[Federal Register Volume 76, Number 67 (Thursday, April 7, 2011)]
[Notices]
[Pages 19307-19309]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-7722]
========================================================================
Notices
Federal Register
________________________________________________________________________
This section of the FEDERAL REGISTER contains documents other than rules
or proposed rules that are applicable to the public. Notices of hearings
and investigations, committee meetings, agency decisions and rulings,
delegations of authority, filing of petitions and applications and agency
statements of organization and functions are examples of documents
appearing in this section.
========================================================================
Federal Register / Vol. 76, No. 67 / Thursday, April 7, 2011 /
Notices
[[Page 19307]]
DEPARTMENT OF AGRICULTURE
Office of the Secretary
Privacy Act of 1974; Amendment of Privacy Act System of Records
AGENCY: Office of the Secretary, U.S. Department of Agriculture.
ACTION: Notice of revised system of records; request for comment.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, as amended, the
U.S. Department of Agriculture (USDA) is amending an existing Forest
Service Privacy Act system of records, USDA/FS-3, Uniform Allowance
System.
DATES: Comments must be received in writing, on or before May 9, 2011.
The System of Records USDA/FS-3 Uniform Allowance is amended, without
further notice, on June 6, 2011, unless modified to respond to comments
received from the public and published in a subsequent notice.
ADDRESSES: Questions can be addressed to the Forest Service Privacy Act
Officer, USDA Forest Service, 1400 Independence Avenue, SW., Mail Stop
1143, Washington, DC 20250-1143. Comments may also be sent via e-mail
to [email protected], or via facsimile to (202) 260-3245.
FOR FURTHER INFORMATION CONTACT: Karren Y. Alexander, Director, USDA
Forest Service, Financial Management Systems, 1400 Independence Avenue,
SW., Mailstop 1149, Washington, DC 20250-1149, [email protected],
(703) 605-5199.
SUPPLEMENTARY INFORMATION: Established in 1905, the Forest Service is
an agency of the U.S. Department of Agriculture. The mission of the
Forest Service is to sustain the health, diversity, and productivity of
the Nation's forests and grasslands that encompass 193 million acres of
land, to meet the needs of present and future generations. The purpose
of this system is to allow the Forest Service to maintain records that
identify individuals who apply for and are approved to purchase and
wear the Forest Service uniform.
Pursuant to the Privacy Act (5 U.S.C. 552a), the Forest Service has
amended the system of records to include new system location, new
system manager, new storage type, new routine uses; and new policies
and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system. This system of records provides
information for internal processing purposes to track uniform
allowances and expenditures for authorized individuals.
A report of the amended system of records, required by 5 U.S.C.
552a(r) as implemented by Office of Management and Budget (OMB)
Circular A-130, was sent to the Chairman, Committee on Homeland
Security and Governmental Affairs, United States Senate; the Chairman,
Committee on Oversight and Government Reform, U.S. House of
Representatives; and the Administrator, Office of Information and
Regulatory Affairs, OMB.
Thomas J. Vilsack,
Secretary.
System name:
Uniform Allowance System (UNAW), USDA/FS-3.
Security classification:
None.
System location:
The records in this system are collected in a web-based system
located on servers maintained by a Federal contractor in St. Louis,
Missouri, and in Omaha, Nebraska. The addresses for the Contractor may
be obtained by writing to the Director of Financial Management Systems,
USDA Forest Service, 1400 Independence Avenue, SW., Mailstop 1149,
Washington, DC 20250-1149. Paper records for use with the uniform
system are maintained at Forest Services offices nationwide. The
addresses for the Regions, Stations, International Institute for
Tropical Forestry, and Forests are listed in 36 CFR Part 200, Subpart
A; and the addresses for Districts are in the telephone directory of
the applicable locality under the heading, United States Government,
Department of Agriculture, Forest Service.
Categories of individuals covered by the system:
Individuals who are authorized a monetary allowance to purchase and
wear a Forest Service uniform while performing official duties.
Categories of records in the system:
The system of records consists of completed Forest Service form FS-
6100-36 (Uniform Authorization) and information on uniform allowances
and expenditures for authorized individuals. Information includes the
individual's name, social security number, employee location, allowance
category, job code, and current status (active or terminated). The
purpose of collecting social security numbers is to administer the
uniform allowance program and ensure proper approval, and payment of
the individual's uniform allowance.
Authority for maintenance of the system:
5 U.S.C. 5901-5903.
Purpose(s):
Information in this system is used for internal processing purposes
to track uniform allowances and expenditures for authorized
individuals.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) When a record on its face, or in conjunction with other
records, 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 regulation, rule,
or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or Tribal,
or other public authority responsible for enforcing, investigating, or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation, or order issued pursuant thereto, if
the information disclosed is relevant to any enforcement, regulatory,
investigative, or prosecutive responsibility of the receiving entity.
(2) To the Department of Justice when: (a) The agency or any
component thereof; or (b) any employee of the agency in his or her
official capacity where the Department of Justice has agreed to
represent the employee; or (c) the United States Government, is a party
to litigation or has an interest in such
[[Page 19308]]
litigation, and by careful review, the agency determines that the
records are both relevant and necessary to the litigation and the use
of such records by the Department of Justice is therefore deemed by the
agency to be for a purpose that is compatible with the purpose for
which the agency collected the records.
(3) To a court or adjudicative body in a proceeding when: (a) The
agency or any component thereof; or (b) any employee of the agency in
his or her official capacity; or (c) any employee of the agency in his
or her individual capacity where the agency has agreed to represent the
employee; or (d) the United States Government, is a party to litigation
or has an interest in such litigation, and by careful review, the
agency determines that the records are both relevant and necessary to
the litigation and the use of such records is therefore deemed by the
agency to be for a purpose that is compatible with the purpose for
which the agency collected the records.
(4) 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.
(5) Records from this system of records may be disclosed to the
National Archives and Records Administration or to the General Services
Administration for records management inspections conducted under 44
U.S.C. 2904 and 2906.
(6) To agency contractors, grantees, experts, 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).
(7) To appropriate agencies, entities, and persons when: (a) The
Forest Service suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised; (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 interests, 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 made to such
agencies, entities, and persons is 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.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system: Records are
maintained in electronic format pursuant to Forest Service file code
6500. Only those specifically authorized individuals can access the
information.
Storage:
All electronic information is maintained in a web-based database
and stored on secured servers at St. Louis, Missouri, and on backup
copies at Omaha, Nebraska. Hard copy records are maintained,
retrievable by employee's name, in locked file cabinets in secured
office buildings.
Retrievability:
Records are indexed and retrieved electronically using multiple
queries including name, social security number, allowance, home unit,
or other criteria.
Safeguards:
All records containing personal information are maintained
electronically in secured computer rooms. Access to the database and
all electronic folders with personal information are password protected
and stored on secure servers. Computer access to information provided
by applicants is limited to the individual employee, contractor, and
the system manager. The review of records once retrieved is limited to
the employee, supervisor, contractor, and system manager.
Retention and disposal:
Records are maintained in electronic format under Forest Service
file code 6500 established for General Finance and Accounting
information. Access to the information is restricted to the individual
employee, the contractor, and the system manager.
System manager(s) and address:
Director, USDA, Forest Service, Financial Management Systems, 1400
Independence Avenue, SW., Mailstop 1149, Washington, DC 20250-1149.
Notification procedure:
Individuals may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them from the System Manager (address above). A request
for information should contain name, address, and particulars involved
(for example, the date of action giving rise to the inquiry or
complaint).
Record access procedures:
Individuals who wish to gain access to or amend records pertaining
to them should submit a written request to the System Manager (address
above). The envelope should be marked ``Privacy Act Request.''
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system is collected voluntarily from
individuals, who are authorized Forest Service uniform allowances, and
from the individual's supervisor.
Exemptions claimed for the system:
None.
U.S. Department of Agriculture
Privacy Act System of Records
Uniform Allowance System (UNAW) USDA/FS-3
Narrative Statement
The purpose of this system is to provide the U.S. Department of
Agriculture's (USDA) Forest Service (FS) to maintain records that
identify individuals who apply for and are approved to purchase and
wear the Forest Service uniform. The Uniform Allowance System (UNAW)
is managed by the Financial Management Systems Staff (FIN). FIN is a
staff under the Office of the Chief Financial Officer.
The authority for maintaining this system of records is 5 U.S.C.
5901-5903.
The information gathered is voluntarily submitted by individuals
who are authorized to purchase and wear a Forest Service uniform
while performing official duties. The system of records consists of
completed Forest Service form FS-6100-36 (Uniform Authorization),
and information on uniform allowances and expenditures for
authorized individuals. Information collected includes the
individual's name, social security number, employee location,
allowance category, job code, and current status (active or
terminated).
The system provides for the following routine use disclosures
that are necessary and proper for the agency's administration of its
duties in connection with operating the program: disclosures in
connection with litigation; for law enforcement purposes; for
responses to Congressional inquiries; to the National Archives and
Records Administration and the General Services Administration for
records inspections; limited disclosure to entities engaged by the
agency in the performance of a service; and for disclosure in
connection with information security breaches in order to protect
the interests of the individuals covered by the system. While these
routine uses allow disclosures outside USDA, and so have some
[[Page 19309]]
impact on privacy of individuals, they are either necessary for
carrying out the agency mission and minimizing waste, fraud, and
abuse, are required by law, or benefit the subjects of the records.
On balance, the needs of the agency and the benefits to the
individuals of these disclosures justify the minimal impact on
privacy.
All hard copy records are maintained in secured locked file
cabinets in agency offices which are locked during non-duty hours.
All electronic information is maintained in a web-based database and
stored and backed-up on secured servers. Computer access to
information on individuals in the system is limited to the
individual, contractor, and the system manager. The review of
records retrieved is limited to the individual, supervisor, approved
contractors, and system manager.
A copy of the form, used to collect the information from
individuals, is attached to this report. The system of records is
not exempt from any provisions of the Privacy Act.
[FR Doc. 2011-7722 Filed 4-6-11; 8:45 am]
BILLING CODE 3410-11-P