[Privacy Act Issuances (2005)]
[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.
Computerized ID Security System--Interior, OS--01.
Individual Indian Money (IIM) Trust Funds, Interior, OS--2.
Box Index Search System (BISS)--Interior, OS--03.
Official Pilot Folder, OAS--1.
Aircraft Services Administrative and Fiscal Records, OAS--2.
Interior Child Care Subsidy Program, D0I--1.
Financial Interest Statements and Ethics Counselor Decisions--
Interior, DOI--03.
Employee Assistance Program Records, DOI--4.
Interior Volunteer Services file System, DOI--5.
Federal and Non-Federal Aviation Personnel, Equipment, and Mishap
Information System-Interior, DOI-07.
Airrcraft Services Administrative Management and Fiscal Records--
Office of the Secretary--8.
Electronic Email Archive System (EEAS)--Office of the Secretary--
10.
Private Releif Claimants, Office of the Secretary--12.
Private Relief Claimants, Bureau--Office of the Secretary--13.
Authenticated Computer Access and Signature System--Interior,
DOI--15
DOI LEARN (Department-wide Learning Management System)--Interior,
DOI--16.
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.
Enterprise Access Control Service (EACS)--Interior, DOI-30.
Library Circulation Control System--Interior, Office of the
Secretary--35.
Telephone Call Detail Records--Interior, Office of the
Secretary--36.
Personnel Security 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.
Employee Administrative Records--Interior, Office of the
Secretary--58.
Safety Management Information System--Interior, Office of the
Secretary--60.
Committee Management Files--Interior, Office of the Secretary--
68.
Freedom of Information Appeal Files--Interior, Office of the
Secretary--69.
Electronic FOIA Tracking System and FOIA Case Files--Interior,
Office of the Secretary--71.
FECA Chargeback Case Files--Interior, Office of the Secretary--72
Grievance Records--Interior, Office of the Secretary--74.
Employee Training and Career Development Records--Interior,
Office of the Secretary--76.
Unfair Labor Practice Charges/Complaints Files--Interior, Office
of the Secretary--77.
Negotiated Grievance Procedure Files--Interior, Office of the
Secretary--78.
Interior Personnel Records--Interior, Office of the Secretary--
79.
Executive Development Program Files--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.
Travel Management Records, Interior, Office of the Secretary--88.
Federal Financial 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.
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.
Case Incident Reporting System--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
IV. U.S. Geological Survey.
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.
Earth Science 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.
Office of Management Services (OMS) Badging and Access Control
System, GS--27.
V. Minerals Management Service.
Personal Property Accountability Records--Interior, MMS--2.
Accident Reports and Investigations--Interior--MMS--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.
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, OSM--8.
Net Worth Determination File--Interior, OSMRE-10.-
Collection Management Information System (CMIS)--Interior, OSMRE-
11.
Blaster Certification, OSM-12.
VII. National Park Service.
Special Use Permits--Interior, NPS--1.
Land Acquisition and Relocation Files--Interior, NPS--2.
Land Acquisition Management Information System and Master Deed
Listing--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.
Case Incident Reporting System--Interior, NPS--19.
Visitor Statistical Survey Forms--Interior, NPS--21.
Motor Vehicle Operations Program--Interior, NPS--22.
VIII. U.S. Fish and Wildlife Service.
Tort Claim Records--Interior, FWS--4.
National Wildlife Refuge Special Use Permits--Interior, FWS--5.
Water Development Project and/or Effluent Discharge Permit
Application Review--Interior, FWS--7.
National Fish Hatchery Special Use Permits--Interior, FWS--10.
Real Property Records--Interior, FWS--11.
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.
Contract and Procurement Records, FWS--25.
Migtratory Bird Population and Harvest Systems--Interior, FWS--
26.
Correspondence Control System--Interior, FWS--27.
Marine Mammals Management, Marking, Tagging and Reporting
Program, FWS--30.
IX. Bureau of Reclamation.
Claims--Interior, Reclamation-5.
Concessions--Interior, Reclamation-7.
Identification/Security Cards, Reclamation-11.
Inventions and Patents--Interior, Reclamation-12.
Irrigation Management Service--Interior, Reclamation-13.
Land Exchange--Interior, Reclamation-14.
Land Settlement Entries--Interior, Reclamation-15.
Lands--Leases, Sales, Rentals, and Transfers--Interior,
Reclamation-17.
Mineral Location Entries--Interior, Reclamation-19.
Movable Property Individual Responsibility--Interior,
Reclamation-21.
Oil and Gas Applications--Interior, Reclamation-22.
Personal Author Reports--Interior, Reclamation-25.
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.
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--Interior, Reclamation-
43.
Employee Trip Reports--Interior, Reclamation-46.
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 --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.
Collections and Billings System (CBS)--Interior, BLM --35.
XI. Office of Hearings and Appeals.
Hearings and Appeals Files, 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.
Office of the Secretary
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-01
System name:
Computerized ID Security System--Interior, OS-01.
System location:
(1) Data covered by this system are maintained in the following
locations: U.S. Department of the Interior, Office of the Secretary,
National Business Center, Computer Center, 1849 C Street, NW,
Washington, DC 20240; U.S. Department of the Interior, Office of the
Secretary, National Business Center, 7301 W Mansfield Ave, MS D-2130,
Denver, CO 80235-2300. (2) Limited access to data covered by this
system is available at Department of the Interior (DOI) locations,
both Federal buildings and Federally-leased space, where staffed
guard stations have been established in facilities that have
installed the smart card ID system, as well as the physical security
office(s) of those locations.
Categories of individuals covered by the system:
All individuals who have had access to DOI facilities that have
the smart card access control system installed. These include, but
are not limited to, the following groups: current agency employees,
former agency employees, agency contractors, persons authorized to
perform or use services provided in DOI facilities (e.g., Department
of the Interior Federal Credit Union, Interior Department Recreation
Association Fitness Center, etc.), other Government employees from
agencies with smart card systems, volunteers, and visitors.
Categories of records in the system:
Records maintained on current agency employees, former agency
employees, and agency contractors include the following data fields:
Name, Social Security number, date of birth, signature, image
(photograph), hair color, eye color, height, weight, organization/
office of assignment, telephone number of emergency contact
(optional/voluntary data field), date of entry, time of entry,
location of entry, time of exit, location of exit, security access
category, access status, personal identification number (PIN), number
of ID security cards issued, ID security card issue date, ID security
card expiration date, and ID security card serial number. Records
maintained on all other individuals covered by the system include the
following data fields: Name, Social Security number (or one of the
following: Driver's License number, ``Green Card'' number, Visa
number, or other ID number), U.S. Citizenship (yes or no/logical data
field), date of entry, time of entry, location of entry, time of
exit, location of exit, purpose for entry, agency point of contact,
company name, security access category, access status, PIN, number of
ID security cards issued, ID security card issue date, ID security
card expiration date, and ID security card serial number.
Authority for maintenance of the system:
5 U.S.C. 301; Presidential Memorandum on Upgrading Security at
Federal Facilities, June 28, 1995.
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
The primary purposes of the system are:
(1) To ensure the safety and security of DOI facilities and their
occupants in which the system is installed.
(2) To verify that all persons entering DOI facilities or other
Government facilities with smart card systems are authorized to enter
them.
(3) To track and control ID security cards issued to persons
entering and exiting the facilities.
Disclosures outside the DOI may be made:
(1) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records.
(2) To the Federal Protective Service and appropriate Federal,
State, local or foreign agencies responsible for investigating
emergency response situations or investigating or prosecuting the
violation of or for enforcing or implementing a statute, rule,
regulation, order or license, when DOI becomes aware of a violation
or potential violation of a statute, rule, regulation, order or
license.
(3) To another agency with a similar smart card system when a
person with a smart card desires access to that agency's facilities.
(4)(a) To any of the following entities or individuals, when the
circumstances set forth in (b) are met:
(i) The Department of Justice (DOJ);
(ii) a court, adjudicative or other administrative body;
(iii) a party in litigation before a court or adjudicative or
administrative body; or
(iv) any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) any DOI employee acting in his or her official capacity;
(C) any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(D) the United States, when DOJ determines that DOI is likely to
be affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) compatible with the purposes for which the records were
compiled.
(5) To a congressional office in response to an inquiry an
individual covered by the system has made to the congressional office
about him or herself.
(6) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
(7) To representatives of the General Services Administration or
the National Archives and Records Administration to conduct records
management inspections under the authority of 44 U.S.C. 2903 and
2904.
Note: Disclosures within DOI of data pertaining to date and time
of entry and exit of an agency employee working in the District of
Columbia may not be made to supervisors, managers or any other
persons (other than the individual to whom the information applies)
to verify employee time and attendance record for personnel actions
because 5 U.S.C. 6106 prohibits Federal Executive agencies (other
than the Bureau of Engraving and Printing) from using a recording
clock within the District of Columbia, unless used as a part of a
flexible schedule program under 5 U.S.C. 6120 et seq.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in electronic media and in paper files.
Retrievability:
Records are retrievable by name, Social Security number, other ID
number, image (photograph), organization/office of assignment, agency
point of contact, company name, security access, category, date of
entry, time of entry, location of entry, time of exit, location of
exit, ID security card issue date, ID security card expiration date,
and ID security card serial number.
Access Safeguards:
The computer servers in which records are stored are located in
computer facilities that are secured by alarm systems and off-master
key access. The computer servers themselves are password-protected.
Access granted to individuals at guard stations is password-
protected; each person granted access to the system at guard stations
must be individually authorized to use the system. A Privacy Act
Warning Notice appears on the monitor screen when records containing
information on individuals are first displayed. Data exchanged
between the servers and the client PCs at the guard stations and
badging office are encrypted. Backup tapes are stored in a locked and
controlled room in a secure, off-site location.
Retention and disposal:
Records relating to persons covered by this system are retained
in accordance with General Records Schedule 18, Item No. 17. Unless
retained for specific, ongoing security investigations:
(1) Records relating to individuals other than employees are
destroyed two years after ID security card expiration date.
(2) Records relating to date and time of entry and exit of
employees are destroyed two years after date of entry and exit.
(3) All other records relating to employees are destroyed two
years after ID security card expiration date.
System manager(s) and address:
Security Manager, Physical Security Office, Division of Employee
and Public Services, National Business Center, MS-1224, 1849 C
Street, NW, Washington, DC 20240.
Notification procedures:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the Security
Manager. The request must be in writing and signed by the requester.
(See 43 CFR 2.60.)
5Records access procedures:
An individual requesting access to records maintained on himself
or herself should address his/her request to the Security Manager.
The request must be in writing and signed by the requester. (See 43
CFR 2.63.)
Contesting record procedures:
An individual requesting amendment of a record maintained on
himself or herself should address his/her request to the Security
Manager. The request must be in writing and signed by the requester.
(See 43 CFR 2.71.)
Record source categories:
Individuals covered by the system, supervisors, and designated
approving officials.
Exemptions claimed for the system:
None.
INTERIOR/OS-02
System name:
Individual Indian Money (IIM) Trust Funds--Interior, OS-02
System location:
(a) U.S. Department of the Interior, Office of Trust Records
(OTR), 6301 Indian School Road NE., Suite 300, Albuquerque, NM 87110.
(b) U.S. Department of the Interior, Office of Trust Funds
Management (OTFM), 505 Marquette NW, Suite 1000, Albuquerque, NM
87102.
(c) OTFM field locations including area, agency, and regional
offices.
(d) Office of contractors processing individual Indian trust fund
accounts under contract to OTFM or OTR.
(e) Tribal offices of tribes that have compacted or contracted
the individual Indian trust fund management function from OTFM under
the Indian Self-Determination and Education Assistance Act, Pub. L.
93-638, 88 Stat. 2203, as amended.
Categories of individuals covered by the system:
Individual Indians, or their heirs, who have accounts held in
trust status by the Department of the Interior.
Categories of records in the system:
(a) Data on trust accounts in automated systems including the
Trust Fund Accounting System (TFAS), the Trust Asset and Accounting
Management System (TAAMS), and the Integrated Records Management
System (IRMS).
(b) Imaged documents on individual Indian trust accounts.
(c) Data related to financial and investment activity from
individual Indian trust accounts.
(d) Data related to custodianship of investments for individual
Indian trust accounts.
(e) Paper records related to individual Indian trust accounts,
including jacket folders, and financial documents such as accounting,
reconciliation, and transaction data related to receipts,
disbursements, investments, bonds, transfers, etc. This type of
information includes a person's name, aliases, sex, birth date,
address, Social Security Number, account number, tribal membership
number, and blood quantum.
Authority for maintenance of the system:
25 U.S.C. 116, 117(a)(b)(c), 118, 119, 120, 121, 151, 159,
161(a), 162(a), 4011, 4043(b)(2)(B).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The system's main purposes are to:
(a) Manage the collection, investment, distribution, and
disbursement of individual income for Indian trust land.
(b) Disclose to the account holders of Indian trust funds, the
status of their holding (by quarterly statements and on request).
(c) Provide information for Indian trust funds program management
purposes.
Disclosures outside the Department of the Interior may be made
to:
(a) Individual Indian trust account holders (or their heirs).
(b) Contractors who service and maintain the system for the
Department ensuring that all provisions of the Privacy Act, the Trade
Secrets Act, the Indian Minerals Development Act and all other
applicable laws, regulations, and policies relating to contracting
and record security are met.
(c) The U.S. Department of Justice, or to a court, adjudicative
or other administrative body, or to a party in litigation before a
court or adjudicative or administrative body, when:
(1) One of the following is a party to the proceeding or has an
interest in the proceeding:
(i) The Department or any component of the Department;
(ii) Any Department employee acting in his or her official
capacity;
(iii) Any Department employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(iv) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(2) We deem the disclosure to be:
(i) Relevant and necessary to the proceeding; and
(ii) Compatible with the purpose for which we compiled the
information.
(c) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(d) The appropriate Federal, state, tribal, or local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license.
(e) A congressional office in response to an inquiry by that
office by the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The OST stores records in one of two ways:
(a) Current paper records (such as jacket files, financial data
files, ledgers, and reports) placed in file cabinets; others are
stored in boxes on shelves.
(b) Automated data and images stored on magnetic tape and on
optical disks in approved containers.
Retrievability:
Records are retrieved using either:
(a) Identifiers linked to individual Indian trust account holders
such as name, social security numbers, tribe, tribal enrollment, or
census numbers, or
(b) Organizational links and identifiers such as account numbers,
tribal codes, trust account codes, and other identifiers.
Safeguards:
Following the requirements under 5 U.S.C. 552(e)(10) and 43 CFR
2.51 (a)(b) for security standards, the Office of the Secretary has
taken security measures to protect system documentation by equipping
our offices and workplaces with the following safeguards:
(a) Cypher-lock access or storing documents in locked file
cabinets.
(b) Warning signs posted to limit access to authorized people.
(c) Storage facilities protected by locked entryways or security
guards.
(d) Sign-in and sign-out logs for access to storage facilities by
requestors researching, acquiring, or delivering documents.
Retention and disposal:
The OST receives and produces records that it sends to OTR and
records service centers in Albuquerque, NM. After a period of time to
be specified in an authorized OTFM Records Retention Schedule, OTR
transfers records to the appropriate Federal Records Center or
National Archives and Records Administration facility.
System manager(s) and address:
Director, Office of Trust Records, 6301 Indian School Road NE.,
Suite 300, Albuquerque, NM 87110.
Notification procedure:
To determine whether your records are in this Privacy Act system
of records, contact the System Manager at the address listed above in
writing. The request must meet the requirements of 43 CFR 2.60.
Provide the following information with your request:
(a) Proof of your identity.
(b) List of all of the names by which you have been known, such
as maiden name or alias.
(c) Your Social Security Number.
(d) Mailing address.
(e) Tribe, tribal enrollment or census number.
(f) Bureau of Indian Affairs home agency.
(g) Time period(s) that records belonging to you may have been
created or maintained, to the extent known by you. (See 43 CFR
2.60(b)(3)).
Record access procedures:
To request access to records, contact the System Manager at the
address listed above in writing. The request must meet the
requirements of 43 CFR 2.63. Provide the following information with
your request:
(a) Proof of your identity.
(b) List of all of the names by which you have been known, such
as maiden name or alias.
(c) Your Social Security Number.
(d) Mailing address.
(e) Tribe, tribal enrollment or census number.
(f) Bureau of Indian Affairs home agency.
(g) Time period(s) that records belonging to you may have been
created or maintained, to the extent known by you.
(h) Specific description or identification of the records you are
requesting (including whether you are asking for a copy of all of
your records or only a specific part of them), and the maximum amount
of money that you are willing to pay for their copying. (See 43 CFR
4.63(b)(5)).
Contesting record procedures:
To request an amendment of a record, contact the System Manager
at the address listed above in writing. The request must meet the
requirements of 43 CFR 2.71.
Record source categories:
(a) Bureau of Indian Affairs, Office of Trust Funds Management,
Minerals Management Service, Bureau of Land Management, Office of
Hearings and Appeals, and other appropriate agencies in the
Department of the Interior. Other Federal and State agencies.
(b) Individual Indian trust account holders, or their heirs.
Depositors into the accounts and claimants against the accounts.
(c) Tribal offices if the IIM function is contracted or compacted
under the Indian Self-Determination and Education Assistance Act,
Pub. L. 93-638, 88 Stat. 2203, as amended.
(d) Courts of competent jurisdiction, including tribal courts.
Exemptions claimed for the system:
None.
INTERIOR/OS-3
System name:
Box Index Search System (BISS)--Interior, OS-3.
System location:
This system is located in the Office of the Chief Information
Officer, Office of the Special Trustee for American Indians (OST),
4400 Masthead NE, Albuquerque, NM. Information contained in the
system will be made available electronically to OST offices in
Albuquerque, NM; at the American Indian Records Repository (AIRR) in
Lenexa, KS; and at OST and Bureau of Indian Affairs (BIA) field
offices.
Categories of individuals covered by the system:
Individuals whose names and other identifying information appear
in file folders from inactive BIA and OST records being retired to
the American Indian Records Repository. Future information may
include individual Indian-related financial records from other
Departmental bureaus or offices.
Categories of records in the system:
The system consists of (1) Indices bearing the names of the
individuals and/or any other identifiers that were included on the
file folder label created by the originating office; (2) the type of
records in the folder: (3) where the records originated; (4) date
ranges of the information; (5) records management information; and
(6) miscellaneous information associated with the storage box. It is
noted that this system does not maintain the contents of the
administrative or program file folder. Its purpose is to identify
folders in boxes and provide brief summaries of the document types in
file folders for financial records only.
Authority for maintenance of the system:
This system of records is maintained under the authority 44
U.S.C. 3101; 44 U.S.C. 3102; and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The system's main purposes are to: (1) Create a file level
listing of the contents of boxes containing inactive records as a
quick finding aid, complementing the Standard Form 135 Records
Transmittal and Receipt created when records are retired; and (2)
provide authorized parties with a tool to search a file level index
of all inactive records stored at the American Indian Records
Repository (AIRR) in Lenexa, KS.
Disclosures outside the DOI may be made to:
(1) Indian Tribal account holders or their heirs, if deceased;
(2) contractors who service and maintain the system for the
Department; (3) an expert, consultant, or contractor (including
employees of the contractor) of DOI that performs, on DOI's behalf,
research and other services requiring access to these records in
order to fulfill the purposes for which the underlying documents were
created; (4) parties authorized to perform searches to locate
official files in order to fulfill the purposes for which the
underlying files were created ; (5)(a) any of the following entities
or individuals, when the circumstances set forth in (b) are met:
(i) The Department of Justice (DOJ);
(ii) A court, adjudicative or other administrative body;
(iii) A party in litigation before a court or adjudicative or
administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any DOI employee acting in his or her official capacity;
(C) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(D) The United States, when DOJ determines that DOI is likely to
be affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(6) To a congressional office in response to a written inquiry of
an individual covered by the system, or the heir of such individual
if the covered individual is deceased, has made to the congressional
office about the individual.
(7) To the appropriate Federal agency that is responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation or order, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation or
order.
(8) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
(9) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2903 and 2904.
(10) To state and local governments and tribal organizations to
provide information needed in response to court order, and/or
discovery purposes related to litigation.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act.
Storage:
Records are stored in electronic media on hard disks, magnetic
tapes and compact disks and paper media.
Retrievability:
Information stored in BISS is full text indexed and can be
searched by any significant textual item (words and/or numbers) or
combination of textual items as well as by any field in the database.
Access Safeguards:
Maintained in accordance with the Department of the Interior
Privacy Act regulations for safeguarding of information (43 CFR
2.51). A Privacy Impact Assessment was completed. Management controls
and Rules of Behavior were developed to ensure security controls.
Retention and disposal:
Records relating to persons covered by this system are retained
in accordance with the 16BIAM and other respective bureau/office
records retention schedules. The system is scheduled for permanent
retention.
System manager(s) and address:
Office of Trust Records, Department of the Interior, 4400
Masthead NE., Albuquerque, NM 87109.
Notification procedures:
An individual requesting notification of the existence of records
on him or herself in the BISS should address his/her request to the
System Manager above. The request must be in writing and signed by
the requester and include his or her mailing address and social
security number (See 43 CFR 2.60). Note, this system does not
maintain the contents of the administrative or program file folder
that is being transferred to the records center, and serves solely as
a locator tool.
Records access procedures:
See procedures above and 43 CFR 2.63.
Contesting record procedures:
See procedures above and 43 CFR 2.71.
Record source categories:
Information in this system is obtained from BIA and OST
administrative and program records. Future record holdings in AIRR
may include Indian-related financial records from other Departmental
bureaus or offices.
Exemptions claimed for the system:
None.
INTERIOR/OAS-01
System name:
Official Pilot Folder--Interior, OAS-01
System location:
(1) National headquarters: Office of Aircraft Services, Financial
and Information Management, 2350 W. Robinson Road, Boise, Idaho
83705.
(2) Regional office: Office of Aircraft Services, Alaska Regional
Office, 4837 Aircraft Drive, Anchorage, Alaska 95502-1052.
Categories of individuals covered by the system:
Professional, dual-function and incidental pilots employed by
Department of the Interior bureaus and offices.
Categories of records covered by the system:
The system contains information relative to certificates,
qualifications, experience levels, currency and proficiency of
pilots.
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:
The primary use of the system are:
(1) To determine pilot qualifications.
(2) To monitor compliance with Office of Aircraft Services
directives and Federal Aviation Regulations.
Disclosure outside the Department of the Interior may be made:
(1) 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.
(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 the 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 as 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:
Records are stored in manual and automated form.
Retrievability:
Records may be retrieved by Social Security number, name, agency
or location.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. Records are maintained in
accordance with 43 CFR 2.51.
Retention and disposal:
Records are retained in accordance with approved records
retention and disposal schedules.
System manager(s) and address:
(1) National headquarters: Director, Office of Aircraft Services,
2350 W. Robinson Road, Boise, Idaho 83705.
(2) Regional office: Regional Director, Alaska Regional Office,
Office of Aircraft Services, 4837 Aircraft Drive, Anchorage, Alaska
95502-1052.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the appropriate System Manager. The request shall be in writing,
signed by the requestor, and comply with the content requirements of
43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the appropriate
System Manager. The request must be in writing, signed by the
requestor, and comply with 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 Office of Aircraft Services records.
Exemptions claimed for the system:
None.
INTERIOR/OAS-02
System name:
Aircraft Services Administrative and Fiscal Records--Interior,
OAS-02.
System location:
(1) National headquarters: Office of Aircraft Services, 2350 W.
Robinson Road, Boise, Idaho 83705-5355.
(2) Regional office: Office of Aircraft Services, Alaska Regional
Office, 4837 Aircraft Drive, Anchorage, Alaska 95502-1052.
Categories of individuals covered by the system:
Employees of the Office of Aircraft Services.
Categories of records covered by the system:
(1) Payroll records, including pay, leave and cost distribution
records, along with deductions for bonds, insurance, income taxes,
allotments to financial institutions, overtime, authorizations, and
related documents.
(2) Travel records, including administrative approvals, travel
expenses claimed and/or paid, receipts for expenditure claims,
government transportation requests, travel advance accounts and
related records.
(3) Records of accountability for Government-owned property.
(4) Safety records, including claims under the Military Personnel
and Civil Employees Claims Act.
(5) Government identification card records.
(6) Government driver's license records.
(7) Other administrative and fiscal management records.
Authority for maintenance of the system:
5 U.S.C. 301; 3101, 5101-5115, 5501-5596, 5701-5709, 31 U.S.C.
66a 240-243, 40 U.S.C. 483(b), 43 U.S.C. 1467, 44 U.S.C. 3103,
Executive Order No. 11807.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purpose of the system is to support the
administrative and fiscal management of the Office of Aircraft
Services. Disclosure outside the Department of the Interior may be
made:
(1) To the U.S. Department of the Treasury for preparation of (a)
payroll checks, (b) payroll deduction and other checks to Federal,
State and local agencies, and (c) checks for reimbursement of
employees and others.
(2) To the Internal Revenue Service and to State, Commonwealth,
Territorial, and local governments for tax purposes.
(3) To the Civil Service Retirement System and to other employee
retirement programs.
(4) To other agencies having a subject matter interest in the
records.
(5) 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.
(6) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing a statute, rule, regulation, order, or
license, when the disclosing agency becomes aware of information
pertaining to a violation or potential violation of a statute,
regulation, rule, order or license.
(7) To a Federal agency which has requested information relevant
or necessary to the hiring or retention of an employee, or issuance
of a security clearance, license, pilot qualification card, grant or
other benefit.
(8) To Federal, State, local agencies or commercial businesses
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
license, pilot qualification card, grant or other benefit.
(9) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
(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:
Records are stored in manual and automated form.
Retrievability:
Records may be retrieved by employee name or Social Security
number.
Safeguards:
Access to and use of these records is limited to those persons
whose official duties require such access. Records are maintained in
accordance with 43 CFR 2.51.
Retention and disposal:
Records are retained in accordance with approved records
retention and disposal schedules.
System manager(s) and address:
Director, Office of Aircraft Services, 2350 W. Robinson Road,
Boise, Idaho 83705-5355.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requestor, and comply with the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the 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:
A petition for amendment shall be addressed 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:
Employees, supervisors, timekeepers.
Exemptions claimed for the system:
None.
INTERIOR/DOI-01
System name:
Interior Child Care Subsidy Program Records.
Security classification:
None.
System location:
U.S. Department of the Interior, Office of the Secretary, Labor/
Employee Relations and Systems Group, MS 5221 MIB, Washington, DC
20240.
Categories of individuals covered by the system:
(1) Present and former employees of the Department of the
Interior who voluntarily apply for a child care subsidy, their
spouses, and children who are enrolled in government-subsidized child
care.
(2) Child-care providers of these employees.
Categories of records in the system:
The information collected will include the employee's name,
spouse's name, employee's title, grade, and salary, the employee's
home and work telephone numbers, the employee's home and work
addresses, the organization in which the employee works, the
employee's Social Security Number, the spouse's Social Security
Number, the employee's tax returns, the spouse's tax returns, the
name and Social Security Number of the child on whose behalf the
parent is applying for a subsidy, the child's date of birth, the date
of entry into the Child Care Subsidy Program, and the amount of
subsidy received; the name, address, telephone number, employer
identification number (EIN), license and accreditation status of the
child care center in which the employee's child(ren) is (are)
enrolled, and the dates of attendance.
Authority for maintenance of the system:
Pub. L. 105-554, section 633 and Executive Order 9397.
Purpose(s):
The primary use of the records maintained in this system is to
establish and verify Department of the Interior employees'
eligibility for child care subsidies in order to provide monetary
assistance to them. Other uses of the records in the system include
verifying the eligibility of child care centers and verifying
compliance with regulations.
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
under the routine uses listed below without the consent of the
individual if the disclosure is compatible with the purposes for
which the record was collected.
(1) To an expert, consultant, or contractor (including employees
of the contractor) of the Department that performs, on the
Department's behalf, services requiring the use of these records.
(2) To child care providers, in order to verify a covered child's
dates of attendance at the provider's facility.
(3) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee, or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(4) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the Department becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(5) To a congressional office in response to an inquiry an
individual has made to the congressional office.
(6) To the Office of Personnel Management or the General
Accounting Office when the information is required for evaluation of
the child care subsidy program.
Disclosure to consumer reporting agencies:
Not applicable.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored both in file folders, and in electronic form,
in computer systems.
Retrievability:
Records are retrieved by the names and Social Security Numbers of
employees applying for child care subsidies.
Safeguards:
Access to records in the system is limited to authorized
personnel whose official duties require such access. Paper records
are maintained in locked metal file cabinets and/or in secured rooms.
Electronic records are password-protected and maintained with
safeguards meeting the security requirements of 43 CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with National
Archives and Records Administration guidelines and authorized Office
of the Secretary records schedules.
System manager(s) and address:
Team Leader, Labor/Employee Relations and Systems Group, Office
of the Secretary, U.S. Department of the Interior, MS 5221 MIB,
Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records contained in the
system should be addressed to the System Manager. The request must be
in writing, signed by the requester, include the requester's full
name and Social Security Number, and meet the content requirements of
43 CFR 2.60.
Record access procedures:
A request for access to records contained in the system should be
addressed to the System Manager. The request must be in writing,
signed by the requester, include the requester's full name and Social
Security Number, and meet the content requirements of 43 CFR 2.62.
Contesting record procedures:
A petition for amendment of records contained in the system
should be addressed to the System Manager. The request must be in
writing, signed by the requester, include the requester's full name
and Social Security Number, and meet the content requirements of 42
CFR 2.71.
Record source categories:
Applications for child care subsidies and supporting records,
which are voluntarily submitted by Interior employees applying for
child care subsidies.
Exemptions claimed for the system:
None.
INTERIOR/DOI-03
System name:
Financial Interest Statements and Ethics Counselor Decisions--
Interior, DOI-03.
System location:
(1) Office of the Departmental Ethics Staff, Office of the Deputy
Assistant Secretary for Human Resources, Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau and Office Ethics Counselors, Deputy Ethics
Counselors, Associate Ethics Counselors, and Assistant Ethics
Counselors. (A list of these individuals, by bureau and office, may
be obtained from the Office of the Departmental Ethics Staff or from
the Department's Internet site: http//www.doi.gov/ethics.)
Categories of individuals covered by the system:
Departmental employees required to file financial interests or
disclosure statements as required by 5 CFR part 2634 and 5 CFR
3501.101, and Departmental employees subjected to remedial or
disciplinary action for conflicts of interest or other ethics
violations.
Categories of records in the system:
Confidential statements of employment and financial interests
(OGE-450, SF278 or DI-278) for Departmental employees required to
file such statements. Public Financial Disclosure Reports required by
the Ethics in Government Act of 1989, as amended, (form SF-278) for
individuals in positions which require them to file such statements.
Records of conflict of interest decisions and appeals; analysis of
financial holdings; employee statements; bureau, office, and
supervisor comments on covered 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) E.O. 12674
as modified by E.O. 12731; and (8) 5 CFR part 2634.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary uses of the system are:
(1) To review employee financial interests and determine employee
compliance with applicable conflict of interest statutes and
regulations, and to effect remedial and disciplinary action where
non-compliance is ascertained.
(2) To record the fact that an employee has been made aware of
specifically directed legislation or regulations covering his/her
organization and that he/she is in compliance with such specific
legislation or regulations.
(3) 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).
(4) 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 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 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 congressional office in response to an inquiry the
individual has made to the congressional office.
(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 the hiring or retention of an employee, or issuance
of a security clearance, license, contract, grant or other benefit.
(5) To the Office of Government Ethics 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, when the disclosing agency
becomes aware of a violation or potential violation of a statute,
rule, regulation, 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 of 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/her attorney for the
purpose of negotiation or discussion on such matters as settlement of
a case or matter, plea bargaining, or informal discovery proceedings.
(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:
Storage:
(1) Confidential statements of employment and financial interests
forms OGE-450, SF278 and DI-278 are maintained in manual format, in
file folders, and in automated format, on computer disks and other
appropriate electronic storage media.
(2) Public Disclosure Statements of Known Financial Interest
Forms SF-278 and Confidential Supplemental Forms DI-278 are
maintained in manual format in file folders.
Retrievability:
(1) Confidential statements of employment and financial interests
forms OGE-450, SF278 and DI-278 are retrieved by employee name or
position for each bureau and office.
(2) Public Disclosure Statements of Known Financial Interest
Forms SF-278 and Confidential Supplemental Forms DI-278 are retrieved
by employee name and bureau.
Safeguards:
Records are accessible by authorized personnel only. File folders
containing manual records are stored in locked file cabinets in
locked rooms. Computer files containing electronic records are
protected by passwords and file encryption.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 1, Item No. 25.
System manager(s) and address:
(1) Designated Agency Ethics Official, Deputy Assistant Secretary
for Human Resources, U.S. Department of the Interior, 1849 C Street
NW, MS-5124 MIB, Washington, DC 20240.
(2) Bureau and Office Ethics Counselors, Deputy Ethics
Counselors, Associate Ethics Counselors, and Assistant Ethics
Counselors. (A list of these individuals, by bureau and office, may
be obtained from the Office of the Departmental Ethics Staff or from
the Department's Internet site: http//www.doi.gov/ethics.)
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Employees of the Department who are required to file financial
interest statements and bureaus and offices of the Department.
Exemptions claimed for the system:
None.
INTERIOR/DOI-04
System name:
Employee Assistance Program Records--Interior, DOI-04.
System location:
Records are located with the contractors providing counseling
services under the Employee Assistance Program (EAP).
Categories of individuals covered by the system:
Employees of the Department of the Interior and their families
who seek, are referred to, and/or receive assistance through the
Employee Assistance Program.
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 Employee
Assistance 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:
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 an Employee Assistance Program
Counselor to document the nature of an individual's problem and
progress made to solve the problem. The primary uses of these records
are:
(1) For the Employee Assistance Program counselor to document the
nature of an individual's problem and progress made to solve the
problem.
(2) To 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 the
information in them 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:
Records maintained in paper format are stored in file folders.
Records maintained in electronic format are stored on disk and on
other appropriate media.
Retrievability:
Records are retrieved by the name of the individual receiving
assistance.
Safeguards:
Access to records is strictly limited to those persons employed
by the contractors who are directly involved in the alcohol and drug
abuse prevention function of the Department as that term is defined
in 42 CFR, part 2. Paper format records are maintained in locked
metal file cabinets in secured rooms. Electronic records are
maintained with safeguards meeting the security requirements of 43
CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with approved
agency schedules. (These include the U.S. Geological Survey's Bureau
Records Disposition Schedule, RCS/Item 405-04 a and b.)
System manager(s) and address:
(1) Departmental office: Team Leader, Employee and Labor
Relations Group, Office of Personnel Policy, U.S. Department of the
Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau offices:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Chief, Branch of Employee/Labor Management Relations, Office
of Personnel, U.S. Geological Survey, 601 National Center, Reston,
Virginia 20192.
--Atlanta Personnel Officer, U.S. Geological Survey, 3850
Holcomb Bridge Rd, Norcross, Georgia 30092.
--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.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, contain the
individual's name and date of birth, and be signed by the requestor,
as required by 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 appropriate System Manager.
The request must be in writing, be signed by the requestor, and
comply with the Department's Privacy Act Regulations regarding
verification of identity and access to records as required by 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 appropriate System
Manager. The request must be in writing, be signed by the requestor,
and comply with the Department's Privacy Act Regulations regarding
verification of identity and amendment of records as required by 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 member who records the counseling session, and the
therapists or institutions used as referrals or providing treatment.
Exemptions claimed for the system:
None.
INTERIOR/DOI-05
System name:
Interior Volunteer Services File System.
Security classification:
Not classified.
System location:
The records of this system are located at various field offices
of Department of Interior bureaus which currently utilize volunteers.
See Interior Bureau headquarter offices listed below or from the
Department of Interior web site at www.doi.gov:
(1) U.S. Geological Survey, Volunteer for Science Program, Office
of Communications, 12201 Sunrise Valley Drive, Reston, VA 20192.
(2) U.S. Fish and Wildlife Service, Volunteer Program,
Headquarters Office, National Wildlife Refuge System, 4401 N. Fairfax
Drive, Rm 670, Arlington, VA 22203.
(3) Bureau of Reclamation, Volunteer Program, Office of Policy,
Department of the Interior, 1849 C. St. NW., Washington, DC 20240.
(4) Bureau of Land Management, Environmental Education and
Volunteers Group, 1849 C. St., LS-406, Washington, DC 20240.
(5) National Park Service, Servicewide Volunteer Coordinator, Rm.
7312, 1849 C Street NW., Washington, DC 20240.
(6) Information from on-line applications from the Volunteer Page
web site is managed by the National Business Center, U.S. Department
of the Interior, Second Floor, Parker Building, Reston, Virginia
20192.
Categories of individuals covered by the system:
Persons performing work for the Department of Interior as
volunteers but not as an employee of the agency. It includes
interested persons, individuals involved in community, youth
organizations, high schools and colleges.
Categories of records in the system:
The file may contain application forms; name; address; home phone
number; facility where the individual is providing volunteer
services; name of the supervisor; dates volunteered; date terminated;
any physical or medical condition the facility staff needs to be
aware of; emergency contact name, address, telephone, and
relationship to the volunteer, and (if applicable) specific training
the volunteer needs; personal equipment the volunteer needs; and
reimbursable expenses provided to the volunteer; agreements to
perform the services described; emergency notification data; contact
information; time sheets; skills and qualification information;
receipt for property; compensation for injuries; performance
evaluation; and other information necessary to manage the volunteer
program for each DOI bureau or office.
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
Use by Department of the Interior bureaus and offices to identify
persons interested in participating in a government volunteer
program, and for all necessary purposes for managing the volunteer
program.
Disclosures outside the Department of the Interior may be made
under the routine uses listed below without the consent of the
individual if the disclosure is compatible with the purposes for
which the record was collected.
(1) To an expert, consultant, or contractor (including employees
of the contractor) of the Department that performs, on the
Department's behalf, services requiring the use of these records.
(2) To another government natural resource agency for the purpose
consistent with the purpose identified above;
(3) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee, or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(4) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the Department becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(5) To a congressional office in response to an inquiry an
individual has made to the congressional office.
(6) To the Office of Personnel Management or the General
Accounting Office when the information is required for evaluation of
the child care subsidy program.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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 both in file folders, and in electronic form,
in computer systems.
Retrievability:
Indexed by name of the volunteer, control number assigned the
volunteer, or social security number.
Safeguards:
Access to records in the system is limited to authorized
personnel whose official duties require such access. Paper records
are maintained in locked metal file cabinets and/or in secured rooms.
Electronic records conform to Office of Management and Budget and
Departmental guidelines reflecting the implementation of the Computer
Security Act of 1987 (40 U.S.C. 759). Electronic data will be
protected through user identification, passwords, database
permissions and software controls. Such security measures will
establish different access levels for different types of users.
Retention and disposal:
Records in this system are covered by each individual Bureau/
Office records schedule that has a Volunteer Program. National
Archives and Records Administration guidance on permanent and
temporary records disposition is followed.
System manager(s) and address:
Officials responsible for the Headquarters and field office
system of records specific to that oversight are provided in the
listing above under ``System Location.''
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them, from the organizational unit for which he or she
performed work. The request must be in writing, signed by the
requester, include the requester's full name and Social Security
Number, dates when work was performed, program under which enrolled,
and location where work was performed. (See 43 CFR 2.60 for
procedures on making inquiries).
Record access procedures:
For copies of your records write to the pertinent System Managers
at the locations above. The request envelope and letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for
access must meet the content requirements of 43 CFR 2.63(b)(4)).
Contesting record procedures:
Use same procedures as ``Records Access Procedures'' section
above. (See 43 CFR 2.71).
Record source categories:
Information from this system comes primarily from the individual
himself, the sponsoring organization, work supervisors and volunteer
program officials.
Exemptions claimed for the system:
None.
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 the Director, Aviation
Safety Office, Office of Aircraft Services, 2350 W. 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, 4837
Aircraft Drive, Anchorage, Alaska 95502-1052.
(4) Office of Aircraft Services, West Area Office--Boise, 2741
Airport Way, Boise, Idaho 83705.
(5) Office of Aircraft Services, West Area Office--Phoenix, One
West Deer Valley Road, Susite 204, 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 covered by 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 of
Federal Aviation Administration 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 crewmember, and mechanic certificate number.
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 purposes of the system are:
(1) To determine if aircraft/crew/mechanic/ground personnel are
in compliance 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.
(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 appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing a statute, rule, regulation, order, or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, regulation, rule, order or license.
(3) To a Federal agency which has requested information necessary
or relevant to the hiring, firing, or retention of an employee, or
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, or local agencies or commercial businesses
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
license, pilot qualification card, grant or other benefit.
(5) To a congressional office in connection with an inquiry an
individual covered by the system 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 manually, in file folders or on microfiche
film, and/or electronically, in computer files.
Retrievability:
(1) Records on Interior employees are indexed by name, date of
birth, Social Security number, Federal Aviation Administration
certificate number, agency, location duty classification, type of
mishap, and accident summary.
(2) Records on commercial operator personnel are indexed by name,
date of birth, Social Security number, Federal Aviation
Administration certificate number, type of mishap, and accident
summary.
(3) Records on cooperating government agencies, organizations,
and private individuals are indexed by name, date of birth, Social
Security number, Federal Aviation Administration certificate number,
agency location, type of mishap and accident Summary
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 them
destroyed.
System manager(s) and address:
(1) National headquarters: Office of Aircraft Services, Aviation
Safety Office, 2350 W. Robinson Road, Boise, Idaho 83705-5355.
(2) Chief, Division of Technical Services, Office of Aircraft
Services, 2350 W. Robinson Road, Boise, Idaho 84705-5355.
(3) Regional Director, Alaska Regional Office, Office of Aircraft
Services, 4837 Aircraft Drive, Anchorage, Alaska 99502-1052.
(4) Area Director, West Area Office--Boise, Office of Aircraft
Services, 2741 Airport Way, Boise, Idaho 83705.
(5) Office of Aircraft Services, West Area Office--Phoenix, One
West Deer Valley Road, Suite 204, 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 must be in
writing, signed by the requestor, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall be addressed to the
appropriate System Manager. The request must be in writing, signed by
the requestor, 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 must be in writing, signed by
the requestor, and comply with the content requirements of 43 CFR
2.71.
Exemptions claimed for the system:
None.
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-10
System name:
Electronic Email Archive System (EEAS).
Security classification:
Sensitive, but unclassified.
System location:
The records of this system are located at a digital safe site at
a location managed by the contractor for the Department of the
Interior. Only information maintained at this site by the contractor
is considered a Privacy Act system of records covered by this notice.
Categories of individuals covered by the system:
The system contains information on individuals who send and
receive electronic messages using Internet email and interoffice
email from and to those Departmental bureaus/offices involved with
Indian Trust programs, and those individuals who are referred to in
the electronic messages. These bureaus/offices are as follows: Office
of the Solicitor; Bureau of Indian Affairs; Office of the Special
Trustee for American Indians; Office of the Assistant Secretary--
Indian Affairs; Bureau of Land Management; Office of the Assistant
Secretary--Policy, Management, and Budget; Office of Hearings and
Appeals; Office of Historical Trust Accounting; Office of the
Secretary; the Minerals Management Service; the United States
Geological Survey; the National Park Service; and the U.S. Fish and
Wildlife Service. The following bureau/offices are being added to the
EEAS because the Court is concerned that they may send or receive
email containing individual Indian Trust related information: the
Office of Surface Mining; the Bureau of Reclamation; and the National
Business Center.
Categories of records in the system:
Records include information from Internet email and interoffice
email, including address of sender and receiver(s), subject, date
sent or received, text of the message, name of attachment, attachment
text, and certification status. The name and email address of the
sender and receiver are captured along with the bcc, cc, subject
line, and text of the message.
Authority for maintenance of the system:
5 U.S.C. 301, 43 CFR part 1455, and 40 CFR part 1441.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The system's main purpose is to respond to requests from the
federal district court in Cobell v. Norton regarding information
about individual Indian Trust programs that is embodied in email
communication.
Disclosures outside the Department of the Interior can be made
to:
(a) Contractors who service and maintain the system for the
Department, ensuring that all provisions of the Privacy Act, and all
other applicable laws, regulations, and policies relating to
contracting and record security are met.
(b) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(c)(1) To any of the following entities or individuals.
(A) The Department of Justice (DOJ), or
(B) To a court, adjudicative or other administrative body, or
(C) To a party in litigation before a court or adjudicative or
administrative body, or
(D) The Department or any component of the Department, or
(E) Any Department employee acting in his or her official
capacity, or
(F) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee,
(2) When:
(A) One of the following is a party to the proceeding or has an
interest in the proceeding:
(i) The Department or any component of the Department;
(ii) Any Department employee acting in his or her official
capacity;
(iii) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee;
(iv) The United States, when the DOJ determines that the
Department is likely to be affected by the proceeding; and
(B) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceeding; and
(ii) Compatible with the purposes for which the records were
compiled.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information in this system of records is maintained in electronic
format on a system hard drive.
Retrievability:
This specific system has the capability of performing searches
through email archive information identified in the ``Category of
records'' section above using any word or number criteria. This
capability makes it unique from other email archive systems that are
maintained by Interior bureaus/offices, and therefore, this system
becomes subject to Privacy Act requirements.
Safeguards:
The contractor maintaining this system must follow the
requirements under 5 U.S.C. 552a(e)(10) and 43 CFR 2.51 for security
standards. A security plan was developed to prevent unauthorized
access to the system. The plan addresses application security,
administration/user security, and application agreements. Access to
the system is limited to authorized personnel whose official duties
require such access. The EEAS system will be maintained at the
Government contractor's facility at a secured data center.
Retention and disposal:
Records in this system will be retained indefinitely pending
completion of Cobell et al. v. Norton, et al., U.S.D.C. D.C., No.
1:96CV01285 or until the Court orders the Department to retain/
dispose of these records differently.
System manager(s) and address:
The Technology Services Division, Administrative Operations
Directorate, National Business Center, Department of the Interior,
MS-1540-MIB, 1849 C St. NW., Washington, DC 20240.
Notification procedure:
To determine whether your records are in this Privacy Act system
of records, contact the Privacy Act Officer at the bureau/office from
which your email message was sent or where it was received (see list
of participating bureau/offices identified in the ``Categories of
individuals'' section above). Interior bureaus/offices are listed at
the Department of the Interior Web site at http://www.doi.gov. The
request must meet the requirements of 43 CFR 2.60. Provide the
following information with your request:
(a) Proof of your identity;
(b) List of all the names by which you have been known, such as
maiden name or alias;
(c) Your Social Security Number;
(d) Your mailing address;
(e) Time period(s) that records pertaining to you may have been
created or maintained, to the extent known by you (See 43 CFR
2.60(b)(3)); and
(f) Specific description or identification of the records you are
requesting (including whether you are asking for a copy of all of
your records or only a specific part of them), and the maximum amount
of money that you are willing to pay for their copying (See 43 CFR
2.63(b)(4)).
Record access procedures:
To request access to records, follow procedures in the
``Notification procedure'' section above. The request must meet the
requirements of 43 CFR 2.63. Provide with your request the same
information identified in the ``Notification procedures'' sections.
Contesting record procedures:
To request an amendment of a record, send requests in writing to
the contacts identified in the ``Notification procedure'' section
above. The request must meet the requirements of 43 CFR 2.71.
Record source categories:
Some information maintained in the system is collected from mag-
tapes provided by Interior bureau/office email backup systems from
those installations identified in the ``Categories of individuals''
section above. This information is downloaded onto a hard drive
managed by the contractor and stored digitally. Information from
Interior bureau/office e-mail servers will be captured in real time,
transmitted electronically through secured networks, and captured and
stored electronically into the EEAS.
Exemptions claimed for the system:
None.
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-14
System name:
Take Pride In America System--Interior, OS-14.
Security classification:
Not classified.
System location:
Department of the Interior, Take Pride In America Program, Office
of the Secretary, MS-3459 MIB, 1849 C Street, NW., Washington, DC
20240.
Categories of individuals covered by the system:
Individuals or contacts for organizations nominated for a Take
Pride In America (TPIA) Award, and individuals who provide
nominations.
Categories of records in the system:
[sbull] Name of Individual/Organization being nominated, plus
contact information;
[sbull] Category of award;
[sbull] Name and contact information for person submitting the
nomination;
[sbull] Description of project or activity which forms basis of
award, for example:
[sbull] Location of project or activity, State, ownership, U.S.
Congressional District
[sbull] Length of project or activity,
[sbull] Subject area/type of project,
[sbull] Total volunteer hours donated, total number of people
involved,
[sbull] Description, objective, results, outcomes;
[sbull] Community or partnership references and sources of
funding or materials donations; and
[sbull] Other information necessary to manage the public
awareness component of the TPIA program.
Only records relating to individuals are covered by the Privacy
Act.
Authority for maintenance of the system:
Authorization is granted in the Take Pride In America Act, 16
U.S.C. 4601-4608.
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
The primary purpose of the system is to collect information on
the activities of potential awardees, to consider them for awards, to
select award winners, and for other necessary actions to further the
purposes of the Take Pride In America Program public awareness
campaign to increase volunteerism in the U.S. and foster increased
stewardship of public resources.
Disclosures outside of the Department of the Interior may be
made--
(1) To an expert, consultant, contractor (including employees of
the contractor), States' Liaisons, or TPIA Blue Ribbon panel of the
Department performing, on the Department's behalf, services related
to the TPIA awards program requiring the use of these records.
(2) To another agency or organization for purposes consistent
with the TPIA purposes identified above.
(3)(a) To any of the following entities or individuals:
(i) The Department of Justice (DOJ);
(ii) A court, adjudicative or other administrative body;
(iii) A party in litigation before a court or adjudicative or
administrative body;
(iv) The Department or any component of the Department;
(v) Any Department employee acting in his or her official
capacity; or
(vi) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee;
(b) When--
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) The Department or any component of the Department;
(B) Any Department employee acting in his or her official
capacity;
(C) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee;
(D) The United States, when the DOJ determines that the
Department is likely to be affected by the proceeding; and
(ii) The Department deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(4) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the Department becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(5) To a congressional office in response to an inquiry an
individual covered by the system has made to the congressional office
about him or herself.
(6) To a debt collection agency for the purpose of collecting
outstanding debts owed to the Department for fees associated with
processing FOIA/PA requests.
(7) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
Disclosure to consumer reporting agencies:
Not applicable.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored both in file folders and in electronic form,
in computer systems.
Retrievability:
Information from the System will be retrievable by name of
nominated individual or organization, nominator, control number,
Congressional District, type of activity, and site location.
Safeguards:
Access to records in the system is limited to authorized
personnel whose official duties require such access. Paper records
are maintained in locked file cabinets and/or in secured rooms.
Electronic records conform to Office of Management and Budget and
Departmental guidelines reflecting the implementation of the Computer
Security Act of 1987 (40 U.S.C. 759). Electronic data will be
protected through user identification, passwords, database
permissions and software controls. Such security measures will
establish access levels for different types of users.
Retention and disposal:
Records of winners and finalists will be kept permanently.
Records of other nominations will be kept 10 years, and then
destroyed.
System manager(s) and address:
Executive Director, Take Pride In America Program, Office of the
Secretary, MS-3459 MIB, 1849 C Street, NW., Washington, DC 20240.
Notification procedures:
A request for information regarding this system of records must
be in writing, signed by the requester, and include the requester's
full name, address, year(s) activity was nominated, and location of
activity.
Record access procedures:
For a copy of your record, write to the System Manager at the
location above, providing the same information specified in the
Notification Procedures. The request envelope and letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.''
Contesting record procedures:
To ask for changes to your records, write to the System Manager
at the location above, providing the same information specified in
Notification Procedures, as well as an explanation of what you
believe should be changed.
Record source categories:
Information from this system comes primarily from the person
nominating the individual/organization for an award. The nominating
party can be either the individual/organization nominated or a third
party.
Exemptions claimed for the system:
None.
INTERIOR/DOI-15
System name:
Authenticated Computer Access and Signature System--Interior,
DOI-15
System location:
(1) Data covered by this system are maintained in the following
locations: U.S. Department of the Interior (DOI), Bureau of Land
Management (BLM), National Information Resources Management Center,
Denver Federal Center, Lakewood, Colorado. A redundant, fail-over,
server is located at BLM's Network Operations Center in Portland,
Oregon. A repository of digital certificates included in this system
is maintained by the certificate authority. However, only the
Department of Interior maintains a listing of individuals to whom the
certificates are issued.
(2) Limited access to data covered by this system is available at
DOI locations, both Federal buildings and Federally-leased space,
where DOI computer systems are located. System Administrators at
those locations have access only to the information for employees who
attempt to access computer systems at their location.
Categories of individuals covered by the system:
All individuals who have ``smart card'' IDs with authentication
capability who are granted access to DOI computer networks or certain
isolated systems at facilities that have the ``smart card'' access
control system installed and individuals authorized to sign official
DOI documents. These include, but are not limited to, the following
groups: current agency employees, former agency employees until the
records are disposed of in accordance with the proscribed records
schedule, agency contractors, other Government employees from
agencies with ``smart card'' systems and volunteers.
Categories of records in the system:
Records maintained on current agency employees and agency
contractors include the following data fields: Name, organization/
office of assignment, personal identification number (PIN), number of
ID security cards issued, ID security card issue date, ID security
card expiration date, and ID security card serial number. The Active
Directory is a component of the computer network operating system
used by DOI that performs network management functions and is the
repository for the computer access data. A contracted certification
authority provides the digital certificates and encryption services
necessary for secure authentication and verification. The collected
data will contain the individual's user ID/e-mail address. The Active
Directory will generate the date of entry to the computer network/
system, time of entry, location of entry, time of exit, security
access category, and access status which will also become part of the
record. The collected data retained in Active Directory may also
contain: office telephone number, supervisor's name and Web home page
address. Records on former agency employees are maintained in
accordance with the proscribed records schedule.
Authority for maintenance of the system:
5 U.S.C. 301; Presidential Memorandum on Upgrading Security at
Federal Facilities, June 28, 1995.
Federal Information Security Act (Pub.L. 104-106), section 5113.
E-Government Act (Pub.L. 104-347), section 203.
Government Paperwork Elimination Act (Pub.L. 105-277).
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
The primary purposes of the system are:
(1) To ensure the security of DOI computer networks to maintain
continuous communications and protect the information attached to the
networks from unauthorized access, tampering or destruction.
(2) To verify that all persons accessing DOI networks with
``smart card'' systems are authorized to access them.
(3) To ensure that persons signing official documents are indeed
the person represented and to provide for non-repudiation of the use
of an electronic signature.
(4) To enable an individual to encrypt and decrypt documents for
secure transmission.
Disclosures of records within DOI:
Disclosure of these records may be made: (1) To those officers
and employees of DOI who have a need for the record in the
performance of their duties, or (2) when required by the Freedom of
Information Act, 5 U.S.C. 552.
Disclosures outside the DOI may be made:
(1) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records.
(2) To another agency with a similar ``smart card'' system when a
person with a ``smart card'' requires access to that agency's
facilities on a ``need-to-know'' basis.
(3) To the Federal Protective Service and appropriate Federal,
State, or local agencies responsible for investigating emergency
response situations or investigating or prosecuting the violation of
or for enforcing or implementing a statute, rule, regulation, order
or license, when DOI becomes aware of a violation or potential
violation of a statute, rule, regulation, order or license.
(4)(a) To any of the following entities or individuals, when the
circumstances set forth in (b) are met:
(i) The Department of Justice (DOJ);
(ii) A court, adjudicative or other administrative body;
(iii) A party in litigation before a court or adjudicative or
administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any DOI employee acting in his or her official capacity;
(C) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(D) The United States, when DOJ determines that DOI is likely to
be affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(5) To a congressional office in response to a written inquiry an
individual covered by the system has made to the congressional office
about him or herself.
(6) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
(7) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2903 and 2904.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in electronic media on hard disks, magnetic
tapes and the ID authentication card itself and on paper records
stored in file cabinets in secured locations.
Retrievability:
Records are retrievable from Active Directory by organization,
agency point of contact, security access category that describes the
type of access the user is allowed, date of system entry, time of
entry, location of entry, time of exit, location of exit, ID security
card issue date, ID security card expiration date, and ID security
card serial number.
Access Safeguards:
The computer servers in which records are stored are located in
computer facilities that are secured by alarm systems and off-master
key access. Active Directory access granted to individuals is
password-protected. Access to the certificate issuance portion of
this system of records is controlled by a digital certificate in
combination with a personal identification number (PIN). Each person
granted access to the system must be individually authorized to use
the system. A Privacy Act Warning Notice appears on the monitor
screen when records containing information on individuals are first
displayed. Backup tapes are stored in a locked and controlled room in
a secure, off-site location. A Privacy Impact Assessment was used to
ensure that Privacy Act requirements and safeguard requirements were
met.
Retention and disposal:
Records relating to persons covered by this system are retained
in accordance with General Records Schedule 18, Item No. 17. Unless
retained for specific, ongoing security investigations:
(1) Records relating to individuals other than employees are
destroyed two years after the ID security card expiration date.
(2) Records relating to date and time of system entry and exit of
employees are destroyed two years after the date of entry and exit.
(3) All other records relating to employees are destroyed two
years after the ID security card expiration date.
System manager(s) and address:
Director, Information Resources Management Center, Bureau of Land
Management, Denver Federal Center, Building 40, P.O. Box 25047,
Denver, Colorado 80225-0047.
Notification procedures:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the local
office Information Technology Security Manager. The individual
requesting notification must provide their full name and social
security number. Interior bureaus/offices are listed at the
Department of the Interior Web site at http://www.doi.gov. The
request must be in writing and signed by the requester. (See 43 CFR
2.60.)
Records access procedures:
An individual requesting access to records maintained on himself
or herself should address his/her request to the local office
Information Technology Security Manager. The individual requesting
access must provide their full name and social security number. The
request must be in writing and signed by the requester. (See 43 CFR
2.63.)
Contesting record procedures:
An individual requesting amendment of a record maintained on
himself or herself should address his/her request to the local office
IT Security Manager. The individual requesting the amendment must
provide their full name and social security number. The request must
be in writing and signed by the requester. (See 43 CFR 2.71.)
Record source categories:
Individuals covered by the system, supervisors, and designated
approving officials, certificate issuing authority, network system
administrators.
Exemptions claimed for the system:
None.
INTERIOR/DOI-16
System name:
DOI LEARN (Department-wide Learning Management System).
Security classification:
None.
System location:
The system of records is located at a digital safe in a facility
in Reston, Virginia, managed under contract to the Office of
Personnel Management (OPM).
Categories of individuals covered by the system:
All employees, contractors, volunteers and appointees of the
Department of the Interior (DOI), who receive training related to
their official duties, whether or not sponsored by DOI bureaus and
offices. All non-DOI individuals who participate in DOI-sponsored
training or attend DOI-sponsored meetings. Non-DOI individuals are
defined as Federal employees from other agencies; personnel from
states, private agencies, not-for-profit organizations, universities;
and private citizens.
Categories of records in the system:
Interior employee information will be primarily imported from the
Department of the Interior Federal Personnel and Payroll System
(FPPS) on a bi-monthly basis. Occasional specific data entry for an
individual Interior employee may be required if the employee is
requesting training registration and the scheduled routine import has
not yet added his/her information to the system. Specific data fields
include: name, social security number, address information, gender,
date of birth, organization code, position title, GS series, pay
plan, grade level, supervisory status, type of appointment, education
level, duty station code, department, bureau, date of Federal
service, date of last promotion, occupational category, race,
national origin, and adjusted basic pay.
Historical training records of current employees contained in the
DOI LEARN system will be derived initially from existing systems
where training data is currently being housed. Fields contained in
this subset of data include, but are not limited to, necessary course
information (e.g., course title and class name) and class status
information (e.g., begin/end dates, completion status, certification
requirements met, test scores, and acquired skills).
The personal information maintained on non-DOI individuals
include the participants' name, social security number, agency
address, agency affiliation, phone/fax numbers, e-mail address,
supervisor's name and phone number, job series/grade/title, billing
information (e.g., responsible agency, tax ID number, DUNS number,
purchase order numbers, agency location codes and credit card
information); necessary course information (e.g., course title, class
name, objectives, description, and who should attend); class status
information (begin/end dates, responsible class instructor,
completion status, certification requirements met); and student
transcripts (course(s) completed/not completed, test scores, acquired
skills).
Authority for maintenance of the system:
5 U.S.C. 4101, et seq. (Government Organization & Employee
Training); 5 U.S.C. 1302, 2951, 4118, 4308, 4506, 3101, 43 U.S.C.
1457, Title VI of the Civil Rights Act of 1964 as amended (42 U.S.C.
2000d) Executive Order 11348 (Providing for Further Training of
Government Employees); as amended by Executive Order 12107 (Relating
to Civil Service Commission and Labor Management in Federal Service);
Code of Federal Regulations; 5 CFR 410, Subpart C (Establishing and
Implementing Training Programs); Americans with Disabilities Act (42
U.S.C. 112101); and the E-government Act of 2002 (44 U.S.C. 3501, et
seq.).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The primary uses of the records will be:
(1) To validate training records for certification purposes;
(2) To meet statistical reporting requirements of the Office of
Personnel Management, Department of the Interior Office for Equal
Employment Opportunity, and individual bureau and sub-agency
management;
(3) To generate class rosters and transcript listings for use by
course administrators;
(4) To generate requested student or personnel transcripts;
(5) To generate budget estimates related to training
requirements;
(6) To ensure prompt and correct payment for services rendered;
(7) To report on mandatory training compliance;
(8) To determine enrollment numbers; and
(9) To review the exact dates of registration in order of
acceptance.
Disclosures will be made:
(1) To release statistical information and training reports to
other organizations who are involved with the training;
(2) To disclose information to other Government training
facilities (Federal, State, and local) and to non-Government training
facilities (private vendors of training courses or programs, private
schools, etc.) for training purposes;
(3) To provide transcript information to education institutions
upon the student's request in order to facilitate transfer of credit
to that institution, and to provide college and university officials
with information about their students working in the Student Career
Experiment Program, Volunteer Service, or other similar programs
necessary to a student's obtaining credit for the experience;
(4) To disclose to a Federal agency in the Executive,
Legislative, or Judicial branch of government, in response to its
request, information in connection with the hiring of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the letting of a
contract, the issuance of a license, grant, or other benefits by the
requesting agency, or the lawful statutory, administrative, or
investigative purpose of the agency to the extent that the
information is relevant and necessary to the requesting agency's
decision.
(5) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records;
(6) To share logistical or attendance information with partner
agencies (Government or non-Government) who, based on cooperative
training agreements, have a need to know;
(7) (a) To any of the following entities or individuals, when the
circumstances set forth in (b) are met:
i. The Department of Justice (DOJ);
ii. A court, adjudicative or other administrative body;
iii. The fiscally sponsoring organization or agency of the
student;
iv. A party in litigation before a court or adjudicative or
administrative body; or
v. Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any DOI employee acting in his or her official capacity;
(C) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(D) The United States, when DOJ determines that DOI is likely to
be affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(iii) The data fields disclosed are limited in scope and will NOT
include:
(A) Date of Birth;
(B) Social Security Number; and
(C) Race, national origin data
(8) To a congressional office in response to a written inquiry an
individual covered by the system has made to the congressional office
about him or herself;
(9) To an official of another Federal, State or local government
or Tribal organization to provide information needed in the
performance of official duties related to reconciling or
reconstructing data files, in support of the functions for which the
records were collected and maintained; and
(10) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2903 and 2904.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a (b), records can be disclosed to
consumer reporting agencies as they are 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 electronic media on hard disks, magnetic
tapes, compact disks and paper media.
Retrievability:
Information from this system is retrieved by either unique
identifying fields (e.g., student name or social security number) or
by general category (e.g., course code, training location, class
start date, registration date, affiliation, mandatory training
compliance and payment status).
Safeguards:
DOI LEARN is maintained with controls meeting safeguard
requirements identified in Departmental Privacy Act Regulations (43
CFR 2.51) for manual and automated records. Access to records in the
system is limited to authorized personnel whose official duties
require such access. Paper records are maintained in locked file
cabinets and/or in secured rooms. Electronic records are maintained
in conformity with Office of Management and Budget and Departmental
guidelines reflecting the implementation of the Federal Information
Security Management Act. Electronic data will be protected through
user identification, passwords, database permissions and software
controls. These security measures will establish different degrees of
access for different types of users. A Privacy Impact Assessment for
the hosting facility was conducted by the OPM.
Retention and disposal:
Paper records serving as input documents to the DOI LEARN system
will be maintained in accordance with the General Records Schedule
(GRS-1, item 29), which prescribes that they be destroyed when 5
years old, or when superseded or obsolete, whichever is sooner,
unless covered by other applicable records schedules. Electronic
records maintained in the DOI LEARN system will be maintained for 65
years after separation of the individual receiving training from
affiliation with the Department, in accordance with item 3150 of a
new Office of the Secretary (OS) records schedule which is being
drafted to cover the system. Paper and electronic records generated
by the DOI LEARN system will also be maintained in accordance with
item 3150 of the OS records schedule, unless covered by other
applicable records schedules.
System manager(s) and address:
(1) The system manager of the data contained within the DOI LEARN
system is the Chief, Office of Human Resources, Department of the
Interior, Main Interior Building, 1849 C Street, NW., Washington, DC
20240. Communications to the system manager should be addressed to
the attention of the LMS Project Lead; and (2) the system manager for
the physical location and the hardware housing the data is the
Director, E-Training Initiative, Office of Personnel Management, 1900
E Street, NW., Room 3326, Washington, DC 20415.
Notification procedure:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the system
manager whose address is provided in (1) from the ``System Manager''
section above. The request must be in writing, signed by the
requester, and include the requester's full name and address, and
social security number. (See 43 CFR 2.60.)
Records access procedures:
An individual requesting access to records maintained on him or
herself should address his/her request to the system manager whose
address is provided in (1) from the ``System Manager'' section above.
The request must be in writing, signed by the requester, and include
the requester's full name and address, and social security number.
The request envelope and letter should be clearly marked ``PRIVACY
ACT REQUEST FOR ACCESS.'' (See 43 CFR 2.63.)
Contesting record procedures:
An individual requesting amendment of a record maintained on him
or herself should address his/her request to the system manager whose
address is provided in (1) from the ``System Manager'' section above.
The individual requesting the amendment must provide their full name
and social security number. The request must be in writing and signed
by the requester. (See 43 CFR 2.71.)
Record source categories:
Information on Interior employees is provided from the existing
Departmental Federal Personnel and Payroll System (FPPS) or directly
from employees in communication with data entry personnel when the
scheduled routine import has not yet added the employee information
to the system. Information from non-DOI employees and other
individuals registering for training through DOI LEARN is provided
directly by the individuals in question using paper and electronic
forms.
Exemptions claimed for the System:
None.
INTERIOR/DOI-18
System name:
Discrimination Complaints--Interior, DOI-18.
System location:
(1) Office of Equal Opportunity, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240. Bureau/office
equal opportunity offices:
(2) Bureau of Land Management, 1849 C Street NW, MS-302 LS,
Washington, DC 20240.
(3) Bureau of Reclamation, PO Box 25007, Denver, Colorado 80225-
0007.
(4) U.S. Geological Survey, MS 602, Reston, Virginia 22092.
(5) National Park Service, 1849 C Street NW, MS-2747 MIB,
Washington, DC 20240.
(6) U.S. Fish and Wildlife Service, North Fairfax Drive, Room 300
Webb Building, Arlington, Virginia 22203.
(7) Minerals Management Service, 381 Elden Street, MS 2900,
Herndon, Virginia 20170.
(8) Office of Surface Mining Reclamation and Enforcement, 1951
Constitution Avenue NW, Room 138-SIB, Washington, DC 20240.
(9) Bureau of Indian Affairs, 1849 C Street NW, MS-4554 MIB,
Washington, DC 20240.
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, age
and/or sexual orientation in violation of various statutes and
regulations including Title VI and Title VII of the Civil Rights Act
of 1964, as amended (42 U.S.C. 2000d and 42 U.S.C. 2000e, et seq);
Section 501 of the Rehabilitation Act of 1973, as amended (29 U.S.C.
791, et seq) and its implementing regulations; the Age Discrimination
in Employment Act of 1967, 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); Section 403 of the Trans-Alaska
Pipeline Authorization Act (Pub. L. 93-153.87 Stat. 576); and
Departmental Manual 373 DM 7, dated December 1, 1998, subject: Equal
Opportunity Procedures for Processing Complaints of Discrimination
Based on Sexual Orientation.
Categories of records in the system:
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 (Pub L. 93-153, 87 Stat. 576); and relevant
statistical data obtained from various sources.
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 1614);
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); and 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 purposes of the system are:
(1) To investigate and resolve complaints of discrimination.
(2) To compile statistical information on complaints of
discrimination. 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 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 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) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license when the disclosing agency becomes aware of information
indicating a violation or potential violation of a statute, rule,
regulation, order or license.
(4) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Within the Departmental office, manual records are stored in file
folders in a Aisle Saver System manual storage system. An automated
complaints management information system is used to manage and track
the processing of complaints.
Retrievability:
Records are retrieved by name and employing bureau of individuals
filing complaints, docket control number of complaints, and other
appropriate data fields.
Safeguards:
Records are maintained in accordance with safeguards meeting the
requirements of the Privacy Act of 1974, as amended (5 U.S.C. 552a)
and Departmental regulations (43 CFR part 2, subpart D). Standards
for the maintenance of records subject to the Privacy Act are
described in 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. In
offices where records are handled, posted warning signs remind
employees of access limitations, standards of conduct for employees
handling Privacy Act records, and possible criminal penalties for
violation of security regulations. Access to records is limited to
authorized personnel on a need-to-know basis.
Within the Departmental office, manual records are stored in a
locked Aisle Saver System (file unit) in a room locked with an off-
master key. Automated records are maintained in conformance with
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).
Within bureau offices, records are maintained with appropriate
administrative, technical, and physical safeguards to insure their
security and confidentiality.
Retention and disposal:
Records are retained and disposed of in compliance with the
National Archives and Records Administration's General Records
Schedule No.1, Item No.26.
System manager(s) and address:
(1) Director, Office for Equal Opportunity, U.S. Department of
the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240:
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), Departmental Manual 373 DM 7, dated
December 1, 1998, 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); and Title IX of the Education
Amendments of 1972 (Pub. L. 92-318).
(2) Director, Alaska State Office, Bureau of Land Management, 222
West 7th Avenue #13, Anchorage, Alaska 99513:
For complaints arising under section 493 of the Trans-Alaska
Pipeline Authorization Act (Pub. L. 93-153, 87 Stat. 576).
(3) Associate Solicitor, Division of General Law, Office of the
Solicitor, U.S. Department of the Interior, 1849 C Street NW, MS-6530
MIB, Washington, DC 20240:
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.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the appropriate System Manager. The request must be in writing,
signed by the requester, and meet 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 must be in writing, signed by
the requester, and meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of records shall be addressed to the
appropriate System Manager. The request must be in writing, signed by
the requester, and 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, subcontractors, and employees under section 403 of the
Trans-Alaska Pipeline Authorization Act (87 Stat. 576);
administrators and recipients 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.
Exemptions claimed for the system:
None.
INTERIOR/OS-20
System name:
Secretarial Controlled Correspondence File--Interior, OS--20.
System location:
Office of Executive Secretariat, U.S. Department of the Interior,
1849 C Street NW, MS-7229 MIB, 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:
Information identifying the author(s) of correspondence received,
date and subject of the correspondence, disposition of the
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
official correspondence sent to the Secretary of the Interior.
Disclosures outside the Department of the Interior may be made:
(1) To another Federal agency to enable that agency to respond to
an inquiry by the individual to whom the record pertains.
(2) To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when: (a) One of the
following is a party to the proceeding or has an interest in the
proceeding: (1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or (4) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceeding; and (2) Compatible with
the purpose for which it compiled the information.
(3) To the appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation
order or license, when the Department becomes aware of an indication
of a violation or potential violation of the statute, rule,
regulation, order or license.
(4) To a congressional office in response to an inquiry to that
office by the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in an automated database.
Retrievability:
Records are retrieved by a unique number assigned by the
automated system to each letter received, name of correspondent(s),
subject(s) of correspondence, date of correspondence, date
correspondence received in the Office of Executive Secretariat, and
disposition of correspondence.
Safeguards:
Records are maintained in a secure database with access limited
by security software. Database is installed on hardware located in a
secure room.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No.23, Item No.3, which you can find at http://
www.nara.gov.
System manager(s) and address:
Director, Office of Executive Secretariat, U.S. Department of the
Interior, 1849 C Street NW, MS-7229 MIB, 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 requestor, state that
the requester seeks information on his/her records, 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 requestor, and comply with the
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 requestor, and comply with
the content requirements of 43 CFR 2.71.
Record source categories:
The information contained in this system of records is obtained
both from the individuals to whom the records pertain and the agency
officials who respond to the correspondence received.
Exemptions claimed for the system:
None.
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/DOI-30
System name:
Enterprise Access Control Service (EACS)--Interior, DOI-30.
System location:
Information covered by this system is located in three primary
master sites at the following locations under the Department of the
Interior (DOI), Office of the Secretary, Office of the Chief
Information Officer at: (a) The Enterprise Service Center, Herndon,
Virginia, (b) Anchorage, Alaska, and (c) the National Business
Center, Lakewood, Colorado. DOI bureau and office replicas of the
master database of the EACS are located at strategic Departmental
locations.
Categories of individuals covered by the system:
All current DOI employees and contractors who use DOI computer
networks and e-mail.
Categories of records in the system:
The information retained in EACS contains: User name, address,
and contact information, Web home page address, user access and
permission rights, authentication certificates along with the date
and time of signature retained on the signed document, and
supervisor's name.
Authority for maintenance of the system:
This system of records is maintained under the authority of 5
U.S.C. 301; the Paperwork Reduction Act of 1995, 44 U.S.C. 3501; and
the Government Paperwork Elimination Act, 44 U.S.C. 3504.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purposes of the system are: (1) To provide a common
authoritative directory service for the purpose of ensuring the
security of DOI computer networks, resources and information and
protecting them from unauthorized access, tampering or destruction,
(2) to authenticate and verify that all persons accessing DOI
computer networks, resources and information are authorized to access
them, (3) to ensure that persons signing official documents are
indeed the person represented and to provide for non-repudiation of
the use of an electronic signature, and (4) to enable an individual
to encrypt and decrypt documents for secure transmission.
Disclosures outside the DOI may be made:
(a) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records.
(b) To the Federal Protective Service and appropriate Federal,
State, local or foreign agencies responsible for investigating
emergency response situations or investigating or prosecuting the
violation of or for enforcing or implementing a statute, rule,
regulation, order or license, when DOI becomes aware of a violation
or potential violation of a statute, rule, regulation, order or
license.
(c) To another agency with a similar smart card system when a
person with a DOI SmartCard desires access to that other agency's
facility.
(d) To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(1) One of the following is a party to the proceeding or has an
interest in the proceeding:
(i) The Department or any component of the Department;
(ii) Any Departmental employee acting in his or her official
capacity; or
(iii) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; and
(2) We deem the disclosure to be:
(i) Relevant and necessary to the proceeding; and
(ii) Compatible with the purpose for which we compiled the
information.
(e) To the appropriate Federal agency that is responsible for
investigating, prosecuting, enforcing or implementing a statute,
rule, regulation or order, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation, or
order.
(f) To a congressional office in response to a written inquiry to
that office by the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in electronic media on hard disks, magnetic
tapes.
Retrievability:
Records are retrievable from EACS by name, digital certificate
and personal identification number (PIN), and Web home address.
Access Safeguards:
The computer servers in which records are stored are located in
computer facilities that are secured by alarm systems and off-master
key access. EACS access granted to individuals is password-protected.
Access to the certificate issuance portion of this system of records
is controlled by a digital certificate in combination with a PIN.
Each person granted access to the system must be individually
authorized to use the system. A Privacy Act Warning Notice appears on
the monitor screen when first displayed. Backup tapes are stored in a
locked and controlled room in a secure, off-site location. A Privacy
Impact Assessment was completed to ensure that Privacy Act
requirements and safeguard requirements are met.
Retention and disposal:
Records relating to persons covered by this system are retained
in accordance with General Records Schedule.
System manager(s) and address:
Office of the Chief Information Officer, Office of the Secretary,
Department of the Interior, 625 Herndon Parkway, Herndon, VA 20170.
Notification procedures:
An individual requesting notification of the existence of records
on him or herself should address his/her request to the local Bureau/
office IT computer administrators or help desk. Individuals
requesting notification must provide their full name and social
security number. Interior bureaus/offices are listed at the
Department of the Interior Web site at http://www.doi.gov. The
request must be in writing and signed by the requester. (See 43 CFR
2.60).
Records access procedures:
An individual requesting access to records maintained on him or
herself should address his/her request to the office listed in the
``Notification procedures'' section above. Individuals requesting
access must provide their full name and social security number. The
request must be in writing and signed by the requester. (See 43 CFR
2.63).
Contesting record procedures:
An individual requesting amendment of a record maintained on him
or herself should address his/her request to the office above.
Individuals requesting an amendment must provide their full name and
social security number. The request must be in writing and signed by
the requester. (See 43 CFR 2.71).
Record source categories:
Information in this system is obtained from individuals covered
by the system supervisors, designated approving officials,
certificate issuing authority, and network system administrators.
Exemptions claimed for the system:
None.
INTERIOR/OS-35
System name:
Library Circulation Control System--Interior, OS-35.
System location:
U.S. Department of the Interior Library, 1849 C Street NW,
Washington, DC 20240.
Categories of individuals covered by the system:
Individuals borrowing library materials from the Department of
the Interior library.
Categories of records in the system:
Name and identification number of borrower; affiliation of
borrower; work address and telephone number of borrower, call number
and due date of items borrowed; other information identifying items
borrowed.
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 purposes of such uses:
The primary purpose of the system is to control library materials
borrowed. 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) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
(3) To Federal, State, 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.
(4) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing, implementing or administering a statute, rule, regulation,
order, license, contract, grant or other agreement, when the
disclosing agency becomes aware of information indicating a violation
or potential violation of a statute, regulation, rule, order,
license, contract, grant or other agreement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in computer data files.
Retrievability:
Records are retrievable by name or identification number of
borrower, and by call number, due date, or other information relating
to items borrowed.
Safeguards:
Records are maintained in computer files, within the library, and
are accessible only by authorized persons. Computers allowing access
to records are attended constantly during working hours; the library
is locked after working hours.
Retention and disposal:
Records are maintained for two years and then destroyed in
accordance with instructions contained in the Office of the Secretary
Administrative Handbook Number 7.
System manager(s) and address:
Library Contractor COTR, Division of Employee and Public
Services, National Business Center, U.S. 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. The request must be in writing, signed by the
requester, and meet 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 must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for access to records shall be addressed to the System
Manager. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals borrowing materials from Departmental Library and
materials borrowed from the Library.
Exemptions claimed for the system:
None.
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, MS-5312,
1849 C Street NW, Washington, DC 20240.
(2) Office of Bureau System Managers.
(3) 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 individual 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 purpose 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 record.
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 of which the records were compiled; (4)
Of information indicating a violation or potential violation of a
statue, 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
stature, 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, accessing,
retaining, and disposing of records in the system:
Storage:
Official records are stored in electronic form.
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, MS-5312, MIB, 1849 C Street NW,
Washington, DC 20240.
(2) Telecommunications Manager, Office of Facilities Management,
Bureau of Indian Affairs, PO Box 1246, Albuquerque, NM 87103.
(3) Chief, Branch of Telecommunications, Bureau of Land
Management, Denver Federal Center, MS-DW101, BLD. 50, PO Box 25047,
Lakewood, CO 80225.
(4) Telecommunications Manager, Bureau of Reclamation, Denver
Federal Center, MS-D-7190, PO Box 25007, Denver, CO 80225.
(5) Telecommunications Manager, U.S. Fish and Wildlife Service,
IRM/TFO, PO Box 25207, Denver, CO 80225.
(6) Chief, Branch of Telecommunications Services, U.S. Geological
Survey, MS-809, National Center, Reston, VA 22092.
(7) Chief, Safety and Facilities Management Branch, Minerals
Management Service, MS-2000, 381 Elden Street, Herndon, VA 22070.
(8) Telecommunications Manager, Information and
Telecommunications Division, National Park Service, MS-2505, 1849 C
Street NW, Washington, DC 20240.
(9) Telecommunications Administrator, Office of Inspector
General, MS-124, SIB, 1849 C Street NW, Washington DC 20240.
(10) Chief, Telecommunications Service Office, National Business
Center, Office of the Secretary, MS-1445, MIB, 1849 C Street NW,
Washington, DC 20240.
(11) Telecommunications Manager, Office of Surface Mining
Reclamation and Enforcement, MS-10, SIB, 1849 C Street 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 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
2.71.
Record source categories:
Telephone assignment records, call detail listings, and results
of administrative inquiries relating to assignment of responsibility
for placement of specific long distance calls.
Exemptions claimed for the system:
None.
INTERIOR/OS-45
System name:
Personnel Security Files--Interior, OS-45.
System location:
Division of Employee and Public Services, National Business
Center, U.S. Department of the Interior, 1849 C Street NW, MS-1226
MIB, Washington, DC 20240.
Categories of individuals covered by the system:
Employees in the Office of the Secretary, Bureau heads, Bureau
Security Officers, and employees of other Departmental offices and of
independent agencies, councils and commissions (which 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:
Copies of form SF-85, SF-86, of SF-171 as supplied by individuals
covered by the system, copies of letters of transmittal between the
Department of the Interior and the Office of Personnel Management
concerning the individual's background investigation; copies of
certification of clearance status and briefings and/or copies of
debriefing certificates signed by individual, as appropriate. Card
files contain case file summaries, case numbers and dispositions of
case files following review.
Authority for maintenance of the system:
Executive Order 10450.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The primary purposes of the system are:
(1) To identify Office of the Secretary personnel who have been
granted a security clearance.
(2) To identify heads of Bureaus and their respective Security
Officers who have been granted a security clearance.
(3) To identify persons in a pending clearance status awaiting
the results and adjudication of Office of Personnel Management
investigations.
(4) To identify persons whose clearance has been terminated in
the last five years due to an administrative down-grading, a transfer
to another agency, employment at another agency, 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) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation or for
enforcing, implementing, or administering a statute, rule,
regulation, order or license, when the disclosing agency becomes
aware of information indicating a violation or potential violation of
a statute, regulation, rule, order or license.
(3) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
(4) To Federal, State, or local agencies that have requested
information relevant or necessary to the hiring, firing or retention
of an employee, or the 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 of Personnel
Management 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:
Paper copies of records are maintained in file folders.
Electronic records are stored on a non-removable hard disk. Back-up
records are stored on removable diskettes.
Retrievability:
Records are indexed by name of employee or covered individual.
Safeguards:
Records are stored in a locked room. Access to records is
permitted 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:
Security Manager, Division of Employee and Public Services,
National Business Center, Department of the Interior, 1849 C Street
NW, MS-1226, Washington, DC 20240.
Notification procedure:
A request for notification of the existence of records shall be
addressed 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 procedure:
A request for access shall be addressed 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 procedure:
A request for an amendment of a record shall be addressed 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 covered by the system. Other Federal agencies
supplying data on individuals covered by the system.
Exemptions claimed for the system:
None.
INTERIOR/OS-46
System name:
Secretarial Subject Files--Interior, OS-46.
System location:
Division of Technology Services, National Business Center, U.S.
Department of the Interior, 1849 C Street NW, MS-1414 MIB,
Washington, DC 20240.
Categories of individuals covered by the system:
Individuals writing to or receiving correspondence from the
following Department of the Interior officials: The Secretary, the
Under Secretary, the Deputy Secretary, the Solicitor, the Assistant
Secretaries, the Deputy Assistant Secretaries, and individuals
serving in these capacities.
Categories of records in the system:
Names of correspondents, date and subject of correspondence,
official record copies of correspondence.
Authority for maintenance of the system:
5 U.S.C. 391; 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 purpose of the system is to document and support the
operational, program and policy decisions of Departmental officials
at the Secretarial level. Disclosures outside the Department of the
Interior may be made:
(1) 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.
(2) To appropriate Federal, State, local or foreign agencies
responsible for investigation or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of information
indicating a violation of or a potential violating of a statute,
regulation, rule, order or license.
(3) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Official record copies of correspondence are stored in file
folders; an electronic copy of correspondence (dated January 1, 1997
or later) is stored in image files in a computer database. Index
terms (for correspondence dated December 31, 1996 or earlier) are
stored in index cards; index terms (for correspondence dated January
1, 1997 or later) are stored in a computer database.
Retrievability:
Records are retrieved by name of correspondent and/or date or
subject for correspondence.
Safeguards:
Official records copies of correspondence are stored in locked
file cabinets, in a locked room. Computer image files are maintained
in accordance with 43 CFR 2.51. Access to both paper and automated
records is limited to persons whose official duties require such
access.
Retention and disposal:
Records are retained in accordance with the Office of the
Secretary Comprehensive Records Disposal Schedule K-1. Official
record copies of correspondence are stored on site for ten (10)
years, at a Federal Records Center for an additional ten (10) years,
and are offered to the National Archives and Records Administration
for permentent retention after twenty (20) years.
System manager(s) and address:
Office of the Secretary Records Officer, Division of Technology
Services, National Business Center, U.S. Department of the Interior,
1849 C Street NW. MS-1414 MIB, Washington, DC 20240.
Notification procedure:
Inquires regarding the existence of records shall be addressed to
the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The requests must be writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals corresponding with or on behalf of the Department at
the Secretarial level.
Exemptions claimed for the system:
None.
INTERIOR/OS-47
System name:
Parking Assignment Records--Interior, OS-47.
System location:
Division of Facilities Management Services, National Business
Center, U.S. Department of the Interior, 1849 C Street NW, MS-1210
MIB, Washington, DC 20240.
Categories of individuals covered by the system:
Individuals requesting a parking permit or joining a carpool from
both the Federal and private sector.
Categories of records in the system:
Name, Social Security number, telephone number at work, location
of employment, service computation date (applicable to Federal
employees only), home address, vehicle(s) make and model, State of
vehicle registration, license tag number, parking permit 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 purposes of the system are:
(1) To manage the assignment of parking permits.
(2) To assist individuals in locating carpools.
Disclosures outside the Department of the Interior may be made:
(1) To a Federal agency that has jurisdiction over parking
spaces.
(2) To the U.S. Department of Justice or to a court or
adjudicative body with jurisdiction when (a) the U.S. 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 appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a potential
violation of a statute, rule, regulation, order or license.
(4) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in a computer database.
Retrievability:
By name of individual, Social Security number, telephone number
at work, location of employment, service computation date (applicable
to Federal employees only), zip code of home address, vehicle(s) make
and model, State of vehicle registration, license tag number, parking
permit number, and number of carpool riders.
Safeguards:
Records are maintained with safeguards meeting the requirements
of 43 CFR 2.51 for computerized records.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 11, Item No. 4.
System manager(s) and address:
Parking Program Coordinator, Division of Facilities Management
Services, National Business Center, U.S. Department of the Interior,
1849 C Street NW, MS-1210 MIB, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals requesting a parking permit or joining a carpool.
Exemptions claimed for the system:
None.
INTERIOR/OS-51
System name:
Property Accountability and Control System--Interior, OS-51
System location:
Property Management Section, Division of Logistic Services,
National Business Center, U.S. Department of the Interior, 1849 C
Street NW, MS-1731 MIB, Washington, DC 20240.
Categories of individuals covered by the system:
(1) Individuals designated as Custodial Officers in the Office of
the Secretary.
(2) Individuals in independent agencies, councils, and
commissions (which are supported, administratively, by the Office of
the Secretary) who are charged with the management of property
assigned to their agency, council, or commission.
Categories of records in the system:
Name and identification code assigned to individual Custodial
Officer or property manager. Data describing each piece of property
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 purpose of such uses:
The primary purpose of the system is to manage property assigned
to offices, agencies, councils and commissions.
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 with jurisdiction when (a) the United
States, the Department of 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) The appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing, implementing or administering a statute, rule, regulation,
order, license, contract, grant or other agreement, when the
disclosing agency becomes aware of information indicating a violation
or potential violation of a statute, regulation, rule, order,
license, contract, grant or other agreement.
(3) To the General Accounting Office, in response to audits.
(4) To a congressional office in connection with an inquiry an
individual covered by the system 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 computer data files.
Retrievability:
Records are retrieved by Custodial Officer (or property manager)
codes, and by codes describing and identifying property managed.
Safeguards:
Records are accessible only by authorized persons and are
maintained in accordance with safeguards meeting the Computer
Security Act of 1987.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 3, Item No. 10a.
System manager(s) and address:
Chief, Property Management Section, Division of Logistic
Services, National Business Center, U.S. Department of the Interior,
1849 C Street NW, MS-1731 MIB, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Custodial Officer or property manager.
Exemptions claimed for the system:
None.
INTERIOR/OS-52
System name:
Passport and Visa Records--Interior, OS-52.
System location:
Division of Financial Management Services, National Business
Center, U.S. Department of the Interior, 1849 C Street NW, MS-1313
MIB, Washington, DC 20240.
Categories of individuals covered by the system:
(1) Employees of the Department of the Interior who travel on
official business.
(2) Employees of independent agencies, councils, and commissions
who are provided administrative support by the Department of the
Interior who travel on official business.
(3) Individuals who travel on official business on behalf of the
Department of the Interior.
Categories of records in the system:
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 purpose of the system is to initiate, obtain and
maintain passports and visas.
Disclosures outside the Department of the Interior may be made:
(1) To other Federal agencies, to transfer passports and visas.
(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 appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of information
indicating a violation or potential violation of a statute, rule,
regulation, order or license.
(4) To a congressional office in connection with an inquiry an
individual covered by the system 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 stored in a locked safe.
Retrievability:
Passports and visas are filed and retrieved by the name of the
individual to whom they are assigned.
Safeguards:
Passports and visas are stored in a locked room in a
manipulation-proof, three-way-combination-lock, steel safe. Access to
records is granted only to authorized personnel.
Retention and disposal:
General Records Schedule No. 9, Item No. 4.
System manager(s) and address:
Chief, Division of Financial Management Services, National
Business Center, U.S. Department of the Interior, 1849 C Street NW,
MS-1313 MIB, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Employees of the Department who travel on official business;
employees of independent agencies, councils, and commissions who are
provided administrative support by the Department who travel on
official business; and individuals who travel on official business on
behalf of the Department.
Exemptions claimed for the system:
None.
INTERIOR/DOI-57
System name:
Privacy Act Files--Interior, DOI-57.
System location:
1. U.S. Department of the Interior, Office of Information
Resources Management, MS-5312, 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 Privacy Act
Officers.)
3. Offices of Systems Managers (and officials authorized, by
them,) to receive requests for notification of the existence of,
access to, and petitions for amendment of records. (Consult
individual system notices for addresses of System Managers.)
Categories of individuals covered by the system:
Individuals who have submitted requests for notification of the
existence of, access to, and petitions for amendment of records
maintained in formally designated ``systems of records'' under the
Privacy Act. Individuals who have filed Privacy Act appeals with the
Assistant Secretary-Policy, Management and Budget in accordance with
Departmental Privacy Act appeal procedures.
Categories of records in the system:
Privacy Act requests and appeals; decisions on Privacy Act
requests and appeals; accounting of disclosure files; correspondence;
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 purposes of the system are:
(1) To support action on Privacy Act requests and appeals.
(2) To gather information for management and reporting purposes.
Disclosure outside the Department of the Interior may be made:
(1) To other Federal agencies with a subject matter interest in a
request or an appeal of a decision on a request.
(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 compatible with the purpose for which
the records were compiled.
(3) Of information indicating the 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 in connection with an inquiry an
individual covered by the system has made to the congressional
office.
(5) To a debt collection agency for the purpose of collecting
outstanding debts owned to the Department for fees associated with
processing Privacy Act requests.
(6) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
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 manual and automated form.
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 Information Resources Management, MS-5312 MIB,
1849 C Street NW, Washington, DC 20240.
2. Bureau Privacy Act Officers. (Consult the Appendix for
addresses of bureau Privacy Act Officers.)
3. System Managers. (Consult individual system notices for
addresses of System Managers.)
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:
Individuals filing Privacy Act requests and appeals; Departmental
officials acting on requests, appeals, and reporting requirements;
the Office of Management and Budget.
Exemptions claimed for the system:
None.
INTERIOR/DOI-58
System name:
Employee Administrative Records--Interior, DOI-58.
System location:
(1) Departmental personnel office: Office of Personnel Policy,
U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
(3) Administrative components of the offices (within the bureaus
listed above) in which individuals covered by the system are
employed.
Categories of individuals covered by the system:
(1) Employees of the Department of the Interior.
(2) Employees of independent agencies, councils and commissions
(which are supported, administratively, by the Office of the
Secretary).
Categories of records in the system:
Records involving the administrative or operational relationships
between the employee and the office in which the employee works,
including, but not limited to, the following types of records:
Workload and productivity records for scheduling purposes; travel
activity records; employee time and attendance records; budget
records; accident and safety records, property accountability
records; study and special project records; committee and detail
assignments; locator indexes; parking space assignments; mailing
lists; and similar records. These records may contain one or more of
the following (or similar) data elements: Name and Social Security
number of employee, office telephone number, organizational location,
occupational series and grade, position title, organizational title
assigned for program management purposes, home address and home
telephone number (for emergency contact purposes only).
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 11807.
Routine uses of records maintained in the system including
categories of users and purposes of such uses:
The primary purpose of the system is to support the
administration and operation of the offices in which individuals
covered by the system are employed. 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 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.
(2) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(3) To a congressional office in response to an inquiry an
individual has made to the congressional office.
(4) To another Federal agency for related program management
purposes when the Department determines that the disclosure is
compatible with the purpose for which the records were compiled.
(5) To the public in the form of agency directories of office
telephone numbers.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored in paper format, in file folders in locked
cabinets, and in electronic format, on disk or tape.
Retrievability:
Records are retrieved by name of employee or control number
assigned to employee.
Safeguards:
Access to records is limited to authorized personnel. Records are
maintained in locked filing cabinets or secure electronic systems.
Retention and disposal:
Records are retained until completion of the assignment or
activity to which they pertain, or until separation of covered
employees, at which time they are disposed of in accordance with
appropriate records schedules.
System manager(s) and address:
(1) Departmental office: Director, Office of Personnel Policy,
U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
(3) Administrative officers of the offices (within the bureaus
listed above) in which individuals covered by the system are
employed. (Contact the appropriate bureau system manager to obtain
the address of the office system manager.)
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Individuals covered by the system, agency officials, and agency
records or documents.
Exemptions claimed for the system:
None.
INTERIOR/DOI-60
System name:
Safety Management Information System--Interior, DOI-60.
System location:
U.S. Department of the Interior, Office of Managing Risk and
Public Safety, 755 Parfet Street, Suite 364, Lakewood, Colorado
80215.
Categories of individuals covered by the system:
Employees of the Department of the Interior, contractors,
concessionaires, 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:
For individuals covered by the system: Name of individual;
Social Security number, birth date, sex, home address, occupation,
and salary (for employees of the Department only); date and location
of the accident; data elements about the accident for analytical
purposes; and a descriptive narrative concerning what caused the
accident.
Authority for maintenance of the system:
(1) 5 U.S.C. 7901, (2) U.S.C. 2671-1680, (3) 31 U.S.C. 240-243,
(4) 29 CFR Part 1960, (5) Executive Order 12196.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purposes of the system are:
(1) To provide summary data of injury, illness and property loss
information to the bureaus in a number of formats for analytical
purposes in order for them to improve accident prevention policies,
procedures, regulations, standards, and operations.
(2) To provide listings of individual cases to bureaus to insure
that accidents occurring are reported through the Safety Management
Information System.
(3) To adjudicate 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) To provide the Department of Labor with quarterly summary
listings of fatalities and disabling injuries and illnesses in
compliance with 28 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) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing, a statue, rule, regulation, order or
license, when the disclosing agency becomes aware of information
indicating a violation or potential violation of a statute,
regulation, rule, order or license.
(5) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional
office.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Official records are maintained and stored in electronic form on
a host computer housed in the system location office. They are
created and updated on the individual workstations of any/all
employees and supervisors, Departmentwide, that can communicate,
electronically, with the host computer.
Retrievability:
Records are retrieved both by personal identifiers of covered
individuals and by data elements associated with the accidents via
automated lookup tables.
Safeguards:
(1) Access to the records is limited to Departmental employees
who have an official need to use the records in the performance of
their duties. Access to the records is controlled by (a) required
user identification codes and passwords, and by (b) unique
identifying personnel characteristics of users.
(2) Personal information is electronically tagged upon input into
the system by employees or supervisors. It is not displayed or
printed from the workstations of individuals not authorized to have
access to it. It is protected from unauthorized access, during
transmission, by electronic transmission encryption.
(3) Records are stored in a controlled area, secured from
unauthorized access by an electronic firewall, and maintained with
safeguards meeting the requirements of ``the Computer Security
Guidelines for Implementing the Privacy Act of 1974'' (43 CFR 2.51).
Retention and disposal:
Records are retained in accordance with National Archives and
Records Administration's General Record Schedules #10 (Item 50), #18
(Item 11), and #20.
System manager(s) and address:
Chief System Administrator, Safety Management Information System,
Office of Managing Risk and Public Safety, U.S. Department of the
Interior, 755 Parfet Street, Suite 354, Lakewood, Colorado 80215.
Notification procedure:
A request for notification of the existence of records shall be
addressed 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:
A request for access to records shall be addressed 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:
A request for amendment of a record shall be addressed 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:
Employees involved in accidents, supervisors of employees
involved in accidents, supervisors of operations where public
visitors are involved in accidents, officials responsible for
oversight of contractors and concessionaires, safety professionals
and other management officials.
Exemptions claimed for the system:
None.
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
Freedom of Information Act Appeals Files--Interior, OS-69.
System location:
U.S. Department of the Interior, Office of Information Resources
Management, MS-5312 MIB,m 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, FOIA requests and decisions on requests issued by
bureaus and offices, records which track the processing of FOIA
appeals, extension-of-time letters and related records,
recommendations of the Office of the Solicitor and of other
Department officials on appeals; and final decisions on 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 purposes of the system are:
(1) To support action on FOIA appeals.
(2) 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
an appeal of a decision on a request.
(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 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, when the disclosing agency becomes aware of information
indicating a violation or potential violation of a statute,
regulation, rule, order, or license.
(4) To a congressional office in connection with an inquiry an
individual covered by the system 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 Information Resources Management, MS-5312
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 Department officials.
Exemptions claimed for the system:
None.
INTERIOR/DOI-71
System name:
Electronic FOIA Tracking System and FOIA Case Files--Interior,
DOI-71.
Security classification:
Not classified.
System location:
(1) The electronic Freedom of Information Act tracking system
(EFTS) database data and the application for the EFTS are maintained
on hardware by the National Business Center (NBC), U.S. Department of
the Interior (DOI), Washington, DC 20240.
(2) Records in this system (paper or electronic) are located in
the offices of Bureau and Office Freedom of Information Act (FOIA)
Officers and Coordinators. (For a list of DOI addresses, see the
Appendix or DOI's FOIA web site at http://www.doi.gov/foia/
contacts.html.)
Categories of individuals covered by the system:
Individuals or their representatives who have submitted FOIA/
Privacy Act (PA) requests for records or information and
administrative appeals, or have litigation pending with DOI or
another Federal agency; individuals whose requests or records have
been referred to the Department by other agencies; individuals who
are the subject of such requests, appeals, and litigation; and/or the
DOI personnel assigned to handle such requests, appeals, and
litigation.
Categories of records in the system:
This system consists of records created or compiled in response
to FOIA or PA requests for records or information, administrative
appeals, and related litigation and includes: the original requests
and administrative appeals; responses to such requests and appeals;
all related memoranda, correspondence, notes, and other related or
supported documentation, and in some instances copies of requested
records and records under appeal.
Authority for maintenance of the system:
5 U.S.C. 552 and 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 purpose of the EFTS and FOIA case files, which are
maintained both electronically and in paper format, is to more
efficiently manage DOI's FOIA program. This system:
(1) Enables the Department to administer the program more
efficiently while ensuring requests are responded to in a more timely
fashion;
(2) Supports action on FOIA requests, appeals, and litigation;
(3) Ensures documents are released in a more consistent manner;
(4) Assists in eliminating the duplication of effort that
currently exists;
(5) Gathers information for management and reporting purposes,
improving the Department's reporting capability and providing for
more efficient use of manpower; and
(6) Improves customer service.
Disclosures outside the DOI may be made:
(1) To an expert, consultant, or contractor (including employees
of the contractor) of the Department that performs, on the
Department's behalf, services requiring access to these records.
(2) To other Federal, State, and local agencies having a subject
matter interest in a request or an appeal or a decision thereon.
(3) To another Federal agency to assist that agency in responding
to an inquiry by the individual to whom that record pertains.
(4)(a) To any of the following entities or individuals:
(i) The Department of Justice (DOJ);
(ii) A court, adjudicative or other administrative body;
(iii) A party in litigation before a court or adjudicative or
administrative body;
(iv) The Department or any component of the Department;
(v) Any Department employee acting in his or her official
capacity; or
(vi) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) The Department or any component of the Department;
(B) Any Department employee acting in his or her official
capacity;
(C) Any Departmental employee acting in his or her individual
capacity if the Department or the DOJ has agreed to represent that
employee or pay for private representation of the employee;
(D) the United States, when the DOJ determines that the
Department is likely to be affected by the proceeding; and
(ii) The Department deems the disclosure to be:
(A) relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(5) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the Department becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(6) To a congressional office in response to an inquiry an
individual covered by the system has made to the congressional office
about him or herself.
(7) To a debt collection agency for the purpose of collecting
outstanding debts owed to the Department for fees associated with
processing FOIA/PA requests.
(8) To an official of another Federal agency to provide
information needed in the performance of official duties related to
reconciling or reconstructing data files, in support of the functions
for which the records were collected and maintained.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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 electronic media and in paper files.
Retrievability:
Information can be retrieved by specific data elements in the
system including: the FOIA number; the name of the requester and/or
his/her organizational affiliation; subject; etc. Paper records are
normally retrieved by case number or by the name of the person making
the request.
Safeguards:
Access to records in the system is limited to authorized
personnel whose official duties require such access. Paper records
are maintained in locked metal file cabinets and/or in secured rooms.
Electronic records are maintained in accordance with the Office of
Management and Budget and Departmental guidelines reflecting the
implementation of the Computer Security Act of 1987 (40 U.S.C. 759).
Electronic data is protected through user identification, passwords,
database permissions and software controls. Such security measures
establish different access levels for different types of users.
Retention and disposal:
Records in this system are covered by General Records Schedules
14 and 20. Bureaus and offices also follow guidance on permanent and
temporary records disposition issued by the National Archives and
Records Administration.
System manager(s) and address:
(1) The Departmental FOIA Officer, Office of the Chief
Information Officer, U.S. Department of the Interior, 1849 C Street,
NW., MS-5312 MIB, Washington, DC 20240 has overall responsibility for
the policies and procedures used to operate the system.
(2) DOI FOIA Officers and Coordinators in headquarters and in
field offices have responsibility for the data input into and
maintained on the EFTS for their respective organizations along with
any paper records. To obtain a current list of the FOIA Officers and
Coordinators and their addresses, see http://www.doi.gov/foia/
contacts.html or the Appendix.
Notification procedures:
Inquiries regarding the existence of records in the EFTS or
inquiries regarding the existence of paper records should be sent to
the FOIA Officer or Coordinator of the Bureau or Office that
maintains the FOIA records (see http://www.doi.gov/foia/contacts.html
or the Appendix). All inquiries must be in writing, signed by the
requester, and meet the criteria of 43 CFR 2.60.
Record access procedures:
To request access to records, follow the procedures in the
``Notification procedures'' section, above. The request must meet the
requirements of 43 CFR 2.63. The request envelope and letter should
be clearly marked either ``FREEDOM OF INFORMATION ACT REQUEST FOR
ACCESS'' or ``PRIVACY ACT REQUEST FOR ACCESS.''
Contesting record procedures:
To request an amendment of a record, follow the procedures in the
``Notification procedures'' section, above. The request must meet the
requirements of 43 CFR 2.71.
Record source categories:
Information gathered in this system is submitted by individuals,
agencies, or corporate entities filing FOIA/PA requests and agency
employees processing these requests. Information also is taken from
the following PA system of records: Freedom of Information Act Appeal
Files--Interior, DOI-69; and Privacy Act Files--Interior, DOI-57.
Exemptions claimed for the system:
None.
INTERIOR/DOI-72
System name:
FECA Chargeback Case Files--Interior, DOI-72.
System location:
(1) Employee and Labor Relations Group, Office of Personnel
Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221
MIB, Washington, DC 20240.
(2) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue, NW, Washington, DC 20245.
(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(7) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(8) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Current and former Departmental employees and dependents
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:
Name and Social Security account number of individual being
compensated, date of injury and/or death, last payment date, type of
payment (whether medical bills or compensation), occupation code at
time of injury, grand total of amount paid. Records appear on lists
which result from a computer match of the Department of the
Interior's ``Safety Management Information System,'' DOI-60, files
with the Department of Labor, Office of Workers' Compensation
Program's ``Federal Employees Compensation Act Chargeback File,''
DOL/ESA-15, files.
Authority for maintenance of the system:
5 U.S.C. 301, 5 U.S.C. 8147, 31 U.S.C. 66a, and E.O. 11807.
Routine uses of records maintained in the system including
catefories of users and purposes of such uses:
The primary purpose of the system is to determine the validity of
Federal Employees Compensation Act chargebacks to the Department of
the Interior.
Note: Records are generated in a computer matching process. When
no match occurs, records are furnished to bureaus to determine why no
match occurred. Resolution of the investigation of why no match
occurred may include a request to the Department of Labor, Office of
Workers' Compensation Programs, that future charges be referred to
another agency or that the Department of Labor 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 or in a proceeding before 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.
(2) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(3) To a congressional office in response to an inquiry an
individual has made to the congressional office.
(4) To another Federal, State or local agency for the purpose of
obtaining information regarding payments being made to claimants.
(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:
Quarterly, computer-generated, lists are stored in file folders.
Retrievability:
Records are retrieved by name of individual and bureau of
employment.
Safeguards:
Access to records is limited to authorized personnel. Records are
maintained in locked metal filing cabinets.
Retention and disposal:
Records are destroyed 5 years after close of investigations.
System manager(s) and address:
(1) Team Leader, Employee and Labor Relations Group, Office of
Personnel Policy, U.S. Department of the Interior, 1849 C Street NW,
MS-5221 MIB, Washington, DC 20240.
(2) Personnel Officer, Bureau of Indian Affairs, Division of
Personnel Management, 1951 Constitution Avenue, NW, Washington, DC
20245.
(3) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(4) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(5) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(6) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(7) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, include the current and all former names by which the
individual has been known, 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 appropriate System Manager.
The request must be in writing, signed by the requester, include the
current and all former names by which the individual has been known,
along with the Social Security account number of the individual, and
comply with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor,
include the current and all former names by which the individual has
been known, along with the Social Security account number of the
individual, and comply with the content requirements of 43 CFR 2.71.
Record source categories:
Records in this system are generated whenever a case listed in
the Department of Labor, Office of Workers' Compensation Program's
``Federal Employees'' Compensation Act Chargeback File,'' DOL/ESA-15,
files does not match a case in the Department of the Interior's
``Safety Management Information System, `` DOI-60, files.
INTERIOR/DOI-74
System name:
Grievance Records--Interior, DOI-74.
System location:
(1) Departmental office: Office of Personnel Policy, U.S.
Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
(3) Administrative components of the offices (within the bureaus
listed above) in which the grievances were filed.
Categories of individuals covered by the system:
Departmental employees filing grievances in accordance with 370
DM 771.
Categories of records in the system:
All documents related to internal grievances filed with any part
of the Department, including, but not limited to: Statements of
witnesses, reports of interviews and hearings, examiners' findings
and recommendations, correspondence and exhibits, and (a copy of) the
original and final decisions on the grievances filed.
Authority for maintenance of the system:
5 U.S.C. 1302, 3301, 3302; E.O. 10577; 3 CFR 1958 Comp. p. 218.
Routine uses of records maintained in the system including
categories of users and purposes of such uses:
The primary purpose of the system is to adjudicate internal
grievances.
Disclosures outside the Department of the Interior may be made:
(1) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(2) To any individual (in the course of processing a grievance)
from whom the agency is seeking information relevant to the
adjudication of the grievance, to the extent necessary to inform the
individual of the purpose of the request for information and to
identify the type of information requested.
(3) To a Federal agency which has requested information relevant
or necessary to the hiring or retention of an employee, the
conducting of a security clearance or suitability investigation, the
classifying of a job, the letting of a contract, or the issuing of a
license, grant or other benefit, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
(4) To a congressional office in response to an inquiry an
individual has made to the congressional office.
(5) To the U.S. Department of Justice or in a proceeding before 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.
(6) To the National Archives and Records Adminstration for
records management inspections conducted under authority of 44 U.S.C.
2904 and 2908.
(7) To any individual in the form 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. (Note: 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 individuality identifiable by inference.)
(8) To the Office of Personnel Management, the Merit Systems
Protection Board (and its 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 functions.
(9) To officials of labor organizations recognized under the
Civil Service Reform Act when relevant and necessary to allow them to
perform 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:
Records are maintained in file folders.
Retrievability:
Records are retrieved by the names of individuals filing internal
grievances.
Safeguards:
Access to records is limited to authorized personnel. Record are
maintained in locked metal filing cabinets.
Retention and disposal:
Records compiled under 370 DM 771 are destroyed 3 years after the
date of final closing of the case. Records compiled under a
negotiated procedure are disposed of in accordance with approved
records schedules.
System manager(s) and address:
(1) Departmental office: Director, Office of Personnel Policy,
U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
(3) Administrative officers of the offices (within the bureaus
listed above) in which the grievances were filed. (Contact the
appropriate bureau system manager to obtain the address of the office
system manager.)
Notification procedure:
Individuals filing grievances with the Department are given a
copy of their records as a part of the official grievance process.
If, however, at any later time an individual also wishes to request
notification of the existence of records on him or her, he or she
should address his or her request to the appropriate System Manager.
The request must be in writing, signed by the requestor, and contain
the following information: name and birth date of requestor,
approximate date of closing of the case, type of action taken, and
agency component involved. (See 43 CFR 2.60.)
Record access procedures:
Individuals filing grievances with the Department are given a
copy of their records as a part of the official grievance process.
If, however, at any later time an individual also wishes to request a
copy of records maintained on him or her, he or she should address
his or her request to the appropriate System Manager. The request
must be in writing, signed by the requestor, and contain the
following information: name and birth date of requestor, approximate
date of closing of the case, type of action taken, and agency
component involved. (See 43 CFR 2.63.)
Contesting record procedures:
If an individual who has filed a grievance with the Department
wishes to request amendment of his/her records, to correct factual
errors, he or she should address his or her request to the
appropriate System Manager. The request must be in writing, signed by
the requestor, and contain the following information: name and birth
date of requestor, approximate date of closing of the case, type of
action taken, and agency component involved. (See 43 CFR 2.71.)
Note: 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 these requests
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.
Record source categories:
Individuals filing grievances, witnesses providing testimony,
organizations or persons providing information via correspondence,
agency officials, and grievance examiners and/or arbitrators.
Exemptions claimed for the system:
None.
INTERIOR /DOI-76
System name:
Employee Training and Career Development Records--Interior, DOI--
76.
System location:
(1) Office of Personnel Policy, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
(3) For Contracting Officers' Warrant System records:
(a) Office of Acquisition and Property Management, U.S.
Department of the Interior, 1849 C Street NW, MS-5512 MIB,
Washington, DC 20240.
(b) Each bureau's central contracting office. (For a list of
these, contact the Office of Acquisition and Property Management or
consult the Department of the Interior's Internet site at http://
www.doi.gov/pam/acqsites.html.)
Categories of individuals covered by the system:
Current employees of the Department of the Interior.
Categories of records in the system:
Name of employee; date of birth; Social Security number; office
address and phone number; service computation date; physical
limitations or interests which might affect type of location of
assignment; career interests; education history; work or skills
experience; 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; training
completed; annual supervisory evaluation.
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; E.O. 10561, E.O. 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 for an employee and for documenting attainment of these
targets.
(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 or in a proceeding before 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.
(2) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(3) To a congressional office in response to an inquiry an
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 are stored in file folders, in file cabinets.
Electronic records are stored on disk, tape or other appropriate
media.
Retrievability:
Records are retrieved by name of individual.
Safeguards:
Access to records is limited to authorized personnel. Paper
records are maintained in locked file cabinets. Electronic records
are maintained with safeguards meeting minimum security requirements
of 43 CFR 2.51.
Retention and disposal:
Records are maintained only on current employees. Records are
destroyed upon departure of employees.
System manager(s) and address:
(1) Team Leader, Executive Resources and Career Management Group,
Office of Personnel Policy, U.S. Department of the Interior, 1849 C
Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau personnel officers:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, P.O. Box
25001, Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
(3) For Contracting Officers' Warrant System records: Director,
Office of Acquisition and Property Management, U.S. Department of the
Interior, 1849 C Street NW, MS-5512 MIB, 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 appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental employees and agency officials.
Exemptions claimed for the system:
None.
INTERIOR/DOI-77
System name:
Unfair Labor Practice Charges/Complaints Files--Interior, DOI-77.
System location:
(1) Employee and Labor Relations Group, Office of Personnel
Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221
MIB, Washington, DC 20240.
(2) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue, NW, Washington, DC 20245.
(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(7) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(8) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Departmental employees filing unfair labor practice charges/
complaints.
Categories of records in the system:
Formal charges and complaints; name, address, and other personal
information about individuals filing charges and complaints;
transcripts of hearings (if held); and relevant information about
other individuals in complainants' work units.
Authority for maintenance of the system:
5 U.S.C. 7106.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purpose of the system is to adjudicate charges and
complaints of unfair labor practices.
Disclosures outside the Department of the Interior may be made :
(1) To the Federal Labor Relations Authority 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 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 appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(4) To a congressional office in response to an inquiry an
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 stored in both manual and electronic format.
Retrievability:
Records are retrieved by name of individual filing charge or
complaint and Docket or Case Number.
Safeguards:
Access to records is limited to authorized personnel. Manual
records are stored in locked metal file cabinets or in metal file
cabinets in secured premises. Electronic records are maintained with
access controls meeting the requirements of 43 CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 6, Item 29.
System manager(s) and address:
(1) Team Leader, Employee and Labor Relations Group, Office of
Personnel Policy, U.S. Department of the Interior, 1849 C Street NW,
MS-5221 MIB, Washington, DC 20240.
(2) Personnel Officer, Bureau of Indian Affairs, Division of
Personnel Management, 1951 Constitution Avenue, NW, Washington, DC
20245.
(3) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(4) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(5) Labor Relations Officer, Bureau of Reclamation, P.O. Box
25001, Denver, CO 80225.
(6) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(7) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245. .
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Individuals filing charges and complaints, colleagues and
supervisors of complainants, and management officials.
Exemptions claimed for the system:
None.
INTERIOR/DOI-78
System name:
Negotiated Grievance Procedures Files--Interior, DOI-78.
System location:
(1) Employee and Labor Relations Group, Office of Personnel
Policy, U.S. Department of the Interior, 1849 C Street NW., MS-5221
MIB, Washington, DC 20240.
(2) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW., Washington, DC 20245.
(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW., Washington, DC 20240.
(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW., Washington, DC 20240.
(7) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW., Washington, DC 20240.
(8) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW., Washington, DC 20245.
Categories of individuals covered by the system:
Departmental employees filing grievances/complaints.
Categories of records in the system:
Formal grievances and complaints; name, address, and other
personal information about individuals filing grievances and
complaints; transcripts of hearings (if held); and relevant
information about other individuals in complainants' work units.
Authority for maintenance of the system:
5 U.S.C. 7100.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purpose of the system is to adjudicate grievances and
complaints.
Disclosures outside the Department of the Interior may be made:
(1) To the Federal Labor Relations Authority.
(2) To the U.S. Department of Justice or in a proceeding before 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 appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute, rule, regulation, order or license.
(4) To a congressional office in response to an inquiry an
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 stored in both manual and electronic format.
Retrievability:
Records are retrieved by name of individual filing grievance or
complaint and Docket or Case Number.
Safeguards:
Access to records is limited to authorized personnel. Manual
records are stored in locked metal file cabinets or in metal file
cabinets in secured premises. Electronic records are maintained with
access controls meeting the requirements of 43 CFR 2.51
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 1, Item 30.
System manager(s) and address:
(1) Team Leader, Employee and Labor Relations Group, Office of
Personnel Policy, U.S. Department of the Interior, 1849 C Street NW.,
MS-5221 MIB, Washington, DC 20240.
(2) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW.,
Washington, DC 20245.
(3) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(4) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW.,
Washington, DC 20240.
(5) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(6) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW., Washington, DC 20240.
(7) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW.,
Washington, DC 20240.
(8) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW., Washington, DC 20245.
Notification prccedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Individuals filing grievances and complaints, colleagues and
supervisors of complainants, and management officials.
Exemptions claimed for the system:
None.
INTERIOR/DOI-79
System name:
Interior Personnel Records--Interior, DOI--79.
Note: This system complements OPM/GOVT-1, the Government wide
system for general personnel records maintained by the Office of
Personnel Management. This notice incorporates by reference but does
not repeat all of the information contained in OPM/GOVT-1.
System location:
Official personnel files, in paper and micro format, of current
and recently separated employees are located at the personnel offices
of the bureaus which currently employ (or employed) the individuals.
Automated personnel records are maintained in the Federal Personnel
Payroll System (FPPS) managed by the National Business Center in
Denver, Colorado.
(1) Office of Personnel Policy, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) FPPS Program Management Division, National Business Center,
U.S. Department of the Interior, 7301 West Mansfield Avenue, MS D-
2400, Denver, CO 80235.
(3) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Current and recently separated employees of the Department of the
Interior.
Categories of records in the system:
Current and historical personnel data for each employee of the
Department.
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 personnel records (in paper or micro format)
maintained by the servicing personnel offices on all Departmental
employees 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 program, and to effect other personnel actions. Automated
records are used to generate reports and listings, produce standard
personnel management documents, establish and verify entitlements to
pay and benefits, and provide historical data.
Routine use disclosures outside the Department are the same as
those listed in, and can be found in, the system notice for OPM/GOVT-
1, the Government wide system for general personnel records
maintained by the Office of Personnel Management.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders, on lists and forms, on
microfilm or microfiche, and in computer-processible storage media.
Retrievability:
Records are retrieved by a variety of personal identifiers,
including name of individual, birth date, Social Security number,
and/or other identification number.
Safeguards:
Access to all records in the system is limited to authorized
personnel whose official duties require such access. Bureau officials
generally have access only to records pertaining to employees of
their bureaus. Paper or micro format records are maintained in locked
metal file cabinets in secured rooms. Electronic records are
maintained with safeguards meeting the security requirements of 43
CFR 2.51.
Retention and disposal:
Records are maintained 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:
(1) Director, Office of Personnel Policy, U.S. Department of the
Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Chief, FPPS Program Management Division, National Business
Center, U.S. Department of the Interior, 7301 West Mansfield Avenue,
MS D-2400, Denver, CO 80235.
(3) Bureau personnel officers:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedure:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental employees and agency officials.
Exemptions claimed for the system:
None.
INTERIOR/DOI-82
System name:
Executive Development Programs Files--Interior, DOI-82.
System location:
(1) Office of Personnel Policy, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Department of the Interior University, National Business
Center, U.S. Department of the Interior, 1849 C Street NW, MS-7129
MIB, Washington, DC 20240.
(3) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Departmental employees who apply for, participate in, and/or
graduate from Departmentwide executive development programs such as
the Senior Executive Service Candidate Development Program and the
Team Leadership Program.
Categories of records in the system:
Application and nomination documents, reports of training
assignments, evaluation statements, and lists of graduates.
Application and nomination documents contain personal information
that may include the following (or similar) data elements: Name, date
of birth, Social Security number, home address and telephone number,
physical limitations or interests which might affect type of location
of assignment, career interests, education history, work or skills
experience, outside activities (including membership in professional
organizations), listing of special qualifications, licenses and
certificates held, listing of honors and awards, career goals and
objectives, and annual supervisory evaluations.
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. 79-258 (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 of the records are:
(a) By personnel staffing specialists, evaluation panel members,
and selecting officials to determine selections for the programs.
(b) By employee development specialists for purposes of review in
connection with training and employee development activities,
transfers, promotions, reassignments, adverse actions, disciplinary
actions, and determination of qualifications, of an individual.
(c) By bureau and Departmental officials for setting out
developmental goals and objectives of the employee and for
documenting attainment of these goals. Disclosures outside the
Department of the Interior may be made:
(1) To the Office of Personnel Management for the purpose of
obtaining Qualifications Review Board certification of the executive
qualifications of Senior Executive Service Candidate Development
Program participants.
(2) Educational institutions providing training and development
opportunities.
(3) To the U.S. Department of Justice, or to a court,
adjudicative or other administrative body, or to a party in
litigation before a court or adjudicative or administrative body,
when: (a) One of the following is a party to the proceeding or has an
interest in the proceeding: (1) The Department or any component of
the Department; (2) Any Department employee acting in his or her
official capacity; (3) Any departmental employee acting in his or her
individual capacity where the Department or the Department of Justice
has agreed to represent the employee; or (4) The United States, when
the Department determines that the Department is likely to be
affected by the proceeding; and (b) The Department deems the
disclosure to be: (1) Relevant and necessary to the proceeding; and
(2) Compatible with the purpose for which the Department compiled the
information.
(4) To appropriate Federal, State, tribal, local or foreign
agency that is responsible for investigating, prosecuting, enforcing
or implementing a statute, rule, regulation order or license, when we
become aware of an indication of a violation or potential violation
of the statute, rule regulation, order or license.
(5) To a congressional office in response to an inquiry to that
office by the individual to whom the record pertains.
(6) To a Federal, State, or local agency which has requested
information relevant or necessary to the hiring or retention of an
employee, or the issuing of a security clearance, license, grant or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter.
(7) To a Federal, State, or local agency where necessary to
obtain information relevant to the hiring or retention of an
employee, or the issuing of a security clearance, license, grant or
other benefit.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are stored in file folders, in file cabinets.
Electronic records are stored on disk, tape or other appropriate
media.
Retrievability:
Records are retrieved by name of individual.
Safeguards:
Access to records is limited to authorized personnel. Paper
records are maintained in locked file cabinets. Electronic records
are maintained with safeguards meeting minimum security requirements
of 43 CFR 2.51.
Retention and disposal:
Records on applicants are retained for two years after close of
selection process. Records on current participants and graduates are
retained in accordance with established retention and disposal
schedules.
System manager(s) and address:
(1) Team Leader, Executive Resources and Career Management Group,
Office of Personnel Policy, U.S. Department of the Interior, 1849 C
Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Vice President, Department of the Interior University,
National Business Center, U.S. Department of the Interior, 1849 C
Street NW, MS-7129 MIB, Washington, DC 20240.
(3) Bureau personnel officers:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National Center,
12201 Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedures:
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate
System Manager. The request must be in writing, signed by the
requestor, 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 appropriate System Manager.
The request must be in writing, signed by the requestor, and comply
with the 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 appropriate System
Manager. The request must be in writing, signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental applicants and agency officials.
Exemptions claimed for the system:
None.
INTERIOR/OS-84
System name:
Delinquent Debtor File--Interior, OS-84.
System location:
Office of Financial Management, U.S. Department of the Interior,
1849 C Street NW, MS-5412 MIB, 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.
Authority for maintenance of the system:
Federal Claims Collection Act of 1965, Pub. L. 89-508, Debt
Collection Act of 1982, Pub. L. 97-365, E.O. 9397, and Debt
Collection Improvement Act of 1996, Pub. L. 104-134.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purpose of the system is to collect debts owed to the
Department using salary offset or administrative offset procedures.
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. 3702A, 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 Interior 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 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.
(8) 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 records were compiled.
(9) To appropriate Federal, State, local, or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order, or
license, when the disclosing agency becomes aware of information
indicating a violation or potential of a statute, rule, regulation,
rule, order, or license.
(10) To a congressional office 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:
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 in the Office of Financial Management only
for the duration of computer matching programs. Upon conclusion of
these programs, records are returned to their respective, originating
bureaus/offices, where they are retained and disposed of in
accordance with approved agency schedules. Backup copies are retained
in the Office of Financial Management for one calendar year, and then
destroyed.
System manager(s) and address:
Director, Office of Financial Management, U.S. Department of the
Interior, MS-5412-MIB, 1849 C Street 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 requestor, 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 requestor, and comply with the
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 requestor, 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/DOI-85
System name:
Payroll, Attendance, Retirement, and Leave Records--Interior,
DOI-85.
System location:
(1) FPPS Program Management Division, National Business Center,
U.S. Department of the Interior, 7301 West Mansfield Avenue, MS D-
2400, Denver, CO 80235-2230.
(2) 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:
(1) All employees of the Department of the Interior.
(2) Employees of independent agencies, councils, and commissions
(which are supported, administratively, by the Office of the
Secretary.)
Categories of records in the system:
Employee name, Social Security number, and organizational code;
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, commercial garnishments, child
support and/or alimony wage assignments; 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 Federal Personnel Payroll System (FPPS). Personnel records
contained in the system are covered under the government wide system
of records notice published by the Office of Personnel Management
(OPM/GOVT-1) and the Departmentwide system of records notice,
``Interior Personnel Records,'' DOI-79.
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 purpose of such uses:
The primary uses of the records are for fiscal operations for
payroll, attendance, leave, insurance, tax, retirement, budget, and
cost accounting programs; and to prepare related reports to other
Federal agencies including the Department of the Treasury 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
(and other) checks and electronic funds transfers 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 Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when: (a) One of the
following is a party to the proceeding or has an interest in the
proceeding: (1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or (4) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceeding; and (2) Compatible with
the purpose for which it compiled the information.
(6) To the appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation
order or license, when the Department becomes aware of an indication
of a violation or potential violation of the statute, rule,
regulation, order or license.
(7) To a congressional office in response to an inquiry to that
office by the individual to whom the record pertains.
(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 Internal Revenue
Service, or to another Federal agency or its contractor solely to
aggregate information for the Internal Revenue Service, to collect
debts owed to the Federal government through the offset of tax
refunds.
(22) To disclose the names, social security numbers, home
addresses, dates of birth, dates of hire, quarterly earnings,
employer identifying information, and State of hire of employees to
the Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services for the
purposes of locating individuals to establish paternity, establishing
and modifying orders of child support, identifying sources of income,
and for other child support enforcement actions as required by the
Personal Responsibility and Work Opportunity Reconciliation Act
(Welfare Reform Law, Pub. L. 104-193 ).
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 Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieveing, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in manual, microfilm, microfiche,
electronic, imaged and computer printout form. Current records are
stored on magnetic media at the central computer processing center;
historic records are stored on magnetic media at the central computer
center. Original input documents are stored in standard office filing
equipment and/or as imaged documents on magnetic media at all
locations which prepare and provide input documents and information
for data processing.
Retrievability:
Records are retrieved by name, Social Security number, and
organizational code.
Safeguards:
Access to all records in the system is limited to authorized
personnel whose official duties require such access. Office officials
generally have access only to records pertaining to employees of
their offices. Paper or micro format records are maintained in locked
metal file cabinets in secured rooms. Electronic records are
maintained with safeguards meeting the security 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, (which
you can find at http://www.nara.gov), issued by the Archivist of the
United States, and are disposed of in accordance with the National
Archives and Records Administration Regulations, 36 CFR part 1228 et
seq.
System manager(s) and address:
The following system manager is responsible for the payroll
records contained in the Department's integrated Federal Personnel
Payroll System (FPPS). Personnel records contained in the system fall
under the jurisdiction of the Office of Personnel Management as
prescribed in 5 CFR part 253 and 5 CFR part 297: Chief, FPPS
Management Division, National Business Center, U.S. Department of the
Interior, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
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. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained, official
personnel records of individuals on whom the records are maintained,
supervisors, timekeepers, previous employers, and the Internal
Revenue Service.
Exemptions claimed for the system:
None.
INTERIOR/OS-86
System name:
Accounts Receivable--Interior, OS-86.
System location:
Divisional of Financial Management Services, National Business
Center, U.S. Department of the Interior, 1848 C Street NW, MS-1313
MIB, Washington, DC 20240.
Categories of individuals covered by the system:
Individuals owing money to the Office of the Secretary, including
employees of the Department, former employees of the Department,
business firms, institutions, and private citizens.
Note: Most of the records in this system which are pertain to
individuals contain information about ``sole proprietorships.''
However, some of the records which pertain to individuals also
contain personal information. Only those records containing personal
information are subject to the Privacy Act. The manual and automated
filing systems in which these records are maintained also contain
records concerning corporations and other business entities or
organizations. These records, which do not pertain to individuals,
are not subject to the Privacy Act.
Categories of records in the system:
Name, address, amount of money owed, basis for inclusion in
system (including itemization of goods and services received or
provided, and/or overpayments or under payments made by them or
provided to them.)
Authority for maintenance of the system:
(1) U.S.C. 5710-09. (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 purpose of the system is to bill debtors for amounts
owed and to follow-up on unpaid debts.
Disclosure outside the Department of the Interior may be made:
(1) 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.
(2) To appropriate Federal, state, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license when the disclosing agency becomes aware of information
indicating a violation or potential violation of a statute, rule,
regulation, order or license.
(3) To a congressional office in connection with an inquiry an
individual covered by the system has made to a congressional office.
(4) To disclose debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor, solely to
aggregate information for the Internal Revenue Service, to collect
debts owed the Federal government through the offset of tax refunds.
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:
Records are maintained in manual and electronic form.
Retrievability:
Records are retrieved by appropriation or fund to be credited.
Safeguards:
Manual records are stored in a locked room when not in active
use. Automated records are maintained with safeguards meeting the
requirements of 43 CFR 2.51 for computerized records.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 6, Item No. 1.
System manager(s) and address:
Chief, Division of Financial Management Services, National
Business Center, U.S. Department of the Interior, 1848 C Street NW,
MS-1313 MIB, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals owing money to the Office of the Secretary and
relevant accounting records.
Exemptions claimed for the system:
None.
INTERIOR/OS-88
System name:
Travel Management Records--Interior, OS-88.
System location:
Division of Financial Management Services, National Business
Center, U.S. Department of the Interior, 1849 C Street NW., MS-1313
MIB, Washington, DC 20240.
Categories of individuals covered by the system:
(1) Employees of the Office of the Secretary.
(2) Employees of independent agencies, councils, and commissions
(which are supported, administratively, by the Office of the
Secretary).
(3) Persons serving the Department in other capacities, without
compensation, to the extent authorized under 5 U.S.C.
Categories of records in the system:
Name, home address and Social Security number of traveler;
destination, travel itinerary, mode and purpose of travel, date(s) of
travel, expenses incurred, advances received, 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 purpose of such uses:
The primary purpose of the system is to process travel
authorizations and claims. Disclosures outside the Department of the
Interior may be made:
(1) To 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 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.
(4) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing, implementing or administering a statute, rule, regulation,
order, license, contract, grant or other agreement, when the
disclosing agency becomes aware of information indicating a violation
or potential violation of a statute, regulation, rule, order,
license, contract, grant or other agreement.
(5) To a Federal agency which has requested information relevant
or necessary to the hiring or retention of an employee, or issuance
of a security clearance, license, contract, grant or other benefit.
(6) To Federal, State, local agencies or commercial businesses
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance of a security clearance,
license, contract, grant or other benefit.
(7) To a congressional office in connection with an inquiry an
individual covered by the system 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:
Records are maintained in manual and automated form.
Retrievability:
Records are retrieved by name and/or account number of traveler.
Safeguards:
Manual records are stored in a locked room when not in active
use. Automated records are maintained with safeguards meeting the
requirements of 43 CFR 2.51 for computerized records.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 9, Item No. 3.
System manager(s) and address:
Chief, Division of Financial Management Services, National
Business Center, U.S. Department of the Interior, 1848 C Street NW.,
MS-1313 MIB, Washington, DC 20240.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access to records shall 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 request for amendment of records shall be addressed to the
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Travelers, employing offices of travelers, and standard travel
management sources.
Exemptions claimed for the system:
None.
INTERIOR/DOI-90
System name:
Federal Financial System, Interior, DOI-90.
System location:
(1) Office of Federal Systems and Services, National Business
Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive,
Room 6A231, MS-206, Reston, VA 20192.
(2) Financial Systems Division, Products and Services, National
Business Center, MS D-2700, 7301 West Mansfield Avenue, Denver, CO
80235-2230.
(3) Departmental offices which prepare, maintain, and provide
input documents and information for data processing and
administrative actions for financial functions implemented on the
system.
(4) 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 National Business Center locations listed above.
(5) Commercial credit card contractor(s) maintaining information
on employee usage of travel, purchasing and fleet management program
credit cards.
Categories of individuals covered by the system:
(1) Employees and former employees of the Department of the
Interior.
(2) Employees of other Federal agencies, councils and commissions
using the system under a cross-servicing arrangement.
(3) 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 either of the National Business Center locations listed
above.
Note: This system also contains records relating to corporations
and other business entities. These records are not subject to the
Privacy Act. Only records relating to individuals containing personal
information are subject to the Privacy Act.
Categories of records in the system:
Names of individuals; Social Security numbers and tax
identification numbers; addresses and organizational codes; amounts
owed and reasons for debts and payments; expenses, vouchers and
routine travel information and travel, purchasing, and fleet
management credit card program usage information; and routine
billing, payment, and property accountability 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 parts 301-304. (6) Treasury
Financial Manual. (7) Pub. L. 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 the 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:
(1) For billing and follow-up.
(2) For paying creditors.
(3) For accounting for goods and services provided and received.
(4) For accounting for funds paid and received.
(5) For processing 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 of data provided by other Federal agencies, councils
and commissions using the system under a cross-servicing arrangement
may be made by these same organizations to individuals within these
same organizations who maintain accounting and financial information
associated with the normal operations of government organizations.
Other disclosures outside the Department of the Interior be made:
(1) To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department or any
Federal agency, council or commission using the system under a cross-
servicing arrangement;
(2) Any Departmental employee or employee of any Federal agency,
council or commission using the system under a cross-servicing
arrangement acting in his or her official capacity;
(3) Any Departmental employee or employee of any Federal agency,
council or commission using the system under a cross-servicing
arrangement acting in his or her individual capacity where the
Department or the Federal agency, council or commission using the
system under a cross-servicing arrangement or the Department of
Justice has agreed to represent the employee; or
(4) The United States, when the Department or the Federal agency,
council or commission using the system under a cross-servicing
arrangement determines that the Department or the Federal agency,
council or commission using the system under a cross-servicing
arrangement is likely to be affected by the proceeding; and
(b) We deem the disclosure to be:
(1) Relevant and necessary to the proceeding; and
(2) Compatible with the purpose for which we compiled the
information.
(2) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license.
(3) A congressional office in response to an inquiry to that
office by the individual to whom the record pertains.
(4) To consumer reporting agencies to facilitate collection of
debts owed the Government.
(5) To disclose debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor solely to
aggregate information for the Internal Revenue Service to collect
debts owed to the Federal government through the offset of tax
refunds.
(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.
(9) To a Federal agency which has requested information relevant
or necessary to the hiring or retention of an employee, or the
issuance of a security clearance, license, contract, grant or other
benefit.
(10) To a Federal, State, tribal, territorial, or government
agency where necessary for the 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.
(11) To a commercial credit card contractor(s) for the accounting
and payment of employee obligation for travel, purchasing and fleet
management credit card usage.
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:
Records are maintained in manual, microfilm, microfiche,
electronic, imaged and computer printout form. Electronic records are
stored on magnetic media at the central computer processing centers.
Original input documents are stored in standard office filing
equipment and/or as imaged documents on magnetic media at all
locations which prepare and provide input documents and information
for data processing.
Retrievability:
Records are retrieved by name, Social Security number,
organizational code, vendor code or number, and appropriation or fund
to be credited.
Safeguards:
Access to all records in the system is limited to authorized
personnel whose official duties require such access. Agency officials
generally have access only to records pertaining to employees of
their agencies. Paper or micro format records are maintained in
locked metal file cabinets in secured rooms. Electronic records are
maintained with safeguards meeting the security requirements of 43
CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with the
Treasury Financial Manual, the National Archives and Records
Administration General Records Schedules, and the National Archives
and Records Administration-approved Agency Records Schedules.
System manager(s) and address:
(1) The following system manager has overall responsibility for
the Federal Financial System: Director, Office of Financial
Management, U.S. Department of the Interior, 1849 C Street NW, MS-
5412 MIB, Washington, DC 20240.
(2) The following system managers have responsibility for the
management and operation of the computing centers on which the
Federal Financial System has been implemented:
(a) Director, Office of Federal Systems and Services, National
Business Center, U.S. Department of the Interior, 12201 Sunrise
Valley Drive, Room 6A231, MS-206, Reston, VA 20192.
(b) Chief, Financial Systems Division, Products and Services,
National Business Center, MS D-2700, 7301 West Mansfield Avenue,
Denver, CO 80235-2230.
(3) The following Department of the Interior bureau/office system
managers have responsibility for the data input into and maintained
on the Federal Financial System by or for their respective bureaus/
offices:
(a) Chief, Division of Accounting Management, Bureau of Indian
Affairs, PO Box 127, Albuquerque, NM 87112.
(b) Director, Office of Trust Responsibilities, Bureau of Indian
Affairs, Office of Trust Responsibilities, 1849 C Street NW, MS-4513
MIB, Washington, DC 20240.
(c) Chief, Division of Finance, Bureau of Land Management,
Building 50, Denver Federal Center, PO Box 25047, Denver, CO 80225.
(d) Chief, Financial Branch, Bureau of Reclamation, PO Box 25007,
DFC Attn: D-360, Denver, CO 80225.
(e) Finance Officer, Division of Fiscal Services, National
Business Center, Office of the Secretary, 1849 C Street NW, MS-1313
MIB, Washington, DC 20240.
(f) Director, Finance Center, U.S. Fish and Wildlife Service, PO
Box 272060, Denver, CO 80227.
(g) Chief, Financial Branch, Royalty Management Program, Minerals
Management Service, PO Box 25162, MS 3131, Denver, CO 80225.
(h) Chief, Accounting Operations Division, National Park Service,
PO Box 4800, Reston, VA 22090.
(i) Chief, Division of Financial Management, Office of Surface
Mining Reclamation and Enforcement, PO Box 25065 DFC, Denver, CO
80225.
(j) U.S. Geological Survey, Office of Financial Management, 12201
Sunrise Valley Drive, Reston, VA 20192.
(4) The following system managers have responsibility for the
data input into and maintained on the Federal Financial System by or
for their respective organizations:
The Financial Officers of all Federal agencies, councils and
commissions using the system under a cross-servicing arrangement. (To
obtain a current list of these organizations and the addresses of
their respective Financial Officers, contact the system managers
responsible for the management and operation of the computing
centers, as listed in (2), above.)
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the appropriate System Manager. The request must be in writing,
signed by the requester, and meet the content requirements of 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, 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 appropriate
System Manager.
The request must be in writing, signed by the requester, and meet
the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained; supervisors of
such individuals; contracting officers; employing offices; and
standard travel, finance and accounting documents.
Exemptions claimed for the system:
None.
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.
Bureau of Indian Affairs
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-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-18
System name:
Case Incident Reporting System.
System location:
(1) All District, Agency, and Field Offices of the Bureau of
Indian Affairs (BIA), Office of Law Enforcement Services (OLES); (2)
BIA, OLES, 1849 C Street, NW., MIB, Washington, DC 20240. (For a
listing of specific locations, contact the Systems Manager.)
Categories of individuals covered by the system:
Individual complainants in criminal cases, individuals
investigated or arrested for criminal or traffic offenses, or certain
types of non-criminal incidents, or any person involved in or
witnessing incidents requiring the attention of BIA, OLES.
Categories of records in the system:
The files include accident reports and incident reports which may
contain any of the following: Name, address, social security number,
date of birth, telephone numbers, and other personal identifiers;
date and case numbers; related correspondence; fingerprint
information; vehicle description and license data; passenger data;
insurance data; emergency contact information; law enforcement
officers' names; agency identifiers; sketches and/or photographs;
hospital and other medical records.
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 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 damaged, lost or stolen property, (3) as a basis for
criminal investigations conducted by the Bureau of Indian Affairs,
Office of Law Enforcement Services, (4) to assist Federal, State,
tribal, and local law enforcement agencies working in areas
contiguous to areas under the jurisdiction of the BIA, (5) for the
purpose of accident cause identification and to formulate accident
prevention programs for improvement in traffic patterns, and (6) to
formulate statistical reports necessary for the continued operation
of the 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, foreign, or tribal 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 in response to a written inquiry an
individual covered by the system has made to the congressional office
about him or herself;
(4) To Federal, State, local, or tribal agencies or contractors
where necessary and relevant to the hiring, retention, removal, or
processing of a personnel action 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 agencies authorized to care for, treat, or supervise
abused or neglected children whose policies also require confidential
treatment of information;
(7) To members of community child protective teams for the
purposes of establishing a diagnosis, formulation of 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;
(8) For the purpose of providing information on traffic
accidents, personal injuries, or the loss or damage of property may
be made to: (a) Individuals involved in such incidents; (b) persons
injured in such incidents; (c) owners of property damaged, lost or
stolen in such incidents; and/or
(d) These individuals' duly verified insurance companies,
personal representatives, and/or attorneys. The release of
information under these circumstances should only occur when it will
not: (a) Interfere with ongoing law enforcement proceedings, (b) risk
the health or safety of an individual, or (c) reveal the identity of
an informant or witness that has received an explicit assurance of
confidentiality. Social security numbers should not be released under
these circumstances unless the social security number belongs to the
individual requester;
(9) To Federal, State, local, tribal organizations, and
contractors for the purpose of incident cause identification and to
formulate incident prevention programs for improvement of public
safety;
(10) To Federal, State, local, and tribal organizations
responsible for the formulation of statistical reports necessary for
the continued operation of the program;
(11) To tribal organizations when necessary and relevant to the
assumption of a program under Public Law 93-638, the Indian Self-
Determination and Education Assistance Act, 25 U.S.C. 450 et seq.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Maintained in manual form in file folders and electronic media
such as personal computers.
Retrievability:
Cross referenced by individual's name, case number, and other
information linked to the individuals in the report.
Safeguards:
Maintained in accordance with 43 CFR 2.51 Privacy Act safeguards
for records. Access is provided on a need-to-know basis only. Manual
records are maintained in locked file cabinets under the control of
authorized personnel during working hours, and according to the
manual maintenance standards identified in Department of the Interior
Regulations at 43 CFR 2.51. Electronic records are safeguarded by
permissions set to ``Authenticated Users'' which requires password
logon.
Retention and disposal:
Records are maintained in accordance with record retentions
outlined in 16 BIAM or the current BIA Records Schedule. Records are
retired to the appropriate Federal Records Center in accordance with
BIA records management policies.
Systems manager(s) and address:
Deputy Bureau Director, Office of Law Enforcement Services,
Bureau of Indian Affairs, United States Department of Interior, 1849
C Street, NW., 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 G,
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 G, implementing
these subsections. The reasons for adoption of this regulation are
set out at 40 FR 37317 (August 26, 1975).
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.
Geological Survey
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 Acquisition & Federal Assistance, U.S. Geological Survey, National
Center, MS-205, Reston, VA 20192. These records are also maintained
in several Survey administrative field offices. A listing of these
locations may be obtained from the Systems 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 purpose 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 able 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, Office of Acquisition & Federal Assistance, U.S.
Geological Survey, National Center, MS-205, Reston, Virginia 20192.
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.
System exempted from certain provisions of the act:
None.
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, MS-210, Reston, VA 20192.
(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
acknowledgment 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, Office of Program Support, U.S. Geological
Survey, National Center, Mail Stop 210, Reston, VA 20192.
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 20192.
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 Records Disposition
Schedule, RCS/System 306-16.
System manager(s) and address:
Administrative Officer, Geologic Division, U.S. Geological
Survey, National Center, Mail Stop 912, Reston, VA 20192.
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) Eastern Publications Group, Office of the Eastern Regional
Geologist, Geologic Division, Reston, VA; (2) Central Publications
Group, Office of the Central Regional Geologist, Geologic Division,
Denver CO; (3) Western Publications Group, Office of the Western
Regional Geologist, Geologic Division, Menlo Park, CA.
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:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Item 303-03a.
System manager(s) and address:
(1) Chief, Eastern Publications Group, Geologic Division,
National Center, MS-903, Reston, VA 20192; (2) Chief, Central
Publications Group, MS902, Geologic Division, Denver, CO 80225; (3)
Chief, Western Publications Group, Geologic Division, MS 951, Menlo
Park, CA 94025.
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) Data and Information Delivery Office, National Mapping
Division, U.S. Geological Survey, 508 National Center, MS-508,
Reston, Virginia 20192. (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 if for reference by Geological
Survey (GS) and GS contract employees in processing customer
inquiries, 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 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). 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:
Senior Program Advisor, Data and Information Delivery Office,
National Mapping Division, U.S. Geological Survey, National Center,
MS-508, Reston, Virginia 20192.
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:
Enterprise Data Services Branch (EDSB), Office of Program
Support, National Center, U.S. Geological Survey, Mail Stop 815,
Reston, Virginia 20192; 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, E-mail address where applicable,
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;
and (c) to authorize data access. 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, E-mail address where applicable,
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, Enterprise Data Services Branch, Office of Program
Support, U.S. Geological Survey, Mail Stop 815, National Center,
Reston, Virginia 20192; 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 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:
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 20192.
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 presentation and publications; (2) to the U.S.
Department of justice when related to litigation or anticipated
litigations; (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:
Retained and disposed of according to Bureau Records Disposition
Schedule, RCS/Items.
System manager(s) and address:
Chief, Eastern Publications Group, Geologic Division, Eastern
Region Geology, National Center, MS-903, Reston, VA 20192
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 Management Office, Office of Program Support, Office of
Management Services, U.S. Geological Survey, National Center, Mail
Stop 250, Reston, VA 20192.
Categories of individuals covered by the system:
1. Current Geological Survey employees and contractors who (a)
are granted access to classified information; (b) are filling public
trust positions not requiring access to classified information; (c)
are being considered either for access to classified information or
for filling public trust positions not requiring access to classified
information; and (d) are found unsuitable for access to classified
information or filling public trust positions because unfavorable
information was revealed during the conduct of their security
investigations. 2. Former Geological Survey employees and contractors
who (a) were granted access to classified information; (b) were
filling public trust positions not requiring access to classified
information; and (c) were found unsuitable for access to classified
information or filling public trust 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 and 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, and Departmental manual 441,
Personnel Security and Suitability Requirements.
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
personal 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 personal 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 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 Program
Support, Office of Management Services, U.S. Geological Survey,
National Center, Mail Stop 250, Reston, VA 20192.
Notification procedure:
Written inquires 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 order 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. Mapping Applications Center, National Mapping Division, U.S.
Geological Survey, National Center, Mail Stop 558, Reston, Virginia
20192. 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:
All employees in Mapping Centers.
Categories of records in the system:
Contains name, social security number, and hours, by individual
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. 310, 3010; 43 U.S.C. 31, 1467.
Routine uses for 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 the 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, employee ID.
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, Programs and Partnerships Branch, Mapping Applications
Center, National Mapping Division, U.S. Geological Survey, National
Center, Mail Stop 558, Reston, Virginia 20192.
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 procedure:
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 individual.
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/USGS-27
System name:
Office of Management Services (OMS) Badging and Access Control
System--Interior, USGS-27.
System location:
Records are stored at U.S. Geological Survey sites in three
locations:
(1) U.S. Geological Survey, Safety and Security Management
Office, National Center Rm. 1A102, 12201 Sunrise Valley Drive,
Reston, Virginia 20192
(2) U.S. Geological Survey, Branch of Facilities Management,
National Center Rm. 6A109, 12201 Sunrise Valley Drive, Reston,
Virginia 20192
(3) U.S. Geological Survey, Branch of Facilities Management,
National Center Rm. 6A458, 12201 Sunrise Valley Drive, Reston,
Virginia 20192
Categories of individuals covered by the system:
USGS employees and contractors who receive a USGS identification
badge that is also an access control system card key for the National
Center.
Categories of records in the system:
Records of all USGS employees and contractors that have been
issued a U.S. Geological Survey identification badge that is also an
access control system card key for the National Center. Records of
individuals entering and exiting the National Center utilizing the
access control system to include the times of ingress and egress.
Information identifying the employee of contractor: Name, social
security number, photograph, organization/division or office of
assignment, office phone number, cared serial number, access levels,
date issued, expiration date, signature, and cancellation
information.
Authority for maintenance of the system:
5 U.S.C. 301, 6101, and 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:
(1) To maintain accountability records of identification badges
issued to USGS employees and contractors by the USGS, Office of
Management Services; and
(2) To assess building security requirements and verify the
access status of individuals by the USGS, Safety and Security
Management Office.
Information in the system may be used as follows:
(1) To verify time and attendance records by supervisors and
managers of individuals in the system;
(2) By employees or contraltos to determine their individual
access status; and
(3) By the appropriate organization within the USGS to identify
current employment status.
In addition to those disclosures generally permitted under 5
U.S.C. 522a(b) of the Privacy Act, these records or information
contained therein may specifically be disclosed outside the
Department of the Interior as a routine use pursuant to 5 U.S.C.
522a(b)(3) as follows:
(1) To Members of Congress to respond to inquiries made on behalf
of individual constituents that are recorded subjects;
(2) To the General Services Administration, Federal Protective
Service, to assess building security requirements and standards and
by Federal, State, and local law enforcement agencies to verify the
access status of individuals during the course of criminal
investigations or emergency response situations;
(3) To representative of the General Services Administration or
the National Archives and Records Administration who are conducting
records management inspections under authority of 44 U.S.C. 2904 and
2906; and
(4) To security services companies providing monitoring and
maintenance support to permit servicing the system.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in computerized form on two non-removable hard
disks with backups on diskettes. Report listings are provided to the
appropriate organization for update purposes and then destroyed.
Retrievability:
Records are indexed by name of individual, social security
number, organization, access levels, and card serial number.
Safeguards:
The computers are key locked with access to the records password
and user ID controlled. Audit trails are established for recording
changes to the records. The appropriate Privacy Act warning notice
appears on the computer screen when working with the records
containing Privacy Act information. Frequent backups for restoration
after unintentional destruction occur. The backup diskettes are
stored in a locked and controlled room.
Retention and disposal:
Records are disposed of as provided in the USGS General Records
Disposition Schedule, Item 306-20b, and General Records Schedule 11,
Item 4.
System manager(s) and address:
Acting Bureau Security Manager, U.S. Geological Survey, 250
National Center, Reston, Virginia 20192
Chief, Support Services Section, U.S. Geological Survey, 209
National Center, Reston, Virginia 20192
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/her is required. Sec. 43 CFR 2.60.
Record access procedures:
A request for access should be addressed to the pertinent 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 content requirements of 43 CFR 2.71.
Record source categories:
(1) Individual employees or contractors, (2) Supervisors, (3)
Division or Office Administrative Officers.
System exempted from certain provisions of the act:
None.
Mineral Management Service
INTERIOR/MMS-2
System name:
Personal Property Accountability Records--Interior, MMS-2.
System location:
This system is located in (1) Procurement and Support Services
Division, Minerals Management Service, 381 Elden Street, Herndon,
Virginia 20170-4817; 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 and OSM 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, Support Services Branch, Procurement and Support Services
Division, Minerals Management Service. Mail Stop 2520, 381 Elden
Street, Herndon, Virginia 20170-4817 and Chief, Office of
Administration, Office of Surface Mining, 1951 Constitution Avenue,
NW, Washington, DC 20240.
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:
Procurement and Support Services Division, Minerals Management
Service, Mail Stop 2520, 381 Elden Street, Herndon, Virginia 20170-
4817.
Categories of individuals covered by the system:
All personnel of the Minerals Management Service (MMS) who have
had on-the-job accidents.
Categories of records in the system:
Form DI-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. Procurement and Support
Services Division, Minerals Management Service, Mail Stop 2520, 381
Elden Street, Herndon, VA, 20170-4817.
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 the Interior, Minerals Management Service (MMS),
Office of Administration and Budget, Personnel Division, Mail Stop
2400, 381 Elden Street, Herndon, Virginia 20170-4817.
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 record 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 101-201.103.
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 authorization; 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, 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; (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.
Retrievability:
Indexed by individual name or social security number.
Safeguards:
Maintained within the Personnel Division 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:
Personnel Security Officer, Office of Administration and Budget,
Minerals Management Service, Mail Stop 2400, 381 Elden Street,
Herndon, Virginia 20170-4817
Notification procedure:
Inquires regarding the existence of records should be addressed
to the Personnel 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 Personnel 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 Personnel
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 Support Services Division, Minerals Management
Service, Mail Stop-2520, 381 Elden Street, Herndon, Virginia, 20170-
4817, 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, 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 in manual and computerized form.
Retrievability:
By name or social security number or 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, Support Services Branch, Procurement and Support Services
Division, Minerals Management Service, Mail Stop 2520, 381 Elden
Street, Herndon, Virginia, 20170-4817.
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 and Budget, Chief, Financial Management Branch,
Mail Stop 2300, 381 Elden St., Herndon, Virginia, 20170-4817.
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:
Individuals' 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
Management Branch, 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
retention 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.
Disclosures 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, microfilm, and CD-ROM.
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 Management Branch, Minerals Management Service,
Mail Stop 2300, 381 Elden St., Herndon, Virginia 20170-4817.
Notification procedure:
Inquires 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 Program. 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 matter (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, Equal Employment and Development Opportunity Division,
Minerals Management Service, 381 Elden Street, Mail Stop 2900,
Herndon, Virginia 20170-4817.
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).
Records 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-12
System name:
Lessee/Operator Training Files--MMS-12.
System location:
Operations Analysis Branch, Offshore Engineering and Operations
Division, Offshore Minerals Management, Minerals Management Service,
Mail Stop 4910, 381 Elden Street, Herndon, Virginia 20170-4817.
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(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 for training and
certification pertaining to the structure, management and operation
of the production 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, or order or license; (3) to a
Congressional office from the record of an individual in response to
any 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, Operations Analysis Branch, Offshore Engineering and
Operations Division, Offshore Minerals Management, Minerals
Management Service, Mail Stop 4810, 381 Elden Street, Herndon,
Virginia 20170-4817.
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-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/OSM-8
System name:
Employment and Financial Interests Statements--States and Federal
Agencies.
System location:
Office of Surface Mining Reclamation and Enforcement (OSM),
Department of the Interior, 1951 Constitution Avenue, NW, Room 340,
Washington, DC 20240.
Categories of individuals covered by the system:
1. Office of Surface Mining employees by 30 CFR 706.15(a); 2. 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 705.15; 3. 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 4. 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 Federal employees (OGE Form 450 & DI-1993), and for State
employees (Form 23). Also contains records of decisions, analysis of
financial holdings, employee statements, pertinent comments from
supervisors, agency heads, and the Solicitor's Office, and related
records.
Authority for maintenance of the system:
Sections 201 (c) and (f) and 517(g) of Pub. L. 95-87 and 30 CFR
705 and 706.
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
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 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; (4) 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:
Maintained in file orders.
Retrievability:
Filed alphabetically by employee name.
Safeguards:
Maintained in a safe having a three-position dial-type,
manipulation proof, combination lock.
Retention and disposal:
Records will be destroyed six years after receipt unless needed
in an ongoing investigation (National Archives and Records
Administration, General Records Schedule, 1, Item 24). Records
referred will be returned to the referring agency for disposal in
accordance with that agency's disposal policy.
System manager(s) and address:
Chief, Office of Personnel, Office of Surface Mining, Department
of the Interior, 1951 Constitution Ave., NW, Room 340, 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.
Record access procedures:
To see your records, write to the System Manager. Describe as
specifically as possible the record sought and mark the request
``Privacy Act Request for Access.'' See 43 CFR 2.63.
Contesting record procedures:
A petition for amendment shall be addressed to the System Manager
and meet the content requirements of 43 CFR 2.71.
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/OSM-12
System name:
Blaster Certification, OSM-12.
System location:
Office of Surface Mining Reclamation and Enforcement (OSM),
Department of the Interior, Washington, DC 20240 and Field Offices in
Knoxville, Tennessee; Casper, Wyoming; Albuquerque, New Mexico; and
Tacoma, Washington. 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 or 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 30 CFR 750.19, 816.61, 900, 910, 912, 921, 922,
933, 937, 939, 941, 942, 947, 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 and
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 OSM 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, OSM 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 state
or mining company official; and (h) enable OSM 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 statue,
rule, regulation or order when OSM 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 a 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 OSM areas
occupied by OSM 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, 530 Gay Street, SW, Suite 500, Knoxville, Tennessee
37902.
Notification procedure:
To determine whether information is maintained on you in this
system, write to the appropriate State designated OSM Field Office
Director. See 43 CFR 2.60.
Record access procedures:
To see your records, write to the State designated OSM 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.
Contesting record procedures:
A petition for amendment shall be addressed to the designated OSM
Field Office Director and meet the content requirements of 43 CFR
2.71.
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.
National Park Service
INTERIOR/NPS-1
System name:
Special Use Permits--Interior, NPS-1.
Categories of individuals covered by the system:
Visitor to National Parks or commercial entities who receive
special use permits.
System location:
Records are kept at the park of office issuing the permit. (See
Appendix for addresses).
Categories of records in the system:
Contains permittees' names, 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 to:
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
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 and electronically as
computer files.
Retrievability:
Indexed by permittee's name or permit number.
Safeguards:
Stored in lockable metal file cabinets or unlocked cabinets in
secured rooms or buildings on either United States Government-owned
or leased facilities. Computer files are password protected to
restrict unauthorized access.
Retention and disposal:
Records not involving fees or cost recovery are maintained for
one year and one day. Records involving cost recovery and/or fees are
maintained for six years and three months. Disposal of all records is
in accordance with retention and disposal schedules following
prescribed methods.
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, the requester is
responsible for payment of all costs involved in supplying the
requested records. (See 43 CFR 2.63)
Contesting record procedure:
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 and Master Deed
Listing `` Interior, NPS-3.
System location:
Land Resources Division, National Park Service, in Washington,
DC, Regional Land Resources Program Centers and Land Resources
Project Offices (See Appendix for addresses).
Categories of individuals covered by the system:
Owners and tenants of land within the National Park System.
Categories of records in the system:
Management and monitoring of active and inactive 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
management and (2) 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) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
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)), the Federal
Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)), and the Debt
Collection Improvement Act of 1996 (31 U.S.C. 3701-3722).
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, National Program Center, Division of Land Resources,
National Park Service, United States Department of the Interior, 1849
C. St. 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)
Reocrd 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 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.
Appendix of Land Resources Offices
National Park Service, Land Resources Division, 1849 C
Street, NW., Washington, DC 20240
National Park Service, National Capital Region, Land
Resources Program Center, 1100 Ohio Drive, SW.,
Washington, DC 20242
National Park Service, Alaska Region, Land Resources
Program Center, 2525 Gambell Street #107, Anchorage,
Alaska 99503-2892
National Park Service, Appalachian Trail Land
Acquisition, Field Office, PO. Box 908, 1314 Edwin
Miller Boulevard, Martinsburg, West Virginia 25402-0908
National Park Service, Intermountain Land Resources,
Program Center, Santa Fe 1220 South St. Francis Dr.,
Room 226, PO. Box 728, Santa Fe, New Mexico 87504-0728
National Park Service, Midwest Region, Land Resources
Program Center, 1709 Jackson Street, Omaha, Nebraska
68102
National Park Service, Northeast Region, Land Resources
Program Center, U.S. Custom House, 200 Chestnut Street,
3rd Floor, Philadelphia, Pennsylvania 10106-2988
National Park Service, Pacific West Region, Pacific
land Resources Program Center, 600 Harrison Street,
Suite 600, San Francisco, California 94107-1372
National Park Service, Pacific West Region, Columbia
Cascades Land Resources, Program Center, 909 First
Avenue, Seattle, Washington 98104-1060
National Park Service, Southeast Land Resources,
Program Center, Atlanta Federal Center, 1924 Building,
100 Alabama Street SW, Atlanta, Georgia 30303
National Park Service, SE Land Acquisition Project
Office, 2900 Horseshoe Drive, South, Suite 100, Naples,
FL 34104
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:
Office of Inspectional Services and Personnel Section, United
States Park Police Headquarters, 1100 Ohio Drive SW, Washington, DC
20024.
Categories of individuals covered by the system:
All U.S. Park Police Officers.
Authority for maintenance of the system:
Pub. L. 80-447, as amended by Pub. L. 91-282, 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 and to assist the media in
identifying officers involved in all types of incidents. Disclosures
outside the Department of the Interior may be made to:
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
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/her 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
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:
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:
Case Incident Reporting System--National Park Service, NPS-19.
System location:
United States Park Police, 1100 Ohio Drive, SW., Washington, DC
20242. (2) New York Field Office, Bldg. 275, Floyd Bennet
Field, Brooklyn, NY 11234. (3) San Francisco Field Office, Building
201, Fort Mason, San Francisco, CA 94123. (4) National Park areas and
Regional Offices.
Categories of individuals covered by the system:
Individual complainants in criminal cases, witnesses, victims,
suspicious persons, 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, type of
offense or incident, fingerprint information, vehicle information,
and location of incident.
Authority for maintenance of the system:
16 U.S.C. 1.4.
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 (NPS) 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,
Regional, and Federal law enforcement agencies working in areas
contiguous to areas under the jurisdiction of the NPS.
(1) Disclosure outside the Department for the purpose of
providing information on traffic accidents, personal injuries, or the
loss or damage of property may be made to:
a. Individuals involved in such incidents;
b. Persons injured in such incidents;
c. Owners of property damaged, lost or stolen in such incidents;
and/or
d. These individuals' duly verified insurance companies, personal
representatives, and/or attorneys.
The release of information under these circumstances should only
occur when it will not:
a. Interfere with ongoing law enforcement proceedings;
b. Risk the health or safety of an individual; or
c. Reveal the identity of an informant or witness that has
received an explicit assurance of confidentiality.
Social security numbers should not be released under these
circumstances unless the social security number belongs to the
individual requester.
(2) Disclosures outside the DOI may also be made:
a. To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
i. One of the following is a party to the proceeding or has an
interest in the proceeding:
1. The Department or any component of the Department;
2. Any Departmental employee acting in his or her official
capacity;
3. Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; and
ii. We deem the disclosure to be:
1. Relevant and necessary to the proceeding; and
2. Compatible with the purpose for which we compiled the
information.
b. To the appropriate Federal agency that is responsible for
investigating, prosecuting, enforcing or implementing a statute,
rule, regulation or order, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation, or
order.
c. To a congressional office in response to a written inquiry to
that office by the individual to whom the record pertains.
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 records, magnetic disk, diskette, personal computers, and
computer tapes.
Retrievability:
Incident reports are retrievable from individual park or U.S.
Park Police Field Offices only. No national repository exists. Manual
reports are generally tracked by case number, date, location, type of
offense or incident, ranger/officer name. Automated reports are
retrievable by case number, date, time, location, types of offense or
incident, ranger name, involved persons name(s), and vehicle data.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR
2.51 for manual and automated records. Access to records in the
system is limited to authorized personnel whose official duties
require such access. Paper records are maintained in locked file
cabinets and/or in secured rooms. Electronic records conform to
Office of Management and Budget and Departmental guidelines
reflecting the implementation of the Federal Information Security
Management Act. The electronic data will be protected through user
identification, passwords, database permissions and software
controls. Such security measures will establish access levels for
different types of users.
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) Chief, Division of Law Enforcement &
Emergency Services, National Park Service, United States Department
of the Interior, Washington, DC 20005.
Record source categories:
Incident information obtained from individual(s) on whom
information is maintained, to include victims, complainants,
witnesses, suspects, suspicious persons, or otherwise involved, as
well as 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.
Fish and Wildlife Service
INTERIOR/FWS-4
System name:
Tort Claims 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 U.S. Fish and Wildlife Service. (See 50 CFR part
2 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 evaluation of individual
claims for damage to or loss of 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 users of the records are by tort claims officers and
attorneys in the Office of the Solicitor. They use the information to
evaluate tort claims. The information may also be disclosed outside
of the Department to the following parties and under the following
circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information;
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license;
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertain;
(5) To other Federal agencies to effect salary and administrative
offsets;
(6) To debt collection agencies for purposes of locating a debtor
to collect or compromise a Federal claim against the debtor;
(7) To a consumer reporting agency to prepare a commercial credit
report for use by the Department.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
Maintained by name of claimant.
Safeguards:
Maintained in compliance with provisions of 43 CFR 2.51.
Retention and disposal:
Disposed of four years after settlement of the claim. Record
copies are held by the Office of the Solicitor, U.S. Department of
the Interior.
System manager(s) and address:
(1) Chief, Division of Contracting and General Services, U.S.
Fish and Wildlife Service, Department of the Interior, Washington, DC
20240.
(2) Regional Contracting Offices of the U.S. Fish and Wildlife
Service (See 50 CFR part 2 for Regional Addresses).
Notification procedure:
Send inquiries regarding those records held in the Washington
Office to the Chief, Division of Contracting and General Services.
Send inquiries regarding those records held in the regional offices
to the Regional Director. The requestor should send in a written
signed request for the records.
Record access procedures:
Address the request to the Chief, Division of Contracting and
General Services for records located in the Washington Office.
Address the request to the Regional Director for records located in
the regional offices. The request must be in writing, signed by the
individual, and must meet the content requirements of 43 CFR 2.63.
Contesting record procedures:
To amend your record, address your request to the Chief, Division
of Contracting and General Services. You must meet the content
requirements of 43 CFR 2.71.
Record source categories:
Records come from the following sources: individuals submitting a
claim, investigative reports, statements from witnesses, and medical
reports.
System exempted from certain provisions of the act:
The Privacy Act does not entitle an individual to access
information in reasonable anticipation of a civil action or
proceeding.
INTERIOR/FWS-5
System name: I20National Wildlife Refuge Special Use Permits--
Interior, FWS-5.
System location:
U.S. Fish and Wildlife Service regional offices and individual
National Wildlife Refuges.
Categories of individuals covered by the system:
Applicants who apply for special use permits and cooperative farm
agreements on National Wildlife Refuges.
Categories of records in the system:
Contains the name and address of permittees/cooperators, types of
special uses, 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 for additional
information.
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 those having
special use permits and cooperative farming agreements on National
Wildlife Refuges and the terms of those permits and cooperative
agreements.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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.
Retrievability:
Maintained by name of claimant.
Safeguards:
Maintained in compliance with provisions of the Code of Federal
Regulations (43 CFR 2.51).
Retention and disposal:
The records are usually not maintained more than one year
following the period of use.
System manager(s) and address:
Chief, Division of Refuges, U.S. Fish and Wildlife Service,
Department of the Interior, Washington, DC 20240.
Notification procedure:
Send inquiries regarding the existence of such records to either
the Washington Office, Division of Refuges or the regional offices
(see 50 CFR part 2 for regional addresses). The requestor should send
in a written signed request for the records (see 43 CFR 2.60 of the
Code of Federal Regulations) for additional information.
Record access procedures:
Address requests for access to your records to either the
Washington Office, Division of Refuges or the appropriate Regional
Director (see 50 CFR part 2 for regional addresses). The request must
be in writing, signed by the individual, and must meet the content
requirements of the Code of Federal Regulations (43 CFR 2.63).
Contesting record procedures:
To amend your record, address your request to the Chief, Division
of Refuges, U.S. Fish and Wildlife Service, Department of the
Interior, Washington, DC 20240. You must meet the content
requirements indicated in the Code of Federal Regulations (43 CFR
2.71).
Record source categories:
Records come from the individuals on whom the records are
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-10
System name:
National Fish Hatchery Special Use Permits--Interior, FWS-10.
System location:
The records are kept at the National Fish Hatcheries.
Categories of individuals covered by the system:
The records are on individuals who applied for special use
permits on National Fish Hatcheries.
Categories of records in the system:
The records contain the names and addresses of permittees, types
of special uses, period of use, and any special conditions.
Authority for maintenance of the system:
The United State Code (16 U.S.C. 640K-3; 16 U.S.C. 664).
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 those having
special use permits at the National Fish Hatcheries and to. The
records may be disclosed outside of the Department of the Interior
under the following circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(5) To debt collection agencies to locate a debtor or to collect
or compromise a Federal claim against the debtor; and
(6) To a consumer reporting agency to prepare commercial credit
reports for use by the Department.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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 files.
Retrievability:
Indexed by name.
Safeguards:
Maintained in compliance with provisions of the Code of Federal
Regulations (43 CFR 2.51).
Retention and disposal:
We destroy the records one year after the permit expires.
System manager(s) and address:
Chief, Division of Fish Hatcheries, U.S. Fish and Wildlife
Service, Department of the Interior, Washington, DC 20240.
Notification procedure:
Send inquiries regarding the existence of such records to either
the Washington Office, Division of Fish Hatcheries or the appropriate
regional office (see 50 CFR part 2 for regional addresses). The
requestor should send in a written signed request for the records
(see 43 CFR 2.60 of the Code of Federal Regulations) for additional
information.
Record access procedures:
Address requests for access to your records to either the
Washington Office, Division of Fish Hatcheries or the appropriate
Regional Director (see 50 CFR part 2 for regional addresses). The
request must be in writing, signed by the individual, and must meet
the content requirements of the Code of Federal Regulations (43 CFR
2.63).
Contesting record procedures:
To amend your record, address your request to the Chief, Division
of Fish Hatcheries, U.S. Fish and Wildlife Service, Department of the
Interior, Washington, DC 20240 or the appropriate Regional Director
(see 50 CFR part 2 for regional addresses). You must meet the content
requirements indicated in the Code of Federal Regulations (43 CFR
2.71).
Record source categories:
Records come from the individuals on whom the records are
maintained.
INTERIOR/FWS-11
System name:
Real Property Records--Interior, FWS-11.
System location:
We maintain the records at (1) the Division of Realty, U.S. Fish
and Wildlife Service, Arlington Square Building, 4401 North Fairfax
Drive, Arlington, Virginia 22203 (2) all regional and field offices
of the Ecological Services program (See 50 CFR part 2 for addresses).
Categories of individuals covered by the system:
The records are on landowners, tenants and permitees from whom
the U.S. Fish and Wildlife Service has acquired land, water, or
interests therein.
Categories of records in the system:
We keep the following categories of records in the system:
(1) The title file (contains title evidence, the instrument of
conveyance, the acquisition contract, title curative and closing
data, title opinions, the survey description and plat, payment
vouchers, and the appraisal summary)
(2) The case file (contains the acquisition contract, the
instrument of conveyance, closing data, the survey description and
plat, payment vouchers, and the appraisal summary)
(3) The correspondence file (contains all general correspondence
associated with the acquisition, the negotiator's contacts, and all
material used for relocation assistance permits or outgrants
(4) The appraisal report (contains the property description,
local market data, comparable sales information, location maps, and
an analysis of property value)
Authority for maintenance of the system:
We collect the information in this system under the following
authorities.
(1) Federal Property and Administrative Services Act of 1949 (63
Stat. 377)
(2) Migratory Bird Conservation Act of February 18, 1929 (45
Stat. 1222)
(3) Migratory Bird Hunting Stamp Act, as amended (16 U.S.C. 718
et seq.)
(4) Fish and Wildlife Act of 1956, as amended (16 U.S.C. 742a et
seq.)
(5) Fish and Wildlife Coordination Act, as amended (16 U.S.C.
661-666c)
(6) Recreational Use of Conservation Areas Act, as amended (16
U.S.C. 460k-460k4)
(7) Colorado River Storage Project Act, as amended (43 U.S.C.
602g)
(8) Endangered Species Act of 1973 (16 U.S.C. 1531-1543)
(9) National Wildlife Refuge System Administration Act, as
amended (16 U.S.C. 668dd-668ee)
(10) 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:
We primarily use the records for the following reasons.
(1) To obtain title evidence for closings from title companies or
abstractors;
(2) To obtain title opinions and judgements on condemnation from
our Solicitor's offices and the Department of Justice;
(3) To use in negotiations regarding property appraisal;
(4) To obtain relocation assistance permits or outgrants;
(5) To report excess lands to the General Services Administration
for transfer or disposal; and
(6) To produce required agency annual reports which are stripped
of personal identifiers.
Additional disclosures may be made outside of the U.S. Department
of the Interior under the following circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(5) To debt collection agencies in order to collect or compromise
a claim against a debtor; and
(6) To a consumer reporting agency in order to prepare a
commercial credit report for the U.S. Department of Interior.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
We maintain records both in paper and electronic files.
Retrievability:
We store the records by individual name, project name, project
number, and location.
Safeguards:
We maintain the records in accordance with safeguards specified
in the Code of Federal Regulations (43 CFR 2.51) which includes
password protected computers and on-site locked storage rooms.
Retention and disposal:
We retain the records in accordance with the U.S. Fish and
Wildlife Service Records Schedule.
System manager(s) and address:
The system managers are the Chief, Division of Realty, U.S. Fish
and Wildlife Service, Mail Stop 622, Arlington Square Building, 4401
North Fairfax Drive, Arlington, Virginia 22203 and (2) U.S. Fish and
Wildlife Service Regional Offices (See 50 CFR 2.2 for addresses).
Notification procedure:
Send a written, signed request for your records to the system
manager identified above. See the Code of Federal Regulations (43 CFR
2.60) for additional information.
Record access procedures:
Address requests for access to your records to the system manager
identified above. Your request should be in writing, signed, and
should meet any necessary content requirements specified in the Code
of Federal Regulations (43 CFR 2.63).
Contesting record procedures:
To amend your record, address your request to the system manager
identified above. You must meet the content requirements indicated in
the Code of Federal Regulations (43 CFR 2.71).
Record source categories:
Records come from the individuals whom the records are about; and
public records from State or local governments.
INTERIOR/FWS-19
System name:
Endangered Species Licensee System--Interior, FWS--19.
System location:
(1) Washington Office, Division of Law Enforcement, Room 520
Arlington Square Building, 4401 North Fairfax Drive, Arlington,
Virginia 22203
(2) Regional Offices of the U.S. Fish and Wildlife Service (See
50 CFR part 2 for addresses).
Categories of individuals covered by the system:
The records are on individuals who request a license to import or
export fish and/or wildlife products. The system also has records on
corporations and other business entities. Only the records reflecting
personal information are subject to the Privacy Act.
Categories of records in the system:
Records contain name, address, date of birth, business phone
number, occupation and social security number of individuals who
request a license to import or export fish and/or wildlife products.
We identify businesses by type, name, title, 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:
We primarily use the records to identify licensees authorized to
import or export fish, wildlife and/or products thereof. Disclosures
may be made outside of the Department of the Interior under the
following circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(5) To the Federal Register to publish notice of the permit--as
required by law;
(6) To debt collection agencies to locate a debtor; and
(7) To a consumer reporting agency to prepare a commercial credit
report for the Department.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
We maintain the records in paper files and in electronic form.
Retrievability:
Indexed by name.
Safeguards:
We maintain the files in a segregated area secured by a locking
device in accordance with 43 CFR 2.51.
Retention and disposal:
We maintain the records in accordance with the U.S. Fish and
Wildlife Service's records schedule.
System manager(s) and address:
The system manager is the Chief, Division of Law Enforcement,
U.S. Fish and Wildlife Service, Mail Stop 520 Arlington Square
Building, 4401 North Fairfax Drive, Arlington, Virginia 22203.
System exempted from certain provisions of the act:
The United States Code (5 U.S.C. 552a(j)(2)) provides general
exemption authority for some Privacy Act systems. In accordance with
that authority, the U.S. Fish and Wildlife Service adopted
regulations (43 CFR 2.79(a) and 43 CFR 2.79(b)). Under 43 CFR
2.79(b), the system is exempt from the following subsections of the
Privacy Act (as found in 5 U.S.C. 552a): subsections (c)(3), (d),
(e)(1), (e)(4)(G) through (e)(4)(I), and (f). For more information,
see Federal Register publication 40 FR 50432 published on October 29,
1975.
INTERIOR/FWS-20
System name:
Investigative Case File System--Interior, FWS 20.
System location:
(1) Washington Office, Division of Law Enforcement, Room 520
Arlington Square Building, 4401 North Fairfax Drive, Arlington,
Virginia 22203
(2) Regional Offices of the U.S. Fish and Wildlife Service (See
50 CFR part 2 for addresses).
Categories of individuals covered by the system:
The records are on individuals who are the subjects of U.S. Fish
and Wildlife Service law enforcement investigations.
Categories of records in the system:
The records contain name, address, place and date of birth, and
any other records which are necessary to complete an investigation of
individuals suspected of violations of fish and wildlife laws.
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 U.S. Fish and Wildlife Service uses the records primarily in
its investigations of individuals suspected of violating fish and
wildlife laws; and also uses the records for any criminal proceedings
resulting from those investigations. The records may be disclosed
outside of the Department of Interior under the following
circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(5) To debt collection agencies to locate a debtor or to collect
or compromise a Federal claim against the debtor; and
(6) To a consumer reporting agency to prepare commercial credit
reports for use by the Department.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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.
The records are part of a Local Area Network (LAN) shared by the
Washington Office, Division of Law Enforcement and U.S. Fish and
Wildlife Service regional law enforcement offices.
Retrievability:
Indexed by name.
Safeguards:
Maintained in a segregated area secured by a locking device in
accordance with 43 CFR 2.51. The system is password secured.
Retention and disposal:
Maintained in accordance with the U.S. Fish and Wildlife Service
Records Schedule which addresses record retention requirements for
investigative case files.
System manager(s) and address:
Chief, Division of Law Enforcement, U.S. Fish and Wildlife
Service, Mail Stop 520 Arlington Square Building, 4401 North Fairfax
Drive, Arlington, Virginia 22203.
Systems exempted from certain provisions of the act:
The United Stated Code (5 U.S.C. 552a(j)(2)) provides general
exemption authority for some Privacy Act systems. In accordance with
that authority, the U.S. Fish and Wildlife Service adopted
regulations (43 CFR 2.79(a) and 43 CFR 2.79(b)).
Under 43 CFR 2.79(a), the system is not exempt from the following
subsections of the Privacy Act (as found in 5 U.S.C. 552a):
subsections (b), (c)(1) and (c)(2), (e)(4)(A) through (e)(4)(F),
(e)(6) and (e)(7), (e)(9) through (e)(11), and (i). For more
information, see Federal Register publication 40 FR 37217 published
on August 26, 1975.
Under 43 CFR 2.79(b), the system is exempt from the following
subsections of the Privacy Act (as found in 5 U.S.C. 552a):
subsections (c)(3), (d), (e)(1), (e)(4)(G) through (e)(4)(I), and
(f). For more information, see Federal Register publication 40 FR
50432 published on October 29, 1975.
INTERIOR/FWS-21
System name:
Permits System.
Security classification:
None.
System location:
The records are stored at the following offices of the U.S. Fish
and Wildlife Service (FWS):
(1) For the Endangered Species Program:
(a) Regional Endangered Species Offices (see 50 CFR 2.2 for
addresses) and
(b) Division of Consultation, HCPs, Recovery and State Grants and
the Division of Conservation and Classification, Endangered Species
Program, U.S. Fish and Wildlife Service, Mail Stop 420 Arlington
Square Building, 4401 North Fairfax Drive, Arlington, Virginia 22203.
(2) Division of Management Authority, U.S. Fish and Wildlife
Service, Mail Stop 700 Arlington Square Building, 4401 North Fairfax
Drive, Arlington, Virginia 22203.
(3) Division of Migratory Bird Management, U.S. Fish and Wildlife
Service, Mail Stop MBSP-4107 Arlington Square Building, 4401 North
Fairfax Drive, Arlington, Virginia 22203, and Regional Migratory Bird
Offices (see 50 CFR 2.2 for addresses).
(4) Office of Law Enforcement, U.S. Fish and Wildlife Service,
Mail Stop LE-3000 Arlington Square Building, 4401 North Fairfax
Drive, Arlington, Virginia 22203; Regional Law Enforcement Offices
(see 50 CFR 10.22 for addresses); designated ports of entry (see 50
CFR 14.12 for locations); and some border or special port offices
(see 50 CFR 14.16 and 14.19 for locations).
Categories of individuals covered by the system:
Records are maintained on applicants who seek permits to conduct
certain activities that affect wildlife and plants protected and/or
regulated under the following Federal laws or treaties: Bald and
Golden Eagle Protection Act, Convention on International Trade in
Endangered Species of Wild Fauna and Flora, Endangered Species Act,
Marine Mammal Protection Act, Migratory Bird Treaty Act, Lacey Act,
and Wild Bird Conservation Act.
Categories of records in the system:
The records contain the name, address, date of birth, Social
Security Number, occupation, home and work phone numbers, facsimile
number, and email address of someone who applies for a permit. For
eagle permits for Native American religious purposes, the records
contain tribal affiliation and, at the applicant's discretion,
religious ceremony. The records also contain the qualifications of
the applicant (such as, education and experience), the locations,
types, and purposes of the proposed activity, and reports of
activities conducted under an issued permit. They include documents
that reflect the general administrative processing of the application
and permit; public review required by certain laws, including
comments received; our consultation with subject matter experts,
including but not limited to experts within the FWS and in State,
Federal, local, and foreign agencies, for the purpose of obtaining
scientific, management, and legal advice; and our evaluation of
information to make a decision on an application for a permit, and to
monitor activities that occur under a permit. Although the system
contains records on corporations and other business entities
including Tax Identification Number, only records containing personal
information on individuals are subject to the Privacy Act.
Authority for maintenance of the system:
Bald and Golden Eagle Protection Act (16 U.S.C. 668-668d);
Migratory Bird Treaty Act (16 U.S.C. 703-712); Marine Mammal
Protection Act (16 U.S.C. 1361-1407); Endangered Species Act (16
U.S.C. 1531-1544); Wild Bird Conservation Act (16 U.S.C. 4901-4916);
and Lacey Act (18 U.S.C. 42), and Title 50, parts 10, 13, 14, 15, 16,
17, 18, 21, 22, and 23 of the Code of Federal Regulations.
Purpose(s):
The purposes are to establish and verify an applicant's
eligibility for a permit to conduct activities which affect wildlife
and plants protected under a number of Federal wildlife laws and
treaties; produce reports to monitor the use and trade in protected
wildlife and plants; and assess the impact of permitted activities on
the conservation and management of species and their habitats.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The FWS is the primary user of the system, and the primary uses
of the records will be:
(1) To establish and verify an applicant's eligibility for a
permit to conduct activities with protected wildlife and plants under
a number of conservation laws and treaties.
(2) To provide the public and permittees with permit-related
information.
(3) To monitor activities conducted under a permit.
(4) To analyze data and produce reports to monitor the use and
trade in protected wildlife and plants.
(5) To assess the impact of permitted activities on the
conservation and management of protected species and their habitats.
(6) To evaluate the effectiveness of the permit programs.
(7) To meet reporting requirements of the Department of the
Interior (DOI) and FWS.
(8) To generate budget estimates and track performance.
Disclosures outside the DOI may be made under the routine uses
listed below without the consent of the individual if the disclosure
is compatible with the purposes for which the record was collected.
(1) To subject matter experts, including but not limited to
experts in State, Federal, local, and foreign agencies, for the
purpose of obtaining scientific, management, and legal advice
relevant to making a decision on an application for a permit.
(2) To the public as a result of publishing Federal Register
notices announcing the receipt of permit applications for public
comment or notice of the decision on a permit application.
(3) To Federal, State, local, or foreign wildlife and plant
agencies for the exchange of information on permits granted or denied
to assure compliance with all applicable permitting requirements.
(4) To Captive-bred Wildlife registrants under the Endangered
Species Act for the exchange of captive-born, non-native endangered
and threatened species, and to share information on new developments
and techniques of captive breeding of these protected species.
(5) To Federal, State, and local authorities who need to know who
is permitted to receive and rehabilitate sick, orphaned, and injured
birds under the Migratory Bird Treaty Act and the Bald and Golden
Eagle Protection Act; federally permitted rehabilitators; individuals
seeking a permitted rehabilitator with whom to place a sick, injured,
or orphaned bird in need of care; and licensed veterinarians who
receive, treat, or diagnose sick, orphaned, and injured birds;
(6) To the Department of Justice (DOJ), or a court, adjudicative,
or other administrative body or to a party in litigation before a
court or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(i) The DOI or any component of the DOI;
(ii) Any DOI employee acting in his or her official capacity;
(iii) Any DOI employee acting in his or her individual capacity
where the DOI or DOJ has agreed to represent the employee; or
(iv) The United States, when DOI determines that DOI is likely to
be affected by the proceeding; and
(b) The DOI deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information.
(7) To the appropriate Federal, State, tribal, local, or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing, or implementing a statute, rule, regulation,
order, or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order, or license, or when we need to monitor activities conducted
under a permit or evaluate regulated wildlife and plant trade and
use.
(8) To a congressional office in response to an inquiry to the
office by the individual to whom the record pertains.
(9) To the General Accounting Office or Congress when the
information is required for the evaluation of the permit programs.
(10) To a contractor, expert, or consultant employed by the FWS
when necessary to accomplish a FWS function related to this system of
records.
(11) 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 DOI.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)12, disclosures may be made from this
system to consumer reporting agencies as they are 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 file folders, on microfiche, in electronic
form in computer systems, and in reports and computer printouts.
Paper records are stored in file cabinets, rooms, and offices.
Electronic records are stored on a computer server and disks or
tapes.
Retrievability:
Paper and microfiche records are retrieved by name of applicant
or by permit file number. Electronic records may be searched on or
reported by any data field. Retrieval is dependent upon the report or
purpose of usage and whether a need to know exists. Records are
retrieved for several purposes, such as processing a permit
application, verifying an individual has a permit to conduct an
activity with a protected species, and tracking whether permit
reports have been submitted.
Safeguards:
Access to records in the system is limited to authorized
personnel whose official duties require such access, under
requirements found in the Code of Federal Regulations (43 CFR 2.51).
Paper and microfiche records are maintained in locked metal file
cabinets and/or in secured rooms. Electronic records are password-
protected, backed up daily, and maintained with safeguards meeting
the security requirements of 43 CFR 2.51.
Retention and disposal:
Records are maintained in accordance with the FWS record
schedule.
System manager(s) and address(es):
(1) Chief, Division of Consultation, HCPs, Recovery and State
Grants, and Chief, Division of Conservation and Classification,
Endangered Species Program, U.S. Fish and Wildlife Service, Mail Stop
420 Arlington Square Building, 4401 North Fairfax Drive, Arlington,
Virginia 22203.
(2) Chief, Division of Management Authority, U.S. Fish and
Wildlife Service, Mail Stop 700 Arlington Square Building, 4401 North
Fairfax Drive, Arlington, Virginia 22203.
(3) Chief, Division of Migratory Bird Management, U.S. Fish and
Wildlife Service, Mail Stop 4107 Arlington Square Building, 4401
North Fairfax Drive, Arlington, Virginia 22203.
(4) Chief, Office of Law Enforcement, U.S. Fish and Wildlife
Service, Mail Stop LE-3000 Arlington Square Building, 4401 North
Fairfax Drive, Arlington, Virginia 22203.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them, from the appropriate System Manager identified
above. We require the request be in writing, be signed by the
requester, and include the requester's full name and address, Social
Security Number, and permit file number, if applicable. (See 40 CFR
2.60 for procedures on making inquiries.)
Record access procedures:
For copies of your records, write to the pertinent System Manager
at the location above. The request envelope and letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for
access must meet the content requirements of 43 CFR 2.63(b)(4)).
Contesting record procedures:
Use the same procedures as ``Records Access Procedures'' section
above. (See 43 CFR 2.71.)
Record source categories:
Records come from individuals who apply for permits to conduct
certain activities with protected wildlife and plants.
Exemptions claimed for the system:
The Privacy Act at 5 U.S.C. 552a(j)(2) provides general exemption
authority for some systems or records. Under that authority, the FWS
adopted a regulation [43 CFR 2.79(b)]. Under that regulation, the
system is exempt from the following subsections of the Privacy Act
(as found in 5 U.S.C. 552a): subsections (d)(1) and (g)(1)(B). For
more information, see Federal Register publication 40 FR 37217
published on August 26, 1975.
INTERIOR/FWS-22
System name:
U.S. Deputy Game Warden--Interior, FWS--22.
System location:
The U.S. Fish and Wildlife Service maintains the records at its
participating regional offices (See 50 CFR part 2 for regional
addresses).
Categories of individuals covered by the system:
The records are on individuals who apply for U.S. Deputy Game
commissions.
Categories of records in the system:
The records contain 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:
The 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 U.S. Fish and Wildlife Service uses the records to identify
those who hold U.S. Deputy Game Warden commissions. The records may
be disclosed outside of the Department of Interior under the
following circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
Indexed by name.
Safeguards:
Maintained in a segregated area and secured by a lock in
accordance with the Code of Federal Regulations (43 CFR 2.51).
Retention and disposal:
We destroy the records when the commission expires.
System manager(s) and address:
Regional Offices of the U.S. Fish and Wildlife Service. (See 50
CFR part 2 for addresses).
Notification procedure:
Send inquiries regarding the existence of such records to the
appropriate U.S. Fish and Wildlife Service Regional Office (see 50
CFR part 2 for addresses). Send in a written, signed request for the
records. See the Code of Federal Regulations (43 CFR 2.60) for
additional information.
Record access procedures:
Address requests for access to your records to the appropriate
Fish and Wildlife Regional Office (See 50 CFR part 2 for addresses).
Your request should be in writing, signed, and should meet any
necessary content requirements specified in the Code of Federal
Regulations (43 CFR 2.63).
Contesting record procedures:
To amend your record, address your request to the appropriate
regional director(s) (See 50 CFR part 2 for addresses). You must meet
the content requirements indicated in the Code of Federal Regulations
(43 CFR 2.71).
Record source categories:
Records come from the individuals on whom the records are
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:
The U.S. Fish and Wildlife Service maintains the records at the
Office of Migratory Bird Management, U.S. Fish and Wildlife Service,
U.S. Department of the Interior, Patuxent Wildlife Research Center,
Laurel, Maryland 20811. The minor portions of the files comprising
the system may be collected by the Washington Office of Migratory
Bird Management, Fish and Wildlife regional and field offices, State
offices, conservation organizations, universities, and individuals
participating in population and harvest surveys. The Office of
Migratory Bird Management, Laurel, Maryland receives and stores the
information.
Categories of individuals covered by the system:
The U.S. Fish and Wildlife Service records are on (1) individuals
who participate in migratory bird population surveys; and (2)
individuals who submit their harvest data for migratory game birds.
Categories of records in the system:
The records contain name and address of the participant as well
as relevant population survey and harvest data on migratory birds.
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:
Fish and Wildlife biologists and law enforcement officers, the
Canadian Wildlife Service, the Mexican Department Fauna Silvestre,
and State and Provincial conservation agencies use the information to
further understanding, protection, management and use of migratory
birds. They also use the data to guide, plan and coordinate research
on migratory birds. The U.S. Fish and Wildlife Service and
cooperating agencies analyze and publish survey data in technical
publications. The records may be disclosed outside of the Department
of the Interior under the following circumstances:
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(5) 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
and;
(6) To cooperators and researchers in other Federal, State, local
agencies, conservation organizations, universities, and private
individuals who participate in population and harvest surveys, survey
analysis, or publications about migratory bird population and harvest
studies.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
We maintain the records in a variety of media including paper,
punched cards, microfiche, microfilm, computer tape, and computer
disk. We also have published and unpublished reports which present
summary information.
Retrievability:
We index the information in a variety of ways including by name.
The identity of the individual is usually deleted shortly after
analysis of data.
Safeguards:
We store the records within the fenced and locked premises of the
Patuxent Wildlife Research Center, Laurel Maryland. The records are
within a locked building and the master computer files are in a
locked vault. Those wanting to use the records must first be
authorized.
Retention and disposal:
We retain those records that contain personal information (1)
until the data can be recorded and stored on other media such as
computer tapes, computer disks, or microfilm; and (2) until we can
verify the accuracy of the data which was transferred to a different
media. Information which we transfer to another media does not
contain personal identifiers.
System manager(s) and address:
Chief, Office of Migratory Bird Management, Mail Stop 634
Arlington Square Building, 4401 North Fairfax Drive, Arlington,
Virginia 22203
Notification procedure:
Send a written, signed request for your records to the system
manager identified above. See the Code of Federal Regulations (43 CFR
2.60) for additional information.
Record access procedures:
Address requests for access to your records to the system manager
identified above. Your request should be in writing, signed, and
should meet any necessary content requirements specified in the Code
of Federal Regulations (43 CFR 2.63).
Contesting record procedures:
To amend your record, address your request to the system manager
identified above. You must meet the content requirements indicated in
the Code of Federal Regulations (43 CFR 2.71).
Record source categories:
Records come from those supervising or participating in various
population surveys of migratory birds, and those who purchase
migratory bird hunting stamps.
INTERIOR/FWS-27
System name:
Correspondence Control System--Interior, FWS--27.
System location:
We maintain the records at the U. S. Fish and Wildlife Service,
Correspondence Control Unit, Department of the Interior, 18th and C
Streets, NW, Washington, DC 20240.
Categories of individuals covered by the system:
The records are on U.S. Senators and Representatives, Governors
of States, and members of the public.
Categories of records in the system:
The records contain name and address and any other information
necessary to process the incoming 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 may be made outside of the Department of the
Interior under the following circumstances.
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings; and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (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:
We maintain the records in manual form in file folders and in a
computerized tracking system.
Retrievability:
Indexed by name and date of response.
Safeguards:
We maintain the records in accordance with safeguards in
specified in the Code of Federal Regulations (43 CFR 2.51).
Retention and disposal:
We destroy the records after two years after receipt.
System manager(s) and address:
The system manager is the Chief, Correspondence Control Unit,
U.S. Fish and Wildlife Service, Department of the Interior, 1849 C
Street NW, Washington, DC 20240.
Notification procedure:
Send a written, signed request for your records to the system
manager identified above. See the Code of Federal Regulations (43 CFR
2.60) for additional information.
Record access procedures:
Address requests for access to your records to the system manager
identified above. Your request should be in writing, signed, and
should meet any necessary content requirements specified in the Code
of Federal Regulations (43 CFR 2.63).
Contesting record procedure:
To amend your record, address your request to the system manager
identified above. You must meet the content requirements indicated in
the Code of Federal Regulations (43 CFR 2.71).
Record source categories:
Records come from incoming correspondence to the U.S. Fish and
Wildlife Service.
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 f 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.
Bureau of Reclamation
INTERIOR/WBR-5
System name:
Claims.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. 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.
Purpose(s):
For settlement of damages relating to tort and non-tortious
claims and for loss or damage to employee's personal property
resulting from activities of Reclamation. 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 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 Soil
Conservation Service, and Farm Service Agency of the Department of
Agriculture (USDA); 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, Internal Revenue Service, and State revenue and taxation
departments relative to compensation for loss of salary or income;
(7) to the Small Business Administration, Farm Service Agency, and
Department of Housing and Urban Development regarding loans secured
through those agencies; and (8) to General Services Administration
(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 manual form in file folders.
Retrievability:
By claimant's name.
Safeguards:
Records are maintained with safeguards in accordance with 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:
Claims Officers in the Reclamation Service Center, Commissioner's
Office, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Inquiries regarding the existence of a record(s) should be
addressed 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/WBR-7
System name:
Concessions.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individual concessionaires. Records in this system pertaining to
individuals contain information concerning sole proprietorships, but
may also reflect personal information. In addition, the system
maintains records concerning corporations and other business
entities. Only the records relating to individuals are covered by the
Privacy Act.
Categories of records in the system:
Concession agreements, concession contracts, rental or lease
agreements with individuals, corporations, or other legal business
entities providing services or concessions at Reclamation projects.
Authority for maintenance of the system:
Reclamation Law of 1902, as amended, 43 U.S.C. 371, et seq.
Purpose(s):
To identify the person, persons, or business entities responsible
for the management of a concession area, to determine their ability
to manage a concession operation, and to determine or ensure
compliance with the terms of the concession agreement, contract,
lease, or rental agreement.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Bureau of Reclamation is the primary user of the system and
the primary use of the records is to give Reclamation information
needed for 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:
Records are maintained in manual form 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:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Notification procedure:
Written inquiries regarding the existence of a record(s) should
be addressed 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 addressed 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/WBR-11
System name:
Identification/Security Cards.
System location:
All Bureau of Reclamation (Reclamation) offices or facilities
which manage an identification (ID)/security system.
Categories of individuals covered by the system:
All individuals who have access to Reclamation's buildings and
facilities. These include, but are not limited to, the following:
Current and former agency employees and contractors, persons
authorized to perform or to use services provided by Reclamation
(e.g., credit unions, fitness centers, etc.), volunteers, and
visitors.
Categories of records in the system:
Records maintained on current and former agency employees and
contractors may include the following data fields: Name; Social
Security Number (or other personal identifier); date of birth;
signature; image (photograph); hair color; eye color; height; weight;
organization/office of assignment; telephone number of emergency
contact; date and time of entry; time of exit; security access
category; number of ID/security cards issued; and ID/security card
issue date, expiration date, and serial number.
Records maintained on all other individuals covered by the system
may include any or all of the following data: Name; Social Security
Number (or one of the following: driver's license number, ``Green
Card'' number, Visa/Passport number, or other personal identifier);
date and time of entry; time of exit; purpose for entry; agency point
of contact; security access category; number of ID/security cards
issued; and ID/security card issue date, expiration date, and serial
number.
Authority for maintenance of the system:
5 U.S.C. 301; 40 U.S.C. 486; 44 U.S.C. 3101; Presidential
Memorandum on Upgrading Security at Federal Facilities, June 28,
1995.
Purpose(s):
(1) To ensure the safety and security of Reclamation's buildings,
facilities, and occupants. (2) To verify that all persons entering
the buildings are authorized to enter.
(3) To track and control ID/security cards issued to persons
entering Reclamation buildings or facilities. Routine uses of records
maintained in the system, including categories of users and the
purposes of such uses:
Disclosures outside Reclamation may be made:
(1) To security service companies that provide monitoring and
maintenance support for the system. (2) To the Federal Protective
Service and appropriate Federal, State, and local law enforcement
agencies to investigate emergency response situations or to
investigate and prosecute the violation of law, statute, rule,
regulation, order, or license. (3) Another Federal agency to enable
that agency to respond to an inquiry by the individual to whom the
record pertains. (4) The Department of Justice, or to a court,
adjudicative or other administrative body, or to a party in
litigation before a court or adjudicative or administrative body,
when: (a) One of the following is a party to the proceeding or has an
interest in the proceeding: (i) The Department or any component of
the Department; (ii) Any Departmental employee acting in his or her
official capacity; (iii) Any Departmental employee acting in his or
her individual capacity where the Department or the Department of
Justice has agreed to represent the employee; or (iv) The United
States, when the Department determines that the Department is likely
to be affected by the proceeding; and (b) The Department deems the
disclosure to be: (i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information. (5) The appropriate Federal, State, tribal, local, or
foreign governmental agency that is responsible for investigating,
prosecuting, enforcing, or implementing a statute, rule, regulation,
order, or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order, or license. (6) A congressional office in response to an
inquiry to that office by the individual to whom the records pertain.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Maintained on paper, microfiche, or computer files.
Retrievability:
Records are retrievable by name; Social Security Number (or other
personal identifier); image (photograph); organization/office of
assignment; agency point of contact; security access; category; date
and time of entry; time of exit; and ID/security card issue date,
expiration date, and serial number.
Safeguards:
The records are maintained in accordance with 43 CFR 2.51.
Retention and disposal:
Records relating to persons covered by the system are retained in
accordance with General Records Schedule 18, Item No. 17. Unless
retained for specific ongoing security investigations, records are
disposed of in accordance with appropriate Reclamation, Departmental,
and General Records Schedules.
System manager and Address:
Manager, Property and Office Services (D-7900), Reclamation
Service Center, PO Box 25007, Denver, Colorado 80225-0007.
Notification procedure:
Individuals requesting notification of the existence of records
on themselves should address their request to the appropriate
administrative office or facility of Reclamation in which the
individual is (or was) employed, the office or facility maintaining
the records, or the system manager listed above. The request must be
in writing and signed by the requester (see 43 CFR 2.60).
Record access procedures:
Individuals requesting access to records maintained on themselves
should address their request to the appropriate administrative office
or facility of Reclamation in which the individual is (or was)
employed, the office or facility maintaining the records, or the
system manager listed above. The request must be in writing and
signed by the requester (see 43 CFR 2.63).
Contesting records procedures:
A petition for amendment must be in writing and signed by the
requester. It should be addressed to the System Manager and must meet
the content requirements of 43 CFR 2.71.
Record source categories:
Individuals covered by the system, supervisors, and designated
management officials.
INTERIOR/WBR-12
System name:
Inventions and Patents.
System location:
(1) Department of the Interior, Bureau of Reclamation, Attention:
W-6700, 1849 C Street, NW, Washington, DC 20240. (2) Bureau of
Reclamation, Attention: D-6700, PO Box 25007, Denver, CO 80225-0007.
Categories of individuals covered by the system:
Bureau of Reclamation (Reclamation) employees who have been
granted patents or who are seeking patents.
Categories of records in the system:
Contains name, home address and telephone number, date of birth,
social security number, and organizational segment of the inventor.
Contains a thorough description and/or drawings of invention in
original application for patent.
Authority for maintenance of the system:
5 U.S.C. 3101, 43 U.S.C. 373, 373a, 1457, 44 U.S.C. 3101.
Purpose(s):
The purpose of maintaining this system of records for the Bureau
of Reclamation is to have a retrievable system of information for
pending patents and patents that have been secured (granted). When
the patents are submitted to the U.S. Patent Office, the first
monetary award is granted to the inventor. Once the patent is
granted, the second monetary award is granted along with the patent
certificate. The patent is awarded for a certain amount of years and
must be renewed before it expires, if deemed necessary, by the
inventor/Reclamation. The records must be maintained on a continual
basis for these purposes.
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 internal
program for determining rights of employee to invention and status of
securing patent for invention. Disclosures outside the Department of
the Interior (Department) may be made to: (1) Another Federal agency
to enable that agency to respond to an inquiry by the individual to
whom the record pertains; (2) The Department of Justice, or to a
court, adjudicative, or other administrative body, or to a party in
litigation before a court or adjudicative or administrative body,
when: (a) One of the following is a party to the proceeding or has an
interest in the proceeding: (i) The Department or any component of
the Department; (ii) Any Departmental employee acting in his or her
official capacity; (iii) Any Departmental employee acting in his or
her individual capacity where the Department or the Department of
Justice has agreed to represent the employee; or (iv) The United
States, when the Department determines that the Department is likely
to be affected by the proceeding; and (b) The Department deems the
disclosure to be: (i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information; (3) The appropriate Federal, State, tribal, local, or
foreign governmental agency that is responsible for investigating,
prosecuting, enforcing, or implementing a statute, rule, regulation,
order, or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order, or license; (4) A congressional office in response to an
inquiry to that office by the individual to whom the records pertain.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files maintained in manual form in file folders.
Retrievability:
By name.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR
2.51.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
(1) Department of the Interior, Bureau of Reclamation, Attention:
W-6700, 1849 C Street, NW, Washington, DC 20240. (2) Bureau of
Reclamation, Attention: D-6700, PO Box 25007, Denver, CO 80225-0007.
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
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. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individual on whom the records are maintained.
INTERIOR/WBR-13
System name:
Irrigation Management Service.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individuals receiving irrigation waters from Bureau of
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.
Purpose(s):
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.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom the record is maintained.
INTERIOR/WBR-14
System name:
Land Exchange.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individual land 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 and to exchange lands for the
purpose of relocating acquired or improved Government properties.
Authority for maintenance of the system:
Section 14, Reclamation Project Act, 1939 (53 Stat. 1187) and 43
U.S.C. 371, et seq.
Purpose(s):
The primary uses of the records are to maintain a history of land
exchange and to protect individual rights.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Information comes from the individual as well as the office
involved.
INTERIOR/WBR-15
System name:
Land Settlement Entries.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individual applicants who wish to settle on lands on Federal
Bureau of Reclamation Projects.
Categories of records in the system:
(1) Applications including information as to character of
individual applicant, veteran preference rights, farming experience,
assets (financial), health, appeals, and data concerning homesteading
and applicant meeting requirements; (2) Notice to Land Office that
homesteader has fulfilled requirements; and (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, The Reclamation Act of June 17, 1902, (1093-32
Stat. 388 and amendments); (3) Patents to Disabled Soldier Entrymen
Act of March 1, 1921, (102-41 Stat. 1202); (4) Amend Patents to
Disabled Soldier Entrymen Act of April 7, 1921, (125-42 Stat. 492 and
amendments); (5) Section 44, The Omnibus Adjustment Act (44 Stat.
636); and (6) Farm Unit Exchange Act of August 13, 1953, (428-67
Stat. 566).
Purpose(s):
The primary uses of the records are to administer the settler
program and to determine if applicant is qualified to farm unit.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of record(s) should be
sent to the System Manager at the appropriate address listed in the
appendix. See 43 CFR 2.63.
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:
Individual on whom the record is maintained.
INTERIOR/WBR-17
System name:
Lands--Leases, Sales, Rentals, and Transfers.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
(1) Individuals who are applicants to lease, purchase, rent, or
transfer lands; and (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 Bureau of Reclamation-owned lands.
Authority for maintenance of the system:
(1) Taylor Grazing Act of June 28, 1934; (2) Uniform Relocation
Assistance and Real Property Acquisition Policies 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) Sale of Surplus
Acquired Lands Act of February 2, 1911; (8) Sale of Surplus Improved
Public Lands Act of May 20, 1920; (9) Reclamation Project Act of
1939; and (10) Reappraisal of Unsold Town Lots Act of June 11, 1910.
Purpose(s):
The primary uses of the records are to (a) make known to
interested individuals lands available for lease, sale, or rental;
and (b) administer leases, sales, rentals, and transfers.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom the record is maintained, county recorder,
title companies, surveyors, and appraisers.
INTERIOR/WBR-19
System name:
Mineral Location Entries.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individual who has mineral entry on land Bureau of 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:
Vacation of Withdrawals of Public Lands Containing Minerals Act
of April 23, 1932, 47 Stat. 136.
Purpose(s):
The primary uses of the records are to determine disposition of
claims.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom the record is maintained.
INTERIOR/WBR-22
System name:
Oil and Gas Applications.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
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., and 44 U.S.C. 3101.
Purpose(s):
The primary uses of the records are for proof and purpose of
applications and land status information.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
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/WBR-28
System name:
Real Property and Right-of-Way Acquisitions.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
(1) Individual landowners from whom the Bureau of Reclamation has
purchased or condemned land, exercised reserved right-of-way, or
received donation deeds; or (2) from whom the Bureau of Reclamation
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 the Bureau of 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) The 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.; and (3) Rights of Way Reserved to United States
for Canals and Ditches Act of August 30, 1890, (26 Stat. 391), as
amended.
Purpose(s):
The primary uses of the records are to maintain record of
ownership of lands and rights-of-way acquired for Reclamation
purposes.
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 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 available in
operating the system; (4) to transmit documents to Department of
Justice for title opinion; (5) Another Federal agency to enable that
agency to respond to an inquiry by the individual to whom the record
pertains; (6) The Department of Justice, or to a court, adjudicative,
or other administrative body, or to a party in litigation before a
court or adjudicative or administrative body, when: (a) One of the
following is a party to the proceeding or has an interest in the
proceeding: (i) The Department or any component of the Department;
(ii) Any Departmental employee acting in his or her official
capacity; (iii) Any Departmental employee acting in his or her
individual capacity where the Department or the Department of Justice
has agreed to represent the employee; or (iv) The United States, when
the Department determines that the Department is likely to be
affected by the proceeding; and (b) The Department deems the
disclosure to be: (i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information; (7) The appropriate Federal, State, tribal, local, or
foreign governmental agency that is responsible for investigating,
prosecuting, enforcing, or implementing a statute, rule, regulation,
order, or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order, or license; (8) A congressional office in response to an
inquiry to that office by the individual to whom the records
pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual landowners, county recorders, and title companies.
INTERIOR/WBR-29
System name:
Right-of-Way Applications.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
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:
The Reclamation Act of 1902, as amended, and acts supplementary
thereto, 43 U.S.C. 371, et seq.
Purpose(s):
The primary uses of the records are to maintain land status
information and proof of right-of-way permits for legal purposes.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom record is maintained, county recorders, and
title companies.
INTERIOR/WBR-31
System name:
Acreage Limitation.
System location:
(1) District offices in which subject individuals submitted
certification and reporting forms (addresses may be obtained from the
applicable regional office); (2) Regional offices listed in the
appendix; and (3) Bureau of Reclamation, PO Box 25007, Denver,
Colorado 80225-0007.
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 Federal 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: Taxpayer's Identification Numbers;
Individual Taxpayer's Identification Numbers; Social Security
Numbers; citizenship status; status pursuant to Federal 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 ownership and full-cost
pricing provisions of Federal reclamation law.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The data collected are used by district and Bureau of Reclamation
personnel to determine compliance with Federal 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
financial 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:
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:
Records are maintained in manual form 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); Taxpayer's Identification Number; Individual
Taxpayer'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 for manual and computer records, and 43
CFR 2.52 for conduct of employees handling records subject to the
Act.
Retention and disposal:
Certiification and reporting forms (including verification forms)
are retained for 6 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
426.19(e). 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:
Manager, Reclamation Law, Contracts, and Repayment Office, Bureau
of Reclamation, Denver Federal Center, PO Box 25007, Denver, Colorado
80225-0007.
Notification procedure:
For inquiries regarding the existence of their own certification
and reporting forms, individuals should contact the districts in
which they have filed forms. For requests for access to other records
in the system, individuals may send a written request to the
appropriate office listed under ``System Location.'' If you are
unable to determine which office has the records, you may address
your inquiry to the nearest Reclamation office listed in the
appendix, or to the System Manager. 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 may contact the district(s) in which they have
filed forms. For requests for access to other records in the system,
individuals may send a written request to the appropriate office
listed under ``System Location.'' If you are unable to determine
which office has the records, you may address your inquiry to the
nearest Reclamation office listed in the appendix, or to the System
Manager. 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 request for amendment of other records in
this system, individuals may send a written request to the
appropriate office listed under ``System Location.'' If you are
unable to determine which office has the records, you may address
your inquiry to the nearest Reclamation office listed in the
appendix, or to the System Manager. 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/WBR-32
System name:
Special Use Applications, Licenses, and Permits.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individuals who secure licenses and permits concerning Bureau of
Reclamation-owned facilities.
Categories of records in the system:
Applications, licenses, permits, and miscellaneous supporting
data.
Authority for maintenance of the system:
The Reclamation Act of 1902, as amended, and acts supplemental
thereto, 43 U.S.C. 371, et seq.
Purpose(s):
The primary uses of the records are (a) to administer Bureau of
Reclamation-owned lands and facilities; and (b) to allow individuals,
firms, or other Government entities to use Bureau of Reclamation
lands for special limited uses.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
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/WBR-37
System name:
Trespass Cases.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Individual who trespasses on Government-owned property.
Categories of records in the system:
Contains correspondence regarding trespass, interim problems, and
final disposition of case.
Authority for maintenance of the system:
The Reclamation Act of 1902, as amended, and acts supplementary
thereto, 43 U.S.C. 371, et seq.
Purpose(s):
The primary uses of the records are to document final disposition
of trespass cases.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
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/WBR-38
System name:
Water Right Applications.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
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) The Reclamation Act of 1902, as amended, and acts
supplementary thereto, 43 U.S.C. 371, et seq.; and (2) Patents and
Water-Right Certificates Act of August 9, 1912, (37 Stat. 265), and
any acts amendatory or supplementary thereto.
Purpose(s):
The primary uses of the records are (a) for administration and
negotiation of water right applications with individual landowners;
and (b) to entitle purchaser of water right certificate to final
water right certificate upon completion of statutory requirements.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom the record is maintained.
INTERIOR/WBR-39
System name:
Water Rights Acquisition.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
Material pertaining to acquisition by the Bureau of Reclamation,
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 and
related correspondence.
Authority for maintenance of the system:
The Reclamation Act of 1902, (Section 8, 43 U.S.C. 372, 383), as
amended, and acts supplementary thereto.
Purpose(s):
The primary uses of the records are for administration and
negotiation of individual water service and agreements on division of
water.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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 landowner.
Safeguards:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual landowners.
INTERIOR/WBR-40
System name:
Water Sales and Delivery Contracts.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
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 Act of June 17, 1902, (Ch. 1093, 32 Stat.
388), as amended, and acts 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; and (6) Flood Control Act of 1944,
section 8.
Purpose(s):
The primary uses of the records are (a) administration and
negotiation of water sales contracts with individual landowner; and
(b) to sell water from Corps of Engineers dam and reservoir project.
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
to: (1) State of California Water Resources Control Board for
settlement of water rights; (2) Another Federal agency to enable that
agency to respond to an inquiry by the individual to whom the record
pertains; (3) The Department of Justice, or to a court, adjudicative,
or other administrative body, or to a party in litigation before a
court or adjudicative or administrative body, when: (a) One of the
following is a party to the proceeding or has an interest in the
proceeding: (i) The Department or any component of the Department;
(ii) Any Departmental employee acting in his or her official
capacity; (iii) Any Departmental employee acting in his or her
individual capacity where the Department or the Department of Justice
has agreed to represent the employee; or (iv) The United States, when
the Department determines that the Department is likely to be
affected by the proceeding; and (b) The Department deems the
disclosure to be: (i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information; (4) The appropriate Federal, State, tribal, local, or
foreign governmental agency that is responsible for investigating,
prosecuting, enforcing, or implementing a statute, rule, regulation,
order, or license, when we become aware of an indication of a
violation or potential violation of the statute, rule, regulation,
order, or license; (5) A congressional office in response to an
inquiry to that office by the individual to whom the records
pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
Individual on whom record is maintained.
INTERIOR/WBR-41
System name:
Permits.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
Categories of individuals covered by the system:
(1) Individual who permits Bureau of Reclamation employees to
enter on his land, and (2) Individual with permits to enter Bureau of
Reclamation land or facilities.
Categories of records in the system:
Written permission to enter private lands or Bureau of
Reclamation lands and facilities; permission to erect and maintain
structures.
Authority for maintenance of the system:
(1) The Reclamation Act of June 17, 1902, as amended, and
supplemental laws, 43 U.S.C. 371, et seq.
Purpose(s):
(1) To allow Bureau of Reclamation employees to perform required
work on private lands; (2) To allow individuals to erect and maintain
structures on Reclamation facilities or land; and (3) Land status
information, proof of permit, and legal applications.
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
to: (1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains; (2) The
Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertains.
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:
In accordance with 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:
Realty Officers in the Commissioner's Office, Reclamation Service
Center, and Regional Offices: Pacific Northwest, Mid-Pacific, Lower
Colorado, Upper Colorado, and Great Plains. See appendix for
addresses.
Notification procedure:
Written inquiries regarding the existence of 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:
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/WBR-43
System name:
Real Estate Comparable Sales Data Storage.
System location:
Mid-Pacific Regional Office, 2800 Cottage Way, Sacramento,
California 95825.
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 Bureau of Reclamation.
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) The Reclamation Act of 1902, as amended and acts supplemental
thereto, 43 U.S.C. 371, et seq.; and (2) Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970, 42
U.S.C. 4651, et seq.
Purpose(s):
(1) To make available to the Department of the Interior data
concerning real estate which has transferred ownership within the
vicinity of a Bureau of 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; and (3) To make available to independent
appraisers, which are under contract with the Bureau of Reclamation
or the Department of Justice, comparable data for use in connection
with an appraisal assignment.
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 (Department)
may be made to: (1) Another Federal agency to enable that agency to
respond to an inquiry by the individual to whom the record pertains;
(2) The Department of Justice, or to a court, adjudicative, or other
administrative body, or to a party in litigation before a court or
adjudicative or administrative body, when: (a) One of the following
is a party to the proceeding or has an interest in the proceeding:
(i) The Department or any component of the Department; (ii) Any
Departmental employee acting in his or her official capacity; (iii)
Any Departmental employee acting in his or her individual capacity
where the Department or the Department of Justice has agreed to
represent the employee; or (iv) The United States, when the
Department determines that the Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and (ii) Compatible
with the purpose for which we compiled the information; (3) The
appropriate Federal, State, tribal, local, or foreign governmental
agency that is responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, order, or license, when
we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order, or license; (4) A
congressional office in response to an inquiry to that office by the
individual to whom the records pertain.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Maintained in manual file folders and on electronic media.
Retrievability:
Records are indexed by Bureau of Reclamation-assigned document
control number and data field codes which identify property
characteristics.
Safeguards:
In accordance with the requirements of 43 CFR 2.51.
Retention and disposal:
In accordance with approved retention and disposal schedules.
System manager(s) and address:
Realty Officer, Attn: MP-450, Bureau of Reclamation, 2800 Cottage
Way, Sacramento, California 95825.
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the Regional Director, Attn: MP-450, Bureau of Reclamation, Mid-
Pacific Region, 2800 Cottage Way, Sacramento, California 95825. A
written, signed request stating that the requestor seeks information
concerning records pertaining to him/her is required. 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. See 43 CFR 2.71.
Record source categories:
Individuals on whom records are maintained, county recorder,
title companies, and appraisers.
INTERIOR/WBR-45
System name:
Equipment, Supply, and Service Contracts.
System location:
Commissioner's Office, Reclamation Service Center, and Regional
Offices: Pacific Northwest, Mid-Pacific, Lower Colorado, Upper
Colorado, and Great Plains. See appendix for addresses.
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, 31 U.S.C. 7701(c); and 31
U.S.C. 3325(d).
Purpose(s):
The primary uses of the records are for administration of the
contract. The information is also used by the contractor to report
income tax. The Government uses these records to collect and report
on business travel expenses, self-employment tax, depreciation, and
any delinquent amounts arising out of the contractor's relationship
with the Government. The records are also used to report certain
contract information to the Federal Procurement Data System (FPDS)
and payment information to the Internal Revenue Service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains;
(2) To the Internal Revenue Service to report payments;
(3) To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(i) The Department or any component of the Department;
(ii) Any Departmental employee acting in his or her official
capacity;
(iii) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(iv) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(i) Relevant and necessary to the proceedings; and
(ii) Compatible with the purpose for which we compiled the
information.
(4) To the appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(5) To a congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(6) To a collection agency for the purpose of debt collection.
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 the Federal
Financial System automated acquisition and reporting systems.
Retrievability:
Indexed by name of individual or by purchase order number.
Safeguards:
Maintained with safeguards meeting the requirements of 43 CFR
2.51.
Retention and disposal:
In accordance with approved retention and disposal schedules, as
included in the Federal Acquisition Regulation (FAR 9.805).
System manager(s) and address:
Acquisition and Assistance Management Services, Bureau of
Reclamation, Denver Federal Center, PO Box 25007, Denver, Colorado
80225-0007.
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
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. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained.
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.
Bureau of Land Management
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/BLM-15
System name:
Correspondence--Interior, BLM-15.
System location:
Communications Directorate, U.S. Department of the Interior,
Bureau of Land Management, 1849 C Street, NW., Washington, DC 20240
Categories of individuals covered by the system:
Public officials and private individuals who have corresponded
with the BLM Director, and other Department of the Interior officials
on BLM issues, and whose correspondence has been responded to by the
Correspondence Unit.
Categories of records in the system:
The record contains the correspondent's name, address, and
correspondence history, which includes subject matter, text, and
tracking, if applicable.
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:
The primary use of the records is to identify correspondents to
the BLM Director and other Department of the Interior officials on
BLM issues, and their subject matter of interest whose correspondence
has been responded to by the Correspondence Unit. Disclosures outside
the Department of the Interior may be made:
(1) Another Federal agency to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(2) The Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department or the Department of Justice has agreed
to represent the employee; or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be:
(1) Relevant and necessary to the proceedings, and
(2) Compatible with the purpose for which we compiled the
information.
(3) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a statute, rule, regulation,
order or license, when we become aware of an indication of a
violation or potential violation of the statute, rule regulation,
order or license.
(4) A congressional office in response to an inquiry to that
office by the individual to whom the records pertains.
(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:
Computer database: Paper records are maintained in folders, by
year.
Retrievability:
Computer database files are retrievable by name of correspondent.
Paper file copies are retrievable by subject matter.
Safeguards:
Records are stored in a controlled area where access is
controlled by a key card and is limited to BLM personnel, and
maintained with safeguards meeting the requirements of 43 CFR 2.51,
``Assuring Integrity of Records.'' Paper records are maintained in
folders in locked file cabinets. Access to computerized records
requires use of proper passwords and user identification codes.
Retention and disposal:
Computer database-and file copies-destroyed in accordance with
National Archives and Records Administration procedures and General
Record Schedule 23/8.
System manager(s) and address:
Assistant Director for Communications, U.S. Department of the
Interior, Bureau of Land Management, 1849 C Street, NW., Washington,
DC 20240
Notification procedure:
To determine whether the records are maintained on you in this
system, inquiries should be made to the Systems Manager identified
above. A written, signed request stating that the requester seeks
information concerning records pertaining to him/her is required. The
request envelope and letter should be clearly marked ``PRIVACY ACT
INQUIRY.'' (See 43 CFR 2.60 for procedures on making inquiries.)
Record access procedures:
To see your records, write to the Systems Manager above. Describe
as specifically as possible the records sought. The request envelope
and letter should be clearly marked ``PRIVACY ACT REQUEST FOR
ACCESS.'' A request for access must meet the content requirements of
43 CFR 2.63. If copies are sought, indicate the maximum you are
willing to pay (43 CFR 2.63(b)(4)).
Contesting record procedures:
Follow procedures addressed in the ``Records Access Procedures''
section above.
Record source categories:
Correspondence responded to by the BLM Correspondence Unit.
System exempted from certain provisions of the act:
None.
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 f 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.
INTERIOR/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.
INTERIOR/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/BLM-35
System name:
Collections and Billings System (CBS)-Interior, BLM-35.
System location:
This Collections and Billings database will be maintained at the
following Bureau of Land Management (BLM) locations U.S. Department
of the Interior (DOI), BLM, National Business Center (NBC) Denver
Federal Center, Building 40, Denver, Colorado 80225-0047. The BLM
Field Offices listed below in the ``System Manager and Address''
section will be able to access pertinent information in the system
via the Intranet.
Categories of individuals covered by the system:
Any business or individuals transacting financial actions with
the Bureau of Land Management. 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.
Authority for maintenance of the system:
(1) 31 U.S.C. 3512, (2) 31 U.S.C. 3711 through 3719, (3) 41 CFR
part 301-304, (4) the Treasury Financial Manual, (5) the Debt
Collection Act of 1982, Pub. L. 97-365, 96 Stat. 1749, as amended by
Pub. L. 98-167, 97 Stat. 1104, and Debt Collection Improvements Act
of 1996, Pub. L. 104-134, 110 Stat. 1321(6) 26 U.S.C. 6103 (m)(2),
and (7) 5 U.S.C. 5514.
Categories of records in the system:
Names, addresses, social security numbers, tax identification
numbers, reasons for payment and debt, method of payment (including
checking account number, check number, or credit card information),
amounts owed, routine billing and payment information used in
accounting and financial processing, and information from processing
purchases via the Internet.
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 maintain accounting and
financial information associated with the normal accounting
procedures of the BLM.
Specifically, the system will be used for the billing of uses of
public lands (such as, collection of payments for recreation sites,
sand and gravel extraction, and timber harvesting). It is also used
for billing of other goods and services received from BLM received
(such as declining deposit accounts in BLM public rooms), follow-up,
updating program files when payments are made, and accounting for
monies. It will also include money which BLM employees owe the
Bureau. 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.
In addition to disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, records or information contained in this
system may be disclosed outside the DOI as a routine use pursuant to
5 U.S.C. 552a(b)(3) as follows:
(1) To the U.S. Department of Justice or in a proceeding before a
court or adjudicative body when:
(a) The United States, the DOI, a component of the DOI, or an
employee of the DOI who is represented by the government is a party
to litigation or anticipated litigation, or has an interest in such
litigation; and
(b) The DOI 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 Federal, state, local, or foreign agencies responsible for
investigating, prosecuting, enforcing, or implementing a statute,
regulation, rule, or order, where the BLM becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
(3) To congressional offices in response to a request for
information on behalf of, and at the request of the individual who is
the subject of the records.
(4) To the U.S. Minerals Management Service and Department of the
Treasury to effect payment to Federal, state, and local government
agencies, non-governmental organizations, and individuals.
(5) To consumer reporting agencies to facilitate collection of
debts owed the Government,
(6) 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.
(7) To other Federal agencies for the purpose of collecting debts
owed to the Federal government by administrative or salary offset.
(8) To other Federal agencies for the purpose of collecting debts
owed to the Federal government when the other agency acts as a BLM-
authorized collections officer.
(9) 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
Bureau of Land Management.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored on a magnetic media organized and accessed by
database management software.
Retrievability:
Indexed by name, case serial or other identifying number,
appropriation, fund code, order and transaction numbers, organization
code, social security number, taxpayer identification number.
Safeguards:
Safeguards for the CBS conform to the OMB and Departmental
guidelines reflecting the implementation of the Computer Security Act
of 1987, 40 U.S.C. 759. Data protection will be secured through user
identification, passwords, database permissions, and software
controls. This will be applied to all installations (see listing of
location sites provided in the ``System Manager and Address'' section
of the notice). Because some of the information will be transmitted
electronically via the Intranet, standard industry security practices
will be used to secure such electronic transmissions.
Such security measures will allow different access levels to
different types of users. For example certain access levels will
allow the BLM employees to only query portions of the database, while
others access levels will be given to specific Bureau employees for
entering new collections and billings information, and updating or
editing existing information. Higher levels of access allow changes
to the system, authorization of passwords, corrective maintenance of
the software, and security controls to be imposed or lifted.
Retention and disposal:
Records in the CBS are covered by 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:
Officials responsible for the Headquarters and Field Office
system of records specific to that oversight are provided in the
listing below:
A. Headquarters Office:
Assistant Director, Business and Fiscal Resources, Bureau of
Land Management (WO-800), Department of the Interior, MIB--Room 5617,
1849 C Street, NW., Washington, DC 20240.
B. Field Offices:
Office Director, Bureau of Land Management, National Business
Center, Building 40, PO Box 25047, Denver Federal Center, Denver,
Colorado 80225-0047.
Deputy State Director, Administration, Bureau of Land
Management, Alaska State Office, 222 W. 7th Avenue Number 13,
Anchorage, Alaska 99513-5076.
Deputy State Director, Administration, Bureau of Land
Management, Arizona State Office, 222 North Central Avenue, Phoenix,
Arizona 85004-2203.
Deputy State Director, Administration, Bureau of Land
Management, California State Office, 2800 Cottage Way, Sacramento,
California 95825-0451.
Deputy State Director, Administration, Bureau of Land
Management, Colorado State Office, 2850 Youngfield Street, Lakewood,
Colorado 80215-7076.
Deputy State Director, Administration, Bureau of Land
Management, Eastern States, (Area of administration: All States
bordering on, and east of the Mississippi River), 7450 Boston
Boulevard, Springfield, Virginia 22153.
Deputy State Director, Administration, Bureau of Land
Management, Idaho State Office, 1387 S. Vinnell Way, Boise, Idaho
83709-1657.
Deputy State Director, Administration, Bureau of Land
Management, Montana State Office, (Area of Administration: Montana,
North Dakota, South Dakota), P.O. Box 36800, Billings, Montana 59107-
6800.
Deputy State Director, Administration, Bureau of Land
Management, Nevada State Office, 850 Harvard Way, PO Box 12000, Reno,
Nevada 89520-0006.
Deputy State Director, Administration, Bureau of Land
Management, New Mexico State Office, (Area of administration: New
Mexico, Kansas, Oklahoma, Texas), 1474 Rodeo Road, Box 27115, Santa
Fe, New Mexico 87502-0115.
Deputy State Director, Administration, Bureau of Land
Management, Oregon State Office, (Area of administration: Oregon,
Washington), PO Box 2965, Portland, Oregon 97208.
Deputy State Director, Administration, Bureau of Land
Management, Utah State Office, PO Box 45155, Salt Lake City, Utah
84145-0155.
Deputy State Director, Administration, Bureau of Land
Management, Wyoming State Office, (Area of administration: Wyoming,
Nebraska), 5353 Yellowstone Road, Cheyenne, Wyoming 82009.
Deputy State Director, Administration, Bureau of Land
Management, National Interagency Fire Center, 3833 S. Development
Avenue, Boise, Idaho 83705-5354.
Notification procedure:
Inquiries regarding the existence of records should be addressed
to the appropriate System Manager identified in the listing in the
``System Manager and Address'' section above. A written, signed
request stating that the requester seeks information concerning
records pertaining to him/her is required. The request envelope and
letter should be clearly marked ``PRIVACY ACT INQUIRY.'' (See 43 CFR
2.60 for procedures on making inquiries).
Record access procedures:
For copies of your records write to the pertinent System Managers
at the locations above. The request envelope and letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for
access must meet the content requirements of 43 CFR 2.63. If copies
are sought, indicate the maximum you are willing to pay (43 CFR
2.63(b)(4)).
Contesting recORDS PROCEDURES:
Use the same procedures as the ``Records Access Procedures''
section above.
Record source categories:
Customers, accounting records, standard finance office documents,
and various paper and electronic systems where charges and payment
are recorded.
System exempted from certain provisions of the act:
None.
Office of Hearings and Appeals
INTERIOR/OHA-01
System name:
Hearings and Appeals Files--Interior, OHA-01.
System location:
(1) National headquarters: Office of Hearings and Appeals, 4015
Wilson Boulevard, Arlington, Virginia 22203.
(2) Field offices: Office of Hearings and Appeals, Hearings
Division, Offices of Administrative Law Judges. (Contact the System
Manager to obtain a current address list for these field offices).
Categories of individuals covered by the system:
Individuals involved in hearings and appeals proceedings before
the Hearings Division, Appeals Boards, and/or the Director of the
Office of Hearings and Appeals (or his/her designee/s).
Categories of records covered by the system:
Information assembled in case files pertaining to hearings
proceedings, and to appeals to the Department relating to:
(1) 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.
(2) Indian probate matters, including determination of heirs, and
approval of wills, except as to members of the Five Civilized Tribes,
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 Bureau of Indian
Affairs 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.
(3) Appeals from decisions rendered by Departmental officials
relating to the use and disposition of mineral resources in certain
acquired 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.
(4) 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.
(5) Wildlife civil penalty assessment hearings before
administrative law judges of the Office of Hearings and Appeals and
appeals from their orders and decisions which are considered and
finally decided for the Department by the Director, Office of
Hearings and Appeals, or ad hoc appeals boards appointed by him.
(6) Appeals from orders and decisions of Departmental bureaus
pertaining to relocation assistance benefits claims, or requests for
waiver of claims for erroneous overpayments, considered and finally
decided for the Department by the Director, Office of Hearings and
Appeals, or ad hoc appeals boards appointed by him/her.
(7) Grievance proceedings involving employees of the Department,
in which hearings are conducted and recommended decisions are
prepared by Office of Hearings and Appeals attorneys and hearing
examiners under authority delegated by the Director, Office of
Hearings and Appeals.
(8) Proceedings and decisions by administrative law judges and
the Director, Office of Hearings and Appeals, 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.
(9) Proceedings and decisions by administrative law judges and
the Director, Office of Hearings and Appeals, concerning
nondiscrimination in activities 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.
(10) Proceedings and decisions by the Director, Office of
Hearings and Appeals, or his/her designee/s, in matters arising under
various statutes or Departmental regulations providing for a hearing
and/or a right to appeal within the Department as set forth in 43 CFR
part 4.
Authority for maintenance of the system:
5 U.S.C. 301; 43 CFR Part 4; 41 U.S.C. 601; 43 U.S.C. 1201; 43
U.S.C. 1701; 25 U.S.C. 2, 9, 372, 373, 373a, 373b, 374; 43 U.S.C.
315a; 43 U.S.C. 1601-1628; 5 U.S.C. 551; 30 U.S.C. 1202 et seq.; 43
U.S.C. 1331; 30 U.S.C. chap. 2, 3, 3A, 5, 7, 15, 16, 23, 25 and 29.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary purpose of the system is the adjudication of appeals
and determination of issues in hearings and appeals proceedings.
Disclosure outside the Department of the Interior may be made:
(1) 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 compatible with the purpose for
which the records were compiled.
(2) To appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting the violation of, or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of information
indicating the violation or potential violation of a statute, rule,
regulation, order or license.
(3) To a congressional office in connection with an inquiry an
individual covered by the system 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 form in file folders.
Retrievability:
Records are indexed and retrieved by the name of the appellant,
claimant, or other party, or by designated Office of Hearings and
Appeals docket number.
Safeguards:
Access to and use of these records is limited to those persons
whose official duties require such access. Records are maintained in
accordance with 43 CFR 2.51.
Retention and disposal:
Records are retained in accordance with approved records
retention and disposal schedules.
System manager(s) and address:
Director, Office of Hearings and Appeals, U.S. Department of the
Interior, 4015 Wilson Boulevard, Arlington, Virginia 22203.
Notification procedure:
Inquiries regarding the existence of records shall be addressed
to the System Manager. The request must be in writing, signed by the
requestor, and comply with the content requirements of 43 CFR 2.60.
Record access procedures:
A request for access shall be addressed to the 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:
A petition for amendment shall be addressed 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:
Records in the system contain information submitted by all
parties to the adjudication, including but not limited to the
following categories of individuals: appellants, claimants,
grievants, and other persons involved in the hearings and appeals
proceedings, and government officials.
Exemptions claimed for the system:
None.
Office of the Solicitor
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
VII. [RESERVED]
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.
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 granted 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
Secs. 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.
Secs. 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) of
this section 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) of
this section 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]
Secs. 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 Secs. 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]
Secs. 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.