Privacy Act of 1974; Amendment of Existing System of Records, 43766-43769 [E8-17248]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 73, Number 145 (Monday, July 28, 2008)]
[Notices]
[Pages 43766-43769]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-17248]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; Amendment of Existing System of Records

AGENCY: Office of the Secretary.

[[Page 43767]]


ACTION: Proposed amendment of existing Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974 (5 U.S.C. 552a), 
the Office of the Secretary of the Department of the Interior is 
issuing public notice of its intent to amend an existing Privacy Act 
system of records notice, Interior, DOI-90, ``Federal Financial 
System.'' The changes will update the name of the system, system 
location, categories of individuals covered by the system, categories 
of records in the system, routine uses of records, storage and 
safeguard requirements, retrievability of records, and system 
manager(s) and address(es).

DATES: Comments must be received by September 8, 2008.

ADDRESSES: Any persons interested in commenting on these proposed 
amendments to an existing system of records may do so by submitting 
comments in writing to the Office of the Secretary Acting Privacy Act 
Officer, Linda Thomas, U.S. Department of the Interior, MS-116 SIB, 
1951 Constitution Avenue, NW., Washington, DC 20240, or by e-mail to 
Linda_Thomas@nbc.gov.

FOR FURTHER INFORMATION CONTACT: Office of the Secretary Acting Privacy 
Act Officer, Linda Thomas, U.S. Department of the Interior, MS-116 SIB, 
1951 Constitution Avenue, NW., Washington, DC 20240, or by e-mail to 
Linda_Thomas@nbc.gov.

SUPPLEMENTARY INFORMATION: The Office of the Secretary is proposing to 
amend an existing Privacy Act system of records notice, Interior, DOI-
90, ``Federal Financial System,'' because the Department of the 
Interior (DOI) is in the process of replacing the Federal Financial 
System (FFS) with the Financial and Business Management System (FBMS). 
In the process, it is restricting the contents of this particular 
system of records to those pertaining to the acquisition of goods and 
services within DOI to identify more clearly the categories of records 
included in this system and the parties to whom these records may be 
disclosed on a routine basis, and renaming the system DOI-87, 
``Acquisition of Goods and Services: FBMS.'' Other portions of the 
records previously covered by Interior, DOI-90 will be covered by 
Interior, DOI-86, ``Accounts Receivable: FBMS,'' Interior, DOI-88, 
``Travel Management: FBMS,'' and Interior, DOI-89, ``Grants and 
Cooperative Agreements: FBMS.'' Interior, DOI-90 will be deleted upon 
final publication of all four of these notices.
    FBMS will provide the Department of the Interior with standard 
business practices supported by a single, integrated finance and 
administrative system for all bureaus; it will help DOI manage a 
variety of business functions, including the acquisition of goods and 
services. FBMS takes a comprehensive approach to improving the current 
business functions in its core systems by replacing DOI's current 
computer systems with modern software. The combination of standardized 
business practices and enhanced computer system functionality will 
enable DOI's bureaus and offices to improve service to their customers 
and to operate more efficiently. Benefits gained from implementing this 
suite of applications will include the ability to access and share 
real-time, accurate business information; to support effective business 
decisions for mission delivery; to issue accurate financial reports and 
analysis of managerial data; to support timely decision-making in the 
field; to free-up more time for mission-focused activities; to focus on 
value-added analysis rather than data gathering; and to eliminate 
redundant administrative tasks and multiple login screens.
    DOI has adopted a multi-year, phased approach to implementing FBMS, 
both in terms of functionality, and in terms of the migration of the 
Department's component bureaus and offices from FFS and other 
associated systems, to FBMS. DOI plans to complete its implementation 
of FBMS by calendar year 2013.
    Towards that end, these amendments 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.

Linda Thomas,
Office of the Secretary Acting Privacy Officer.

SYSTEM NAME:
    Interior, DOI-87, ``Acquisition of Goods and Services: FBMS.''

    Note: This system complements GSA/GOVT-6, the GSA SmartPay 
Purchase Charge Card Program maintained by the General Services 
Administration. This notice incorporates by reference but does not 
repeat all of the information contained in GSA/GOVT-6.

SYSTEM LOCATION:
    (1) Financial and Procurement Systems Division, Budget and Finance, 
National Business Center, MS D-2790, 7301 West Mansfield Avenue, 
Denver, CO 80235-2230.
    (2) Commercial credit card contractor(s) maintaining information on 
employee usage of the integrated charge card's purchase and fleet 
business lines.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Employees of the Department of the Interior's bureaus/offices 
who use the Government charge card for the purchase and fleet business 
lines.
    (2) Individual and corporate vendors, consultants, contractors, 
etc. from whom goods and services are acquired.

    Note: This system contains records relating to corporations and 
other business entities. However, only records containing personal 
information relating to individuals are subject to the Privacy Act.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of individuals; Employee Identification Numbers and taxpayer 
identification numbers; Social Security Numbers; bank account 
information, Electronic Funds Transfer (EFT) data; business addresses 
(including ZIP Codes) and, as applicable, organizational codes; home 
addresses and telephone numbers (individuals); Government charge card 
numbers; e-mail addresses; billing, payment, and property 
accountability information; Dun and Bradstreet (DUNS) number; 
contractor monthly reports showing charges to individual accounts, 
account balances, and other data required to authorize, account for, 
and pay authorized purchase and fleet transactions; NAICS Codes, socio-
economic business categories.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Chapter 1 of Title 48, CFR Chapter 1 (Federal Acquisition 
Regulation).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The primary use of the records is to maintain accounting and 
financial information associated with the acquisition of goods and 
services. Specifically, records are used:
    (1) For paying creditors.
    (2) For accounting for goods and services provided and received.
    (3) For accounting for funds paid and received.
    Records in this system are subject to use in approved computer 
matching programs authorized under the Privacy Act of 1974, as amended, 
for debt collection purposes.
    Other disclosures outside the Department of the Interior may be 
made:
    (1) To the Department of the Treasury for payment of claims.
    (2) To other Federal agencies for the purpose of collecting debts 
owed to the Federal government.

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    (3) To a Government charge card company for the purpose of issuing 
credit cards and for billing purposes, including the collection of past 
due amounts.
    (4) To consumer reporting agencies to facilitate the collection of 
debts owed the Government.
    (5)(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.
    (6) 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.
    (7) 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.
    (8) 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.
    (9) 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.
    (10) 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.
    (11) 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.
    (12) 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.
    (13) 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 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.
    (14) 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.
    (15) To the Department of the Treasury to recover debts owed to the 
United States.
    (16) To the news media when the disclosure is compatible with the 
purpose for which the records were compiled.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a 
consumer reporting agency as 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 maintained in manual, microfilm, microfiche, 
electronic, imaged, and computer printout form. Electronic records are 
stored on magnetic media at the central computer processing center and 
at facilities maintained by commercial credit card contractor(s). 
Original input documents are stored in standard office filing equipment 
and/or as imaged documents on magnetic media at all locations which 
prepare and provide input documents and information for data 
processing.

RETRIEVABILITY:
    Records are retrieved by name, Social Security Number/Employee 
Identification Number/Taxpayer Identification Number (individuals), 
organizational code, vendor code, DUNS Number, and transaction number.

SAFEGUARDS:
    FBMS 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: Paper or micro format records are maintained 
in locked file cabinets and/or in secured 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. A Privacy Impact 
Assessment was completed for FBMS 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 FBMS are required to complete Privacy

[[Page 43769]]

Act, Federal Records Act, and Security Awareness training prior to 
being given access to the system, and on an annual basis, thereafter.

RETENTION AND DISPOSAL:
    While records are generally retained and disposed of in accordance 
with General Records Schedule No. 3, a new records schedule for FBMS is 
in process in the Office of the Secretary.

SYSTEM MANAGER(S) AND ADDRESS:
    (1) The following co-system owners have overall responsibility for 
the Financial and Business Management System:
    (a) Director, Office of Acquisition and Property Management, U.S. 
Department of the Interior, Office of the Secretary, 1849 C Street NW., 
MS-2607 MIB, Washington, DC 20240; and
    (b) Director, Office of Financial Management, U. S. Department of 
the Interior, Office of the Secretary, 1849 C Street, NW., MS-2557, 
Washington, DC 20240.
    (2) The following system manager has responsibility for the 
management and operation of the computing center on which the Financial 
and Business Management System is being implemented: Chief, Financial 
and Procurement Systems Division, Budget and Finance, National Business 
Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
    (3) The following Department of the Interior bureau/office system 
managers have responsibility for the data input into and maintained on 
the Financial and Business Management System by or for their respective 
bureaus/offices:
    (a) Chief, Division of Administration, Office of Surface Mining 
Reclamation and Enforcement, 1951 Constitution Ave., NW., MS222, 
Washington DC 20240.
    (b) Chief, Procurement Division, Minerals Management Service, Mail 
Stop 2310, 381 Elden Street, Herndon, VA 20170-4817.
    (c) Chief, Division of Contracting and Facilities Management, U. S. 
Fish and Wildlife Service, Mail Stop 7118-43, 4401 North Fairfax Drive, 
Arlington, VA, 22203.
    (d) Director, Acquisition and Property Management, Indian Affairs, 
Ely S. Parker Building, 2051 Mercator Drive, Reston, VA 20191.
    (e) Division of Property, Acquisition and Headquarters Services, 
Bureau of Land Management, 1620 L Street, NW., 10th Floor, Washington, 
DC 20240.
    (f) Manager, Acquisition and Assistance Management, Bureau of 
Reclamation, PO Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.
    (g) Chief, Acquisitions Services Directorate, National Business 
Center, Office of the Secretary, 1849 C Street, NW., MS-2557 MIB, 
Washington, DC 20240.
    (h) Chief of Contracting, Contracting Office, Denver Service 
Center, National Park Service, 12795 W. Alameda Parkway, Suite 130, 
Denver, CO 80225.
    (i) U.S. Geological Survey, Chief, Office of Acquisition and 
Grants, Mail Stop 205, 12201 Sunrise Valley Drive, Reston, VA 20192.
    (j) Chief, Accounting Operations Division, National Business 
Center, 7301 West Mansfield Avenue, Mail Stop D-2770, Denver, CO 80235-
2230.

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 requirements of 43 CFR 2.60.

RECORDS ACCESS PROCEDURES:
    An individual requesting access to records maintained 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 requirements of 43 CFR 2.63.

CONTESTING RECORDS PROCEDURES:
    An individual requesting amendment of a record maintained 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 requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Individuals on whom the records are maintained; contracting 
officers; finance and accounting personnel (certifying officials); 
commercial credit card contractor(s), and acquisition, finance, and 
accounting documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E8-17248 Filed 7-25-08; 8:45 am]
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