[Federal Register Volume 73, Number 245 (Friday, December 19, 2008)]
[Notices]
[Pages 77823-77824]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-30187]
[[Page 77823]]
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DEPARTMENT OF THE INTERIOR
Office of the Secretary, Office of the Special Trustee for
American Indians; Privacy Act of 1974, as Amended; Addition of a New
System of Records
AGENCY: Office of the Secretary, Office of the Special Trustee for
American Indians (OST).
ACTION: Proposed addition of a new System of Records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5
U.S.C. 552a), the Office of the Secretary is issuing public notice of
its intent to add a new Privacy Act system of records, OS-08, entitled
``OST Parking Assignment Records.''
DATES: Comments must be received by January 28, 2009.
ADDRESSES: Any persons interested in commenting on this proposed
addition of a new Privacy Act system of records may do so by submitting
comments in writing to the Office of the Secretary Acting Privacy Act
Officer, Linda S. Thomas, U.S. Department of the Interior, MS 116-SIB,
1951 Constitution Avenue, NW., Washington, DC 20240, or by e-mail to
[email protected].
FOR FURTHER INFORMATION CONTACT: Parking Program Coordinator, Budget,
Finance & Administration, Office of the Special Trustee for American
Indians, U.S. Department of the Interior, 4400 Masthead Street, NE.,
Albuquerque, NM 87109.
SUPPLEMENTARY INFORMATION: The OST Parking Assignment Records system
will contain information from individuals and potentially
representatives of businesses seeking parking permits in spaces in the
parking lot adjacent to the OST building. The system will contain
application forms including, where applicable, such information as
name, supervisor's name, location of employment, work telephone number,
home telephone number, position title, vehicle(s) make and model, state
of vehicle registration, license tag number, expiration date, color of
vehicle, parking permit number, and number of carpool riders.
Collection of data will be by individuals submitting a parking
application form. The system will be effective as proposed unless we
receive comments that lead us to change it. The Office of the Secretary
will publish a revised notice if changes are made based upon a review
of comments received.
Dated: December 16, 2008.
Linda S. Thomas,
Office of the Secretary, Acting Privacy Act Officer.
SYSTEM NAME:
``OST Parking Assignment Records.'' OS-08.
SYSTEM LOCATION:
Budget, Finance and Administration, Office of the Special Trustee
for American Indians, U.S. Department of the Interior, 4400 Masthead
Street, NE, Albuquerque, NM 87109.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals requesting a parking permit or joining a carpool from
the Federal government, including Government employees, contractors,
and other individuals providing services or conducting business with
the OST.
CATEGORIES OF RECORDS IN THE SYSTEM:
The information collected will include applicant's name,
supervisor's name, location of employment, work telephone number, home
telephone number, position title, vehicle(s) make and model, state of
vehicle registration, license tag number, expiration date, color of
vehicle, parking permit number, and number of carpool riders if
applicable. This list may not be exhaustive, but is indicative of the
type of information included.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
40 U.S.C. 471, et seq., 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 monitor the parking area for permit compliance and security
surveillance.
(3) 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)(a) To any of the following entities or individuals when the
circumstances set forth in paragraph (b) are met:
(i) The U.S. Department of Justice (DOJ);
(ii) A court or an adjudicative or other administrative body;
(iii) A party in litigation before a court or an adjudicative or
other administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When:
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any other Federal agency appearing before the Office of
Hearings and Appeals;
(C) Any DOI employee acting in his or her official capacity;
(D) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(E) The United States, when DOJ determines that DOI is likely to be
affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purpose for which the records were
compiled.
(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 response to a written inquiry that
an individual covered by the system, or the heir of such individual if
the covered individual is deceased, has made to the office.
(5) 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.
(6) To federal, state, territorial, local, tribal, or foreign
agencies that have requested information relevant or necessary to the
hiring, firing or retention of an employee or contractor, or the
issuance of a security clearance, license, contract, grant or other
benefit, when the disclosure is compatible with the purpose for which
the records were compiled.
(7) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2904 and 2906.
(8) To state and local governments and tribal organizations to
provide
[[Page 77824]]
information needed in response to court order and/or discovery purposes
related to litigation, when the disclosure is compatible with the
purpose for which the records were compiled.
(9) To an expert, consultant, or contractor (including employees of
the contractor) of DOI that performs services requiring access to these
records on DOI's behalf to carry out the purposes of the system.
(10) To appropriate agencies, entities, and persons when:
(a) It is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; and
(b) The Department has determined that as a result of the suspected
or confirmed compromise that there is a risk of harm to economic or
property interest, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and
(c) The disclosure is made to such agencies, entities, and persons
who are reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE STYSTEM:
STORAGE:
Records are maintained in both manual and electronic computer
database form. Original input documents are stored in standard office
filing equipment in locked Government offices at the stated location.
RETRIEVABILITY:
Records are retrieved by name of individual, office telephone
number, home telephone number, position title, vehicle(s) make and
model, state of vehicle registration, license tag number, parking
permit number, and number of carpool riders if applicable.
SAFEGUARDS:
Records are maintained with safeguards meeting the requirements of
43 CFR 2.51 for manual and computerized records. Access to records is
limited to authorized personnel whose official duties require such
access.
(1) Physical Security: Paper records are maintained in locked file
cabinets or in secured, locked rooms within a secured Government
facility. Electronic records are maintained in computers and servers
which are in locked, secure rooms.
(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 is 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 unauthorized access.
(3) Administrative Security: All DOI and contractor employees with
access to the Parking permit files are required to complete Privacy
Act, Records Management Act, and IT Security Awareness training prior
to being given access to the system, and on an annual basis,
thereafter. In addition, all employees accessing either the paper
records or the electronic form of the records are supervised by a
Federal government employee who has granted such access only on a need
to know basis.
RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with General
Records Schedule No. 11, Space and Maintenance Records, Item No. 4a,
Credentials Files (Parking Permits).
SYSTEM MANAGER(S) AND ADDRESS:
Parking Program Coordinator, Budget, Finance and Administration,
Office of the Special Trustee for American Indians, U.S. Department of
the Interior, 4400 Masthead Street, NE., Albuquerque, NM 87109.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the appropriate
bureau/office System Manager. The request must be in writing, signed by
the requester, and meet the content requirement of 43 CFR 2.60.
RECORDS 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 RECORDS PROCEDURES:
A request for amendment of records maintained on himself or herself
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 CATERGORIES:
Individuals requesting a parking permit or joining a carpool.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E8-30187 Filed 12-18-08; 8:45 am]
BILLING CODE 4301-02-P