Privacy Act of 1974; Addition of a New System of Records; USDA/OES, Enterprise Content Management, 58365-58367 [06-8418]

Agencies

• Office of the Secretary
• DEPARTMENT OF AGRICULTURE

[Federal Register Volume 71, Number 191 (Tuesday, October 3, 2006)]
[Notices]
[Pages 58365-58367]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-8418]


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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]
BILLING CODE 3410-01-M