Privacy Act of 1974; Amendment of Existing System of Records, 43772-43774 [E8-17250]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 73, Number 145 (Monday, July 28, 2008)]
[Notices]
[Pages 43772-43774]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-17250]


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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-86, ``Accounts Receivable.'' 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-
86, ``Accounts Receivable,'' 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 billing customers and 
debtors for amounts owed 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-86, ``Accounts Receivable: 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 the collection of debts. 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 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

[[Page 43773]]

are made based upon a review of comments received.

Linda Thomas,
Office of the Secretary Acting Privacy Officer.

SYSTEM NAME:
    Interior, DOI-86, ``Accounts Receivable: FBMS.''

SYSTEM LOCATION:
    Financial and Procurement Systems Division, Budget and Finance, 
National Business Center, MS D-2790, 7301 West Mansfield Avenue, 
Denver, CO 80235-2230.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals owing money to the Department of the Interior's (DOI) 
bureaus and offices, including employees of the Department, former 
employees of the Department, business firms, institutions, and private 
citizens.

    Note: Most of the records in this system that pertain to 
individuals contain information about ``sole proprietorships.'' 
However, some of the records which pertain to individuals also 
contain personal information. Only those records containing personal 
information are subject to the Privacy Act. The manual and automated 
filing systems in which these records are maintained also contain 
records concerning corporations and other business entities or 
organizations. These records, which do not pertain to individuals, 
are not subject to the Privacy Act.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, Taxpayer Identification Number, Social Security 
Number, telephone number, vendor code or number, amount of money owed, 
basis for inclusion in system (including itemization of goods and 
services received or provided, and/or overpayments or under payments 
made by them or provided to them.)

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5514; 31 U.S.C. 3701 and 3702; 31 U.S.C. 3711 et seq.; and 
26 U.S.C. 6402.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The primary purpose of the system is to bill debtors for amounts 
owed to DOI and to follow-up on unpaid debts.

    Note: 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 disclose debtor information to the Internal Revenue Service, 
or to another Federal agency or its contractor solely to aggregate 
information for the Internal Revenue Service to collect debts owed to 
the Federal government through the offset of tax refunds.
    (2) To consumer reporting agencies to facilitate collection of 
debts owed the Government.
    (3) To other Federal agencies for the purpose of collecting debts 
owed to the Federal government.
    (4) To any other Federal, state or local agency for the purpose of 
conducting an authorized computer matching program to identify and 
locate delinquent debtors for the recoupment of debts owed to the 
Department of the Interior.
    (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.

[[Page 43774]]

    (16) 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. 
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), 
vendor code or 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 records are generally retained and disposed of in accordance 
with General Records Schedule No. 6, Item No. 1, 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 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:
    Individuals owing money to the Department of the Interior bureaus 
and offices and standard finance and accounting documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

 [FR Doc. E8-17250 Filed 7-25-08; 8:45 am]
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