request for access to records subject to
the Privacy Act shall be in writing.
(2) To insure expeditious handling, the request shall be prominently
marked, both on the envelope and on the face of the request, with the
legend ``PRIVACY ACT REQUEST FOR ACCESS.''
(3) Requesters shall specify whether they seek all of the records
contained in the system which relate to them or only some portion
thereof. If only a portion of the records which relate to the individual
are sought, the request shall reasonably describe the specific record or
records sought.
(4) If the requester seeks to have copies of the requested records
made, the request shall state the maximum amount of copying fees which
the requester is willing to pay. A request which does not state the
amount of fees the requester is willing to pay will be treated as a
request to inspect the requested records. Requesters are further
notified that under Sec. 2.64(d) the failure to state willingness to pay
fees as high as are anticipated by the Department will delay processing
of a request.
(5) The request shall supply such identifying information, if any, as
is called for in the system notice describing the system.
(6) Requests failing to meet the requirements of this paragraph shall
be returned to the requester with a written notice advising the
requester of the deficiency in the request.
[40 FR 44505, Sept. 26, 1975, as amended at 47 FR 38328, Aug. 31, 1982;
48 FR 56585, Dec. 22, 1983]
Sec. 2.64 Requests for access to records: Initial decision.
(a) Decisions on requests. A request made under this subpart for
access to a record shall be granted promptly unless (1) the record was
compiled in reasonable anticipation of a civil action or proceeding or
(2) the record is contained in a system of records which has been
excepted from the access provisions of the Privacy Act by rulemaking
(Sec. 2.79).
(b) Authority to deny requests. A decision to deny a request for
access under this subpart shall be made by the system manager
responsible for the system of records in which the requested record is
located and shall be concurred in by the bureau Privacy Act officer for
the bureau which maintains the system, provided, however, that the head
of a bureau may, in writing, require (1) that the decision be made by
the bureau Privacy Act officer and/or (2) that the bureau head's own
concurrence in the decision be obtained.
(c) Form of decision. (1) No particular form is required for a
decision granting access to a record. The decision shall, however,
advise the individual requesting the record as to where and when the
record is available for inspection or, as the case may be, where and
when copies will be available. If fees are due under Sec. 2.64(d), the
individual requesting the record shall also be notified of the amount of
fees due or, if the exact amount has not been determined, the
approximate amount of fees due.
(2) A decision denying a request for access, in whole or part, shall
be in writing and shall:
(i) State the basis for denial of the request.
(ii) Contain a statement that the denial may be appealed to the
Assistant Secretary--Policy, Budget and Administration pursuant to
Sec. 2.65 by writing to the Privacy Act Officer, Office of the Assistant
Secretary--Policy, Budget and Administration, U.S. Department of the
Interior, Washington, DC 20240.
(iii) State that the appeal must be received by the foregoing official
within twenty (20) working days of the date of the decision.
(3) If the decision denying a request for access involves Department
employee records which fall under the jurisdiction of the Office of
Personnel Management, the individual shall be informed in a written
response which shall:
(i) State the reasons for the denial.
(ii) Include the name, position title, and address of the official
responsible for the denial.
(iii) Advise the individual that an appeal of the denial may be made
only to the Assistant Director for Workforce Information, Personnel
Systems and Oversight Group, Office of Personnel Management, 1900 E
Street NW, Washington, DC 20415.
(4) Copies of decisions denying requests for access made pursuant to
paragraphs (c)(2) and (c)(3) of this section will be provided to the
Departmental and Bureau Privacy Act Officers.
(d) Fees. (1) No fees may be charged for the cost of searching for or
reviewing a record in response to a request made under Sec. 2.63.
(2) Fees for copying a record in response to a request made under
Sec. 2.63 shall be charged in accordance with the schedule of charges
contained in Appendix A to this part, unless the official responsible
for processing the request determines that reduction or waiver of fees
is appropriate.
(3) Where it is anticipated that fees chargeable in connection with a
request will exceed the amount the person submitting the request has
indicated a willingness to pay, the official processing the request
shall notify the requester and shall not complete processing of the
request until the requester has agreed, in writing, to pay fees as high
as are anticipated.
[40 FR 44505, Sept. 26, 1975, as amended at 47 FR 38328, Aug. 31,
1982;48 FR 56585, Dec. 22, 1983; 53 FR 3749, Feb. 9, 1988]
Sec. 2.65 Requests for notification of existence of records and for
access to records: Appeals.
(a) Right of appeal. Except for appeals pertaining to Office of
Personnel Management records, individuals who have been notified that
they are not entitled to notification of whether a system of records
contains records pertaining to them or have been denied access, in whole
or part, to a requested record may appeal to the Assistant Secretary--
Policy, Budget and Administration.
(b) Time for appeal. (1) An appeal must be received by the Privacy Act
Officer no later than twenty (20) working days after the date of the
initial decision on a request.
(2) The Assistant Secretary--Policy, Budget and Administration may,
for good cause shown, extend the time for submission of an appeal if a
written request for additional time is received within twenty (20)
working days of the date of the initial decision on the request.
(c) Form of appeal. (1) An appeal shall be in writing and shall attach
copies of the initial request and the decision on the request.
(2) The appeal shall contain a brief statement of the reasons why the
appellant believes the decision on the initial request to have been in
error.
(3) The appeal shall be addressed to Privacy Act Officer, Office of
the Assistant Secretary-Management, U.S. Department of the Interior,
Washington, DC 20240.
(d) Action on appeals. (1) Appeals from decisions on initial requests
made pursuant to Sec. Sec. 2.61 and 2.63 shall be decided for the
Department by the Assistant Secretary--Policy, Budget and Administration
or an official designated by the Assistant Secretary after consultation
with the Solicitor.
(2) The decision on an appeal shall be in writing and shall state the
basis for the decision.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56585, Dec. 22, 1983;
53 FR 5749, Feb. 9, 1988]
Sec. 2.66 Requests for access to records: Special situations.
(a) Medical records. (1) Medical records shall be disclosed to the
individual to whom they pertain unless it is determined, in consultation
with a medical doctor, that disclosure should be made to a medical
doctor of the individual's choosing.
(2) If it is determined that disclosure of medical records directly to
the individual to whom they pertain could have an adverse effect on that
individual, the individual may designate a medical doctor to receive the
records and the records will be disclosed to that doctor.
(b) Inspection in presence of third party. (1) Individuals wishing to
inspect records pertaining to them which have been opened for their
inspection may, during the inspection, be accompanied by a person of
their own choosing.
(2) When such a procedure is deemed appropriate, individuals to whom
the records pertain may be required to furnish a written statement
authorizing discussion of their records in the accompanying person's
presence.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56585, Dec. 22, 1983]
Sec. Sec. 2.67-2.69 [Reserved]
Sec. 2.70 Amendment of records.
The Privacy Act permits individuals to request amendment of records
pertaining to them if they believe the records are not accurate,
relevant, timely or complete. 5 U.S.C. 552a(d)(2). A request for
amendment of a record shall be submitted in accordance with the
procedures in this subpart.
[48 FR 56585, Dec. 22, 1983]
Sec. 2.71 Petitions for amendment: Submission and form.
(a) Submission of petitions for amendment. (1) A request for amendment
of a record shall be submitted to the system manager for the system of
records containing the record unless the system notice describing the
system prescribes or permits submission to a different official or
officials. If an individual wishes to request amendment of records
located in more than one system, a separate petition must be submitted
to each system manager.
(2) A petition for amendment of a record may be submitted only if the
individual submitting the petition has previously requested and been
granted access to the record and has inspected or been given a copy of
the record.
(b) Form of petition. (1) A petition for amendment shall be in writing
and shall specifically identify the record for which amendment is
sought.
(2) The petition shall state, in detail, the reasons why the
petitioner believes the record, or the objectionable portion thereof, is
not accurate, relevant, timely or complete. Copies of documents or
evidence relied upon in support of these reasons shall be submitted with
the petition.
(3) The petition shall state, specifically and in detail, the changes
sought in the record. If the changes involve rewriting the record or
portions thereof or involve adding new language to the record, the
petition shall propose specific language to implement the changes.
[48 FR 56585, Dec. 22, 1983]
Sec. 2.72 Petitions for amendment: Processing and initial decision.
(a) Decisions on petitions. In reviewing a record in response to a
petition for amendment, the accuracy, relevance, timeliness and
completeness of the record shall be assessed against the criteria set
out in Sec. 2.48. In addition, personnel records shall be assessed
against the criteria for determining record quality published in the
Federal Personnel Manual and the Departmental Manual addition thereto.
(b) Authority to decide. An initial decision on a petition for
amendment may be made only by the system manager responsible for the
system of records containing the challenged record. If the system
manager declines to amend the record as requested, the bureau Privacy
Act officer for the bureau which maintains the system must concur in the
decision, provided, however, that the head of a bureau may, in writing,
require (1) that the decision be made by the bureau Privacy Act officer
and/or (2) that the bureau head's own concurrence in the decision be
obtained.
(c) Acknowledgement of receipt. Unless processing of a petition is
completed within ten (10) working days, the receipt of the petition for
amendment shall be acknowledged in writing by the system manager to whom
it is directed.
(d) Inadequate petitions. (1) If a petition does not meet the
requirements of Sec. 2.71, the petitioner shall be so advised and shall
be told what additional information must be submitted to meet the
requirements of Sec. 2.71.
(2) If the petitioner fails to submit the additional information
within a reasonable time, the petition may be rejected. The rejection
shall be in writing and shall meet the requirements of paragraph (e) of
this section.
(e) Form of decision. (1) A decision on a petition for amendment shall
be in writing and shall state concisely the basis for the decision.
(2) If the petition for amendment is rejected, in whole or part, the
petitioner shall be informed in a written response which shall:
(i) State concisely the basis for the decision.
(ii) Advise the petitioner that the rejection may be appealed to the
Assistant Secretary--Policy, Budget and Administration by writing to the
Privacy Act Officer, Office of the Assistant Secretary--Policy, Budget
and Administration, U.S. Department of the Interior, Washington, DC
20240.
(iii) State that the appeal must be received by the foregoing official
within twenty (20) working days of the decision.
(3) If the petition for amendment involves Department employee records
which fall under the jurisdiction of the Office of Personnel Management
and is rejected, in whole or part, the petitioner shall be informed in a
written response which shall:
(i) State concisely the basis for the decision.
(ii) Advise the petitioner that an appeal of the rejection may be made
pursuant to 5 CFR 297.306 only to the Assistant Director for Workforce
Information, Personnel Systems and Oversight Group, Office of Personnel
Management, 1900 E Street NW, Washington, DC 20415.
(4) Copies of rejections of petitions for amendment made pursuant to
paragraphs (e)(2) and (e)(3) of this section will be provided to the
Departmental and Bureau Privacy Act Officers.
(f) Implementation of initial decision. If a petition for amendment is
accepted, in whole or part, the bureau maintaining the record shall:
(1) Correct the record accordingly and,
(2) Where an accounting of disclosures has been made pursuant to
Sec. 2.57, advise all previous recipients of the record that the
correction was made and the substance of the correction.
[40 FR 44505, Sept. 26, 1975, as amendedat 48 FR 56586, Dec. 22, 1983;
53 FR 3750, Feb. 9, 1988]
Sec. 2.73 Petitions for amendment: Time limits for processing.
(a) Acknowledgement of receipt. The acknowledgement of receipt of a
petition required by Sec. 2.72(c) shall be dispatched not later than ten
(10) working days after receipt of the petition by the system manager
responsible for the system containing the challenged record, unless a
decision on the petition has been previously dispatched.
(b) Decision on petition. A petition for amendment shall be processed
promptly. A determination whether to accept or reject the petition for
amendment shall be made within thirty (30) working days after receipt of
the petition by the system manager responsible for the system containing
the challenged record.
(c) Suspension of time limit. The thirty (30) day time limit for a
decision on a petition shall be suspended if it is necessary to notify
the petitioner, pursuant to Sec. 2.72(d), that additional information in
support of the petition is required. Running of the thirty (30) day time
limit shall resume on receipt of the additional information by the
system manager responsible for the system containing the challenged
record.
(d) Extensions of time. (1) The thirty (30) day time limit for a
decision on a petition may be extended if the official responsible for
making a decision on the petition determines that an extension is
necessary for one of the following reasons:
(i) A decision on the petition requires analysis of voluminous record
or records;
(ii) Some or all of the challenged records must be collected from
facilities other than the facility at which the official responsible for
making the decision is located.
(iii) Some or all of the challenged records are of concern to another
bureau of the Department or another agency of the Federal Government
whose assistance and views are being sought in processing the request.
(2) if the official responsible for making a decision on the petition
determines that an extension is necessary, the official shall promptly
inform the petitioner of the extension and the date on which a decision
is expected to be dispatched.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56586, Dec. 22, 1983;
53 FR 3750, Feb. 9, 1988]
Sec. 2.74 Petitions for amendment: Appeals.
(a) Right of appeal. Except for appeals pertaining to Office of
Personnel Management records, where a petition for amendment has been
rejected in whole or in part, the individual submitting the petition may
appeal the denial to the Assistant Secretary--Policy, Budget and
Administration.
(b) Time for appeal. (1) An appeal must be received no later than
twenty (20) working days after the date of the decision on a petition.
(2) The Assistant Secretary--Policy, Budget and Administration may,
for good cause shown, extend the time for submission of an appeal if a
written request for additional time is received within twenty (20)
working days of the date of the decision on a petition.
(c) Form of appeal. (1) An appeal shall be in writing and shall attach
copies of the initial petition and the decision on that petition.
(2) The appeal shall contain a brief statement of the reasons why the
appellant believes the decision on the petition to have been in error.
(3) The appeal shall be addressed to Privacy Act Officer, Office of
the Assistant Secretary-Management, U.S. Department of the Interior,
Washington, DC 20240.
[40 FR 44505, Sept. 26, 1975, as amended at 47 FR 38328, Aug. 31,
1982;48 FR 56586, Dec. 22, 1983; 53 FR 3750, Feb. 9, 1988]
Sec. 2.75 Petitions for amendment: Action on appeals.
(a) Authority. Appeals from decisions on initial petitions for
amendment shall be decided for the Department by the Assistant
Secretary--Policy, Budget and Administration or an official designated
by the Assistant Secretary, after consultation with the Solicitor.
(b) Time limit. (1) A final determination on any appeal shall be made
within thirty (30) working days after receipt of the appeal.
(2) The thirty (30) day period for decision on an appeal may be
extended, for good cause shown, by the Secretary of the Interior. If the
thirty (30) day period is extended, the individual submitting the appeal
shall be notified of the extension and of the date on which a
determination on the appeal is expected to be dispatched.
(c) Form of decision. (1) The final determination on an appeal shall
be in writing and shall state the basis for the determination.
(2) If the determination upholds, in whole or part, the initial
decision rejecting the petition for amendment, the determination shall
also advise the individual submitting the appeal:
(i) Of his or her right to file a concise statement of the reasons for
disagreeing with the decision of the agency;
(ii) Of the procedure established by Sec. 2.77 for the filing of the
statement of disagreement;
(iii) That the statement which is filed will be made available to
anyone to whom the record is subsequently disclosed together with, at
the discretion of the Department, a brief statement by the Department
summarizing its reasons for refusing to amend the record;
(iv) That prior recipients of the challenged record will be provided a
copy of any statement of dispute to the extent that an accounting of
disclosure was maintained; and
(v) Of his or her right to seek judicial review of the Department's
refusal to amend the record.
(3) If the determination reverses, in whole or in part, the initial
decision rejecting the petition for amendment, the system manager
responsible for the system containing the challenged record shall be
directed to:
(i) Amend the challenged record accordingly; and
(ii) If an accounting of disclosures has been made, advise all
previous recipients of the record of the amendment and its substance.
[40 FR 44505, Sept. 26, 1975, as amended at 48 FR 56586, Dec. 22, 1983;
53 FR 3750, Feb. 9, 1988]
Sec. 2.76 [Reserved]
Sec. 2.77 Statements of disagreement.
(a) Filing of statement. If the determination of the Assistant
Secretary--Policy, Budget and Administration under Sec. 2.75 rejects in
whole or part, a petition for amendment, the individual submitting the
petition may file with the system manager for the system containing the
challenged record a concise written statement setting forth the reasons
for disagreement with the determination of the Department.
(b) Disclosure of statements. In any disclosure of a record containing
information about which an individual has filed a statement of
disagreement under this section which occurs after the filing of the
statement, the disputed portion of the record will be clearly noted and
the recipient shall be provided copies of the statement of disagreement.
If appropriate, a concise statement of the reasons of the Department for
not making the requested amendments may also be provided to the
recipient.
(c) Maintenance of statements. System managers shall develop
procedures to assure that statements of disagreement filed with them
shall be maintained in such a way as to assure dissemination of the
statements to recipients of the records to which the statements pertain.
[48 FR 56586, Dec. 22, 1983]
Sec. 2.78 [Reserved]
Sec. 2.79 Exemptions.
(a) Criminal law enforcement records exempt under 5 U.S.C. 552a(j)(2).
Pursuant to 5 U.S.C 552a(j)(2) the following systems of records have
been exempted from all of the provisions of 5 U.S.C. 552a and the
regulations in the subpart except paragraphs (b), (c) (1) and (2),
(e)(4) (A) through (F), (e) (6), (7), (9), (10), and (11), and (i) of 5
U.S.C. 552a and the portions of the regulations in this subpart
implementing these paragraphs:
(1) Investigative Case File System, Interior/FWS-20.
(2) Law Enforcement Services System, Interior/BIA-18.
(3) Law Enforcement Statistical Reporting System, Interior/NPS-19.
(4)Investigative Records, Interior/Office of Inspector General-2.
(b) Law enforcement records exempt under 5 U.S.C. 552a(k)(2). Pursuant
to 5 U.S.C. 552a(k)(2), the following systems of records have been
exempted from paragraphs (c)(3), (d), (e)(1), (e)(4) (G), (H), and (I),
and (f) of 5 U.S.C. 552a and the provisions of the regulations in this
subpart implementing these paragraphs:
(1) Investigative Records, Interior/ Office of Inspector General-2.
(2) Permits System, Interior/FWS-21.
(3) Criminal Case Investigation System, Interior/BLM-18.
(4) Civil Trespass Case Investigations, Interior/BLM-19.
(5) Employee Conduct Investigations, Interior/BLM-20.
(6)[Reserved]
(7)[Reserved]
(8) Employee Financial Irregularities, Interior/NPS-17.
(9) Trespass Cases, Interior/Reclamation-37.
(10) Litigation, Appeal and Case Files System, Interior/Office of the
Solicitor-1 to the extent that it consists of investigatory material
compiled for law enforcement purposes.
(11) Endangered Species Licenses System, Interior/FWS-19.
(12) Investigative Case File, Interior/ FWS-20.
(13) Timber Cutting and Trespass Claims Files, Interior/BIA-24.
(c) Investigatory records exempt under 5 U.S.C. 552a(k)(5). The
following systems of records have been exempted from subsections (c)(3),
(d), (e)(1), (e) (4) (G), (H), and (I) and (f) of 5 U.S.C. 552a and the
provisions of the regulations in this subpart implementing these
subsections:
(1)[Reserved]
(2) National Research Council Grants Program, Interior/GS-9.
(3) Committee Management Files, Interior/Officeof the Secretary-68.
[40 FR 44505, Sept. 26, 1975, as amended at 40 FR 54790, Nov. 26, 1975;
47 FR 38328, Aug. 31, 1982;48 FR 37412, Aug. 18, 1983; 48 FR 56586,Dec.
22, 1983; 49 FR 6907, Feb. 24, 1984]
Subpart E--Compulsory Process and Testimony of Employees
Sec. 2.80 Compulsory process.
(a) If the production of any record of the Department is sought by
compulsory process and if it is determined in accordance with the
provisions of Sec. 2.13 that the record should not be disclosed, the
person making such determination shall immediately report the matter to
the Solicitor. The person to whom the compulsory process is directed
shall appear in answer to the process and respectfully decline to
produce the record on the ground that the disclosure, pending the
receipt of instructions from the Secretary of the Interior, is
prohibited by the regulations in this subpart.
(b) The solicitor of the Department of the Interior is authorized to
exercise all of the authority of the Secretary of the Interior under
this section.
Sec. 2.82 Testimony of employees.
(a) An officer or employee of the Department shall not testify in any
judicial or administrative proceeding concerning matters related to the
business of the Government without the permission of the head of the
bureau, or his designee, or of the Secretary of the Interior, or his
designee. If the head of a bureau or his designee, concludes that
permission should be withheld, he shall report the matter immediately to
the Solicitor for a determination, and the officer or employee shall
appear in answer to process and respectfully decline to testify, pending
the receipt of instructions from the Secretary, on the ground that
testimony is prohibited by the regulations in this part. Pending
instructions from the Secretary or his designee, an officer or employee
in the Office of the Secretary shall follow the same procedure.
(b) Any person (including a public agency) wishing an officer or
employee of the Department to testify in a judicial or administrative
proceeding concerning a matter related to the business of the Government
may be required to submit a statement setting forth the interest of the
litigant and the information with respect to which the testimony of the
officer or employee of the Department is desired, before permission to
testify will be granted under this section.
(c) The Solicitor of the Department of the Interior is authorized to
exercise all of the authority of the Secretary of the Interior under
this section.