Privacy Act of 1974, As Amended; Establishment of a New System of Records, 43775-43777 [E8-17264]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 73, Number 145 (Monday, July 28, 2008)]
[Notices]
[Pages 43775-43777]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-17264]



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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974, As Amended; Establishment of a New System of 
Records

AGENCY: Office of the Secretary.

ACTION: Proposed establishment of a new system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Department of the Interior is issuing public notice 
of its intent to add a new Privacy Act system of records notice to its 
inventory: Interior, DOI-89, ``Grants and Cooperative Agreements: 
FBMS.'' This new notice covers records previously covered in Privacy 
Act system of records notice Interior, DOI-90, ``Federal Financial 
System.''

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

ADDRESSES: Any persons interested in commenting on this new, proposed 
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 records covered by this notice were 
previously covered by another Privacy Act System of Records Notice: 
Interior, DOI-90, ``Federal Financial System.'' The Office of the 
Secretary is proposing to establish a separate notice to cover records 
relating to grants and cooperative agreements 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.
    The Office of the Secretary is proposing to establish this notice 
at this time 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), and because Interior, 
DOI-90 is being amended to cover only those records relating to DOI's 
acquisition of goods and services. Upon its amendment, Interior DOI-90 
will be renamed 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,'' and 
Interior, 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 the awarding of grants and 
establishing of cooperative agreements. 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, this new system 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-89, ``Grants and Cooperative Agreements: 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:
    Individual and corporate recipients of grants and cooperative 
agreement awards.

    Note: This system contains records relating to non-profit and 
not-for-profit institutions, as well as 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; Social Security Numbers; tax identification 
numbers; recipient addresses, email addresses, telephone, and fax 
numbers; and payment information used in accounting and financial 
processing of grant and cooperative agreement awards.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5701 et seq.

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 award and manage grant and 
cooperative agreement awards.
    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 Health and Human Services in the form of 
grant and cooperative agreement announcements and application packages.
    (3) To the Department of Commerce in the form of reports listing 
all grant and cooperative agreement awards.
    (4) To other Federal agencies for the purpose of collecting debts 
owed to the Federal 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;

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    (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. 
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 document award number and recipient name 
or Social Security Number/Taxpayer Identification Number (individuals).

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. 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,

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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:
    Grant and cooperative agreement award recipients; grants and 
cooperative agreement officers, finance and accounting personnel 
(certifying officials); and application, award, finance, and accounting 
documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E8-17264 Filed 7-25-08; 8:45 am]
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