Privacy Act; System of Records, 58230-58232 [05-19919]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 70, Number 192 (Wednesday, October 5, 2005)]
[Notices]
[Pages 58230-58232]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-19919]



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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act; System of Records

ACTION: Proposed addition of a new system of records.

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SUMMARY: The Department of the Interior (DOI) is issuing public notice 
of its intent to create a Privacy Act (PA) system of records in its 
inventory of records systems subject to the Privacy Act of 1974. 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. The new system of records 
is captioned, ``Interior/DOI-16,'' and is titled, ``DOI LEARN.''
    5 U.S.C. 552a(e)(11) requires that the public be provided a 30-day 
period in which to comment on the agency's intended use of the 
information in the system of records. The Office of Management and 
Budget, in its Circular A-130, requires an additional 10-day period in 
which to make comments. Any persons interested in commenting on this 
proposed amendment may do so by submitting comments in writing to the 
Departmental Privacy Act Officer, U.S. Department of the Interior, 
Office of the Chief Information Officer, Mail Stop (MS)-5312-Main 
Interior Building (MIB), 1849 C Street, NW., Washington, DC 20240, 
(202) 219-0868 or by e-mail to Marilyn--Legnini@ios.doi.gov. Comments 
received within 40 days of publication in the Federal Register will be 
considered. The system will be effective as proposed at the end of the 
comment period unless comments are received which would require a 
contrary determination. The Department will publish a revised notice if 
changes are made based upon a review of comments received.

DATES: Submit comments by November 4, 2005. Records system will become 
effective on November 4, 2005 unless comments warrant a revision.

FOR FURTHER INFORMATION CONTACT: Marta Kelly, LMS Project Manager, 
Department of the Interior, phone (202) 208-3212 e-mail: Marta--
Kelly@mms.gov.

SUPPLEMENTARY INFORMATION: This notice announces a new Privacy Act 
system of records being implemented in conjunction with the Office of 
Personnel Management. The various bureaus, offices and programs within 
the Department of the Interior (DOI) offer unique training and 
education opportunities in the environmental, land management and 
conservation areas of study. These training services are provided to 
individuals and groups from the Department; other Federal agencies; 
State agencies; not-for-profit organizations; institutes of higher 
learning; international organizations or agencies and private citizens.
    DOI LEARN is an electronic system that will allow all prospective 
students to view training offered by the various Interior bureaus and 
offices. Interior employees will be able to access the system, apply 
for authorized instructor-led classes, create learning plans, perform 
training gap analyses, view and launch computer or web-based training 
(CBT/WBT), and apply for and track approval of third-party vendor 
training offered outside DOI LEARN by use of an electronic application 
and registration module.
    The Department of the Interior must collect certain personal 
information for all students in order to validate training records 
necessary for certification or for granting of college credit and to 
meet periodic reporting requirements mandated by the Office of the 
Personnel Management and Budget reports which typically include 
training expenses and student training days. Other information may be 
collected to comply with the American with Disabilities Act 
requirements to address facilities accommodations. Prospective students 
who are not Interior employees will submit their personal and billing 
information only when they decide upon a specific training class.
    Although the Department will collect and use the information that 
will reside in DOI LEARN, the physical database will be managed by the 
Office of Personnel Management (OPM) in conjunction with the E-Training 
initiative of the Presidents Management Agenda for E-Government.

    Dated: September 30, 2005.
Kathleen Wheeler,
Deputy Chief Human Capital Officer, Office of the Secretary.
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).

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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.

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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.
[FR Doc. 05-19919 Filed 10-4-05; 8:45 am]
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