Privacy Act of 1974, as Amended; Establishment of a New System of Records, 40597-40599 [E8-16099]

Agencies

• DEPARTMENT OF THE INTERIOR
• Bureau of Indian Affairs
• Indian Affairs Bureau

[Federal Register Volume 73, Number 136 (Tuesday, July 15, 2008)]
[Notices]
[Pages 40597-40599]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-16099]


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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.

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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