[Federal Register: October 3, 2006 (Volume 71, Number 191)]
[Notices]
[Page 58365-58367]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr03oc06-38]
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DEPARTMENT OF AGRICULTURE
Office of the Secretary
Privacy Act of 1974; Addition of a New System of Records; USDA/
OES, Enterprise Content Management
AGENCY: Office of the Secretary, USDA.
ACTION: Notice of new system of records; request for comment.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the
U.S. Department of Agriculture (USDA) gives notice of a new Privacy Act
system of records and invites public comment on this new records
system.
DATES: This notice will be adopted without further publication in the
Federal Register on December 4, 2006 unless modified by a subsequent
notice to incorporate comments received from the public. Although the
Privacy Act requires only that the portion of the system which
describes the ``routine uses'' of the system be published for comment,
USDA invites comment on all portions of this notice. Comments must be
received by the contact person listed below on or before November 2,
2006.
FOR FURTHER INFORMATION CONTACT: Director of the Office of the
Executive Secretariat (OES), U.S. Department of Agriculture, 1400
Independence Avenue, SW., Washington, DC 20250-3300, telephone: (202)
720-7100.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act, 5 U.S.C. 552a,
USDA is creating a new system of records, Enterprise Content Management
(ECM) to be maintained by the Office of the Executive Secretariat. ECM
is based upon a suite of document management applications that have
been specifically designed for use by the employees and officers of
USDA to manage documents associated with a wide range of administrative
and business processes. At present, there are three components or
modules that comprise ECM, the Enterprise Correspondence Management
Module (ECMM), the General Use Module (GUM), and the Content Analysis
Module (CAM). ECMM is designed and operated to support effective
management of executive correspondence and other external and internal
documents with similar internal business processes. GUM is designed to
support effective management of internal business documents. CAM is
designed to assist in the analysis and management of public and
internal comments related to USDA programs and received in response to
requests for such comments.
ECMM does include information regarding individuals, primarily
information such as the name and address incident to their
correspondence addressed to the Secretary of Agriculture and various
other officers and employees of USDA. In a few cases, it includes
supplementary information about the individual, most often voluntarily
provided by that individual. The purpose of ECMM is to help USDA
employees manage correspondence and other documents at any
organizational level from initial receipt through completion and
archival storage. Department officials are included in the
correspondence drafting and policy making process through a managed
clearance and control system. The system's workflow capabilities enable
documents to be routed within or
[[Page 58366]]
among USDA agencies and offices for collaborative input or review, and
security that ensures information is available only to authorized
personnel.
A ``Report on New System,'' required by 5 U.S.C. 552a(r), as
implemented by the Office of Management and Budget (OMB) Circular A-
130, was sent to the Chairman, Committee on Governmental Affairs,
United States Senate, the Chairman, Committee on Government Reform and
Oversight, House of Representatives, and the Administrator, Office of
Information and Regulatory Affairs, Office of Management and Budget.
Signed at Washington, DC, on September 27, 2006.
Mike Johanns,
Secretary of Agriculture.
System number:
USDA/OES-1.
System name:
USDA Enterprise Content Management (ECM).
Security classification:
None.
System location:
The system is hosted on computers located within secure computing
environments at the National Information Technology Center in Kansas
City, Missouri, and at the Information Technology Services Web Farm in
St. Louis, Missouri. Use of the application is restricted to authorized
users within USDA, and the applications are restricted to authorized
computers. Access is through the USDA Intranet.
Categories of individuals covered by the system:
Individuals corresponding with USDA, from the public, private, and
political sectors; system users, managers, and Systems Administrators.
Categories of records in the system:
Correspondence inquiries from the public, private, political, and
internal sectors, and related documents, from the beginning of the
inquiry up to and including the resolution and response back to the
originator. Lists and databases will eventually be added using the
other document management applications designed for use by the
employees and officers of USDA to manage documents associated with a
wide range of administrative and business processes. This information
is not likely to relate to individuals, but to internal directives,
budget, or scientific research.
Authority for maintenance of the system:
44 U.S.C. 3101; 44 U.S.C. 3012; the Government Paperwork
Elimination Act (``GEPA''), Pub. L. 105-277, 5 U.S.C. 3504 note; the
Paperwork Reduction Act, 44 U.S.C. 3501 to 3520; the E-Government Act
of 2002, 44 U.S.C. 3541, et seq.
Purpose(s):
The ECM system is designed for use by the employees and officers of
USDA to manage documents associated with a wide range of administrative
and business processes. At present, there are three components or
modules that comprise ECM, the Enterprise Correspondence Management
Module (ECMM), the General Use Module (GUM), and the Content Analysis
Module (CAM). ECMM is designed and operated to support effective
management of executive correspondence and other external and internal
documents with similar internal business processes. GUM is designed to
support effective management of internal business documents. CAM is
designed to assist in the analysis and management of public and
internal comments related to USDA programs and received in response to
requests for such comments. Any information about an individual is
usually provided by that individual.
Routine uses of records maintained in the system, including categories
of users and the purposes of such users:
1. Information may be disclosed to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law, rule, or regulation,
or order issued pursuant thereto, when information available indicates
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto, if the information disclosed is relevant to any
enforcement, regulatory, investigative, or prosecutorial responsibility
of the receiving entity.
2. Information may be disclosed to the Department of Justice for
the defense of suits against the United States or its officers, or for
the institution of suits for the recovery of claims by the United
States Department of Agriculture.
3. Information may be disclosed to a Member of Congress or to a
Congressional staff member in response to an inquiry of the
Congressional office made at the written request of the constituent
about whom the record is maintained. In such cases, however, the
Member's right to a record is not greater than that of the individual.
4. Records from this system of records may be disclosed to the
National Archives and Records Administration and to the General
Services Administration for records management inspections conducted
under 44 U.S.C. 2904 and 2906.
5. Information may be disclosed to agency contractors, experts, and
consultants or volunteers who have been engaged by the agency to assist
in the performance of a service related to this system of records and
who need to have access to the records in order to perform the
activity. Recipients shall be required to comply with the requirements
of the Privacy Act of 1974, as amended, pursuant to 5 U.S.C. 552a(m).
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained in hard copy formats and computer
processible storage media.
Retrievability:
These records may be retrieved by the document control number,
date, name of correspondent, or subject.
Safeguards:
Computer records are maintained in a secure password-protected
environment; and access is limited to those who have a need to know.
Permission level assignments allow users access only to those functions
for which they are authorized. System users, managers, and ECM System
Administrators have access to the data in the system. Access is
controlled by the eAuthentication System on the USDA Intranet, and
roles are determined by the application administrators. Paper records
are maintained in a secure, limited-access area, which is locked during
non-duty hours, and which requires a USDA employee identification badge
or visitor pass to enter.
Retention and disposal:
The retention of data in the system is in accordance with
applicable USDA Records Disposition Schedules as approved by the
National Archives and Records Administration. Hard copy records are
maintained by varying periods of time, and temporary records are
disposed of by shredding when the retention period is complete.
[[Page 58367]]
System manager(s) and address:
Director, Office of the Executive Secretariat, U.S. Department of
Agriculture, 1400 Independence Avenue, SW., Washington, DC 20250.
Notification Procedures:
Individuals who want to know whether this system of records
contains information about them, who want to access their records, or
who want to contest the contents of a record, should make a written
request to the Director, Office of the Executive Secretariat, U.S.
Department of Agriculture, 1400 Independence Avenue, SW., Washington,
DC 20250. Individuals must furnish the following information for their
records to be located and identified:
A. Full name or other identifying information necessary or helpful
in locating the record;
B. Why you believe the system may contain your personal
information;
C. A statement indicating the type of request being made (i.e.,
access, correction or amendment) and whether a personal inspection of
the records or a copy of them by mail is desired;
D. Signature.
Record access procedures:
Individuals wishing to request access to their records should
follow the Notification Procedures. Individuals requesting access are
also required to provide adequate identification, such as a driver's
license, employee identification card, social security card, or other
identifying document. Additional identification procedures may be
required in some instances.
Contesting record procedures:
Individuals requesting correction or amendment of their records
should follow the Notification Procedures and the Record Access
Procedures and also identifying the record or information to be
changed, giving specific reasons for the change.
Record source categories:
Information in this system of records is primarily provided by the
individual corresponding with USDA or Agency officials, such as
managers and supervisors, responding to individuals or Members of
Congress.
Exemptions claimed for the system:
None.
[FR Doc. 06-8418 Filed 10-2-06; 8:45 am]
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