Privacy Act of 1974; Amendment of Existing System of Records, 43769-43772 [E8-17249]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 73, Number 145 (Monday, July 28, 2008)]
[Notices]
[Pages 43769-43772]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-17249]


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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.

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, OS-88, ``Travel Management 
Records.'' 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 use of records, storage and safeguard 
requirements, retrievability of records, and system managers(s) and 
addresses.

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, OS-
88, ``Travel Management Records,'' because the Department of the 
Interior (DOI) is in the process of replacing the electronic system 
used by the Office of the Secretary to manage the process of processing 
travel authorizations and claims with the Financial and Business 
Management System (FBMS). In the process, it is expanding the coverage 
of the system to include all of DOI's component bureaus and offices and 
renaming the system notice DOI-88, ``Travel Management: FBMS.''
    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 travel management. 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

[[Page 43770]]

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 the FBMS. DOI plans to complete its 
implementation of the 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-88, ``Travel Management: FBMS.''

    Note: This system complements GSA/GOVT-3 (Travel Charge Card 
Program) and GSA/GOVT-4 (Contracted Travel Services Program), the 
Government-wide systems for travel maintained by the General 
Services Administration. This notice incorporates by reference but 
does not repeat all of the information contained in GSA/GOVT--3 and 
GSA/GOVT-4.

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 travel services contractor(s) providing travel 
services for those individuals authorized to travel at government 
expense on official business for purposes of arranging transportation 
and lodging and providing end-to-end automated processing of travel 
authorizations and travel vouchers.
    (3) Relocation Services contractor(s) providing relocation services 
to individuals and their families that are being transferred to new 
duty locations anywhere within the continental United States and Puerto 
Rico.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Employees and former employees of the Department of the 
Interior's bureaus/offices.
    (2) Employees of independent agencies, councils, and commissions 
(which are supported, administratively, by the Department of the 
Interior).
    (3) Persons serving the Department in other capacities, without 
compensation, to the extent authorized under 5 U.S.C. 5703.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of individuals; Social Security Numbers and tax 
identification numbers; employee code or number, bank account 
information; government charge card account numbers; home addresses and 
telephone numbers; employment and pay information; e-mail addresses; 
expenses, vouchers and routine travel information (e.g., trip record 
number; destination; travel itinerary; mode and purpose of travel; 
date(s) of travel; passport and/or visa number(s); travel preferences; 
special needs; expenses incurred; advances received; claims; 
reimbursements; authorizations; etc.); charge card usage information; 
routine billing, payment, and property accountability information used 
in accounting and financial processing, which includes charge card 
transactions; contractor monthly reports showing charges to individual 
travel charge card accounts, account balances, and other data required 
to authorize, account for, and pay authorized travel transactions; and 
individual credit scores.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Chapter 57 and implementing Federal Travel Regulations (41 
CFR 300-304); and 31 U.S.C. 3511 and 3512.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary purpose of the records is to process travel 
authorizations and pay travel claims.
    Other disclosures outside the Department of the Interior may be 
made:
    (1) To the Department of the Treasury for payment of claims.
    (2) To the Department of State for passports.
    (3) To commercial travel services contractor(s) providing travel 
services for those individuals authorized to travel at government 
expense on official business for purposes of arranging transportation 
and lodging, and providing end-to-end automated processing of travel 
authorizations and travel vouchers.
    (4) To relocation services contractor(s) providing relocation 
services to individuals and their families that are being transferred 
to new duty locations anywhere within the continental United States and 
Puerto Rico.
    (5) To a travel charge card vendor bank/credit card company for the 
purpose of issuing credit cards and for billing purposes, including the 
collection of past due amounts.
    (6) To the General Services Administration in the form of listings, 
reports, and records of all transportation-related transactions, 
including refunds and adjustments, by the contractor, to enable audits 
of transportation related charges to the Government.
    (7) To consumer reporting agencies to obtain information pertaining 
to the individual credit scores of travel card applicants, and to 
facilitate the collection of debts owed the Government.
    (8) To other Federal agencies for the purpose of collecting debts 
owed to the Federal government.
    (9)(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.

[[Page 43771]]

    (10) 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.
    (11) 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.
    (12) 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.
    (13) 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.
    (14) 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.
    (15) 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.
    (16) 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.
    (17) 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.
    (18) 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.
    (19) To the Department of the Treasury to recover debts owed to the 
United States.
    (20) To the news media when the disclosure is compatible with the 
purpose for which the records were compiled.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12). 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, the 
travel charge card vendor bank, and the commercial travel services 
contractor or relocations services contractor. 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, organizational 
code, employee code or number (including travel charge card account 
number), and appropriation or fund to be credited.

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 the 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 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 travel records are generally retained and disposed of in 
accordance with General Records Schedule No. 9, Item No. 3, a new 
records schedule for the 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

[[Page 43772]]

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 Financial Management, Office of Surface 
Mining Reclamation and Enforcement, P.O. Box 25065, Denver Federal 
Center, Building 25, Room 1501, Denver, CO 80225-0065.
    (b) Chief, Finance Division, Minerals Management Service, Mail Stop 
2310, 381 Elden Street, Herndon, VA 20170-4817.
    (c) Chief, Division of Financial Management, U.S. Fish and Wildlife 
Service, Mail Stop 7029-43, 4401 North Fairfax Drive, Arlington, VA, 
22203.
    (d) Chief, Office of Financial Management, Indian Affairs, Ely S. 
Parker Building, 2051 Mercator Drive, Reston, VA 20191.
    (e) Finance Officer, Bureau of Land Management, Building 50, Denver 
Federal Center, P.O. Box 25047, Denver, CO 80225.
    (f) Manager, Finance and Accounting Division, Bureau of 
Reclamation, P.O. Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.
    (g) Finance Officer, Office of Financial Management, Office of the 
Secretary, 1849 C Street, NW., MS-2557 MIB, Washington, DC 20240.
    (h) Manager, Accounting Operations Center, National Park Service, 
13461 Sunrise Valley Drive, 2nd Floor, Herndon, VA 20171.
    (i) U.S. Geological Survey, Office of Accounting and Financial 
Management, Mail Stop 270, 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:
    Individual travelers on whom the records are maintained; 
supervisors of such individuals; employing offices; integrated travel 
charge card agency/organization program coordinators; commercial travel 
service contractors and relocation service contractors; and standard 
travel, finance and accounting documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E8-17249 Filed 7-25-08; 8:45 am]
BILLING CODE 4310-RK-P