[Federal Register: July 15, 2008 (Volume 73, Number 136)]
[Notices]
[Page 40597-40599]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr15jy08-68]
-----------------------------------------------------------------------
DEPARTMENT OF THE INTERIOR
Bureau of Indian Affairs
Privacy Act of 1974, as Amended; Establishment of a New System of
Records
AGENCY: Bureau of Indian Affairs.
ACTION: Notice of addition of a new system of records.
-----------------------------------------------------------------------
SUMMARY: The Department of the Interior (DOI), Bureau of Indian Affairs
is issuing public notice of its intent to add a new Privacy Act system
of records to its inventory of records systems subject to the Privacy
Act of 1974 (5 U.S.C. 552a). This action is necessary to meet the
requirements of the Privacy Act to publish in the Federal Register
notice of the existence and character of records systems maintained by
the agency (5 U.S.C. 552a(e)(4)). This new Privacy Act system of
records is entitled Interior, BIA--31: ``Information Management
System'' (IMS).
DATE: Comments must be received by August 25, 2008.
ADDRESSES: Any persons interested in commenting on this new system of
records may do so by submitting comments in writing to the Privacy Act
Officer, 625 Herndon Parkway, Herndon, VA 20170, or by e-mail to
Joan.Tyler@bia.gov.
FOR FURTHER INFORMATION CONTACT: Nicole Jaber, Director, Division of
Internal Validation and Verification, Office of the Chief Information
Officer, 625 Herndon Parkway, Herndon, VA 20170, or by e-mail at
Nicole.Jaber@bia.gov.
SUPPLEMENTARY INFORMATION: This notice is published pursuant to the
Privacy Act of 1974 (5 U.S.C. 552a(3)(4)) and is in exercise of
authority delegated by the Secretary of the Interior to the Assistant
Secretary--Indian Affairs in 209 DM 8.1. This notice establishes the
Privacy Act system or record entitled Interior, BIA--31, ``Information
Management System'' (IMS).
The purpose of IMS is to automate the management of all types of
documents
[[Page 40598]]
in a single database. Records in the system are maintained as
electronic copies only. IMS provides a Web-based document management
system accessible via a browser interface with the Office of the
Assistant Secretary of Indian Affairs, and the Bureau of Indian
Affairs. Documents are stored in the database in any file format, such
as, but not limited to, Microsoft Word, Excel, Power Point, and scanned
PDF or TIF files. Documents can be routed from one person to another
for assignment, comment, response, editing, surname, and signature. A
variety of status reports are available to track the progress of
workflows. Routing includes communication tools for route members to
add comments to the workflow. Documents can be electronically delivered
to a number of individuals simultaneously, either for a response or for
read only purposes.
Dated: July 9, 2008.
George T. Skibine,
Acting Deputy Assistant Secretary, Policy and Economic Development.
SYSTEM NAME:
Information Management System (IMS): Interior, BIA-31.
SYSTEM LOCATION:
Herndon Data Center (HDC), 625 Herndon Parkway, Herndon, VA 20170.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are employees of BIA and AS-IA who are the
originators or approving officials for government documentation.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Information about employees to include name, work location and
home address, work and home telephone number and fax numbers;
(2) Employee's office information, title, supervisor, and
supervisory status;
(3) AS-IA and BIA Offices;
(4) Documents generated, their originator and originating office,
and their approval destination(s); and
(5) Document tracking data and document suspense requirements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
This system of records is maintained under the authority of 25
U.S.C. 1, 1a, 13; 18 U.S.C. 3055; 25 U.S.C. 480.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The system is used to manage all AS-IA correspondence in a single
database. IMS contains information to facilitate the efficiency of the
correspondence process throughout AS-IA. The system will allow the
tracking of correspondence from receipt to completion/response, provide
valuable information to AS-IA coordinators, identify duplicate
requests, ensure consistency in responses, reduce processing time,
support action on correspondence, and improve customer service. IMS
facilitates the management of documents, maintains multiple versions of
any single document, and provides a mechanism to distribute documents
to a group of individuals with the capability for the group members to
respond/reply to the sender, and to manage/track workflow.
Disclosure(s) outside the Department of the Interior may be made:
(1)(a) To any of the following entities or individuals, when the
circumstances set forth in paragraph (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 other
administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When:
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any other Federal agency appearing before the Office of
Hearings and Appeals;
(C) Any DOI employee acting in his or her official capacity;
(D) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(E) The United States, when DOJ determines that DOI is likely to be
affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(2) To a congressional office in response to a written inquiry that
an individual covered by the system, or the heir of such individual if
covered individual is deceased, has made to the office.
(3) To any criminal, civil, or regulatory law enforcement authority
(whether Federal, State, territorial, local, tribal, or foreign) when a
record, either alone or in conjunction with other information,
indicates a violation or potential violation of law--criminal, civil,
or regulatory in nature, and the disclosure is compatible with the
purpose for which the records were compiled.
(4) To an official of another Federal agency to provide information
needed in the performance of official duties related to reconciling or
reconstructing data files or to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(5) To Federal, State, territorial, local, tribal, or foreign
agencies that have requested information relevant or necessary to the
hiring, firing, or retention of an employee or contractor, or the
issuance of a security clearance, license, contract, grant, or other
benefit, when the disclosure is compatible with the purpose of which
the records were compiled.
(6) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2904 and 2906.
(7) To State and local governments and tribal organizations to
provide information needed in response to court order and/or discovery
purposes related to litigation, when the disclosure is compatible with
the purpose for which the records were compiled.
(8) To an expert, consultant, or contractor (including employees of
the contractor) of DOI that performs services requiring access to these
records on DOI's behalf to carry out the purposes of the system.
(9) The appropriate agencies, entities, and persons when:
(a) It is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; and
(b) The Department has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interest, identity theft or fraud, or harm to the security or integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and
(c) The disclosure is made of such agencies, entities and persons
who are reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
(10) To the Office of Management and Budget during the coordination
and clearance process in connection with legislative affairs as
mandated by OMB Circular A-19.
(11) To the Department of the Treasury to recover debts owed to the
United States.
[[Page 40599]]
(12) To the news media when the disclosure is compatible with the
purpose for which the records were compiled.
DISCLOSURES 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 by 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: hard disks and magnetic
tapes.
RETRIEVABILITY:
Users can access the IMS system by navigating (via browser) to the
IMS logon Web page, and successfully entering their login credentials.
Documents stored in IMS are retrieved by document name, subject matter,
or author.
SAFEGUARDS:
IMS 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 is limited to
authorized personnel whose official duties require such access; agency
officials have access only to records pertaining to their agencies.
(1) Physical Security: Electronic format records are maintained in
locked file cabinets and/or in secured rooms. Buildings have security
guards and/or secured doors, and all entrances are monitored by
electronic surveillance equipment on a 24/7 basis.
(2) Technical Security: 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 are protected through user
identification, passwords, database permissions, and software controls.
These security measures establish different degrees of access for
different types of users. An audit trail is maintained and reviewed
periodically to identify changes made to records. A Privacy Impact
Assessment was completed for the IMS and is updated at least annually
to ensure that Privacy Act requirements and personally identifiable
information safeguard requirements are met.
(3) Administrative Security: All DOI and contractor employees with
access to IMS are required to complete Privacy Act, Records Management
Act, and Security Awareness Training.
RETENTION AND DISPOSAL:
Records relating to individuals covered by this system are retained
in accordance with the 16 Bureau of Indian Affairs Manual (BIAM),
approved by the National Archives and Records Administration (NARA),
and scheduled for permanent retention.
SYSTEM MANAGER AND ADDRESS:
Director, Office of Information Operations (OIO), Office of the
Chief Information Officer, 625 Herndon Parkway, Herndon, VA 20170.
NOTIFICATION PROCEDURES:
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 requirements of 43 CFR 2.60.
RECORDS ACCESS PROCEDURES:
A request for access should be addressed to the System Manager. The
request must be in writing, signed by the requester, and meet the
requirements of 43 CFR 2.63.
CONTESTING RECORD PROCEDURES:
A petition for amendment 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:
Authorized user data comes from the Identity Information System
(IIS). The subject document data is entered by the user.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E8-16099 Filed 7-14-08; 8:45 am]
BILLING CODE 4312-RY-P