Privacy Act of 1974; as Amended; Revisions to an Existing System of Records, 49004-49006 [E9-23109]

Agencies

• Office of the Secretary
• DEPARTMENT OF THE INTERIOR

[Federal Register Volume 74, Number 185 (Friday, September 25, 2009)]
[Notices]
[Pages 49004-49006]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-23109]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; as Amended; Revisions to an Existing System 
of Records

AGENCY: Office of the Secretary, National Business Center, Aviation 
Management Directorate, Interior.

ACTION: Notice of revisions to an existing System of Records notice.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Office of the Secretary, National Business Center, 
Aviation Management Directorate (AMD) is issuing public notice of its 
intent to modify an existing Privacy Act system of records, INTERIOR 
OS-12, ``Official Pilot Folders,'' (previously also known as AAS-97, 
``Pilot Flight Time Report'', and as OAS-1, ``Official Pilot Folder''). 
The revisions will reflect the reorganization of the previous Office of 
Aircraft Services, with changes in office names, locations, contact 
numbers, and will also standardize the name and number of the system of 
records.

DATES: Comments must be received by November 4, 2009.

ADDRESSES: Any person interested in commenting on this amendment may do 
so by submitting comments in writing to the Office of the Secretary 
Privacy Act Officer at U.S. Department of the Interior, Office of the 
Secretary, Privacy Officer, 1951 Constitution Avenue, NW., MS 116 SIB, 
Washington, DC 20240; or e-mailing comments to Linda_Thomas@nbc.gov. 
Before including your address, phone number, e-mail address, or other 
personal identifying information in your comment, you should be aware 
that your entire comment--including your personal identifying 
information--may be made publicly available at any time. While you can 
ask us in your comment to withhold your personal identifying 
information from public review, we cannot guarantee that we will be 
able to do so.

FOR FURTHER INFORMATION CONTACT: Associate Director, National Business 
Center, Aviation Management, 300 E. Mallard Drive, Suite 200, Boise, ID 
83706. You may also telephone (208) 433-5000.

SUPPLEMENTARY INFORMATION: The Office of the Secretary, National 
Business Center, Aviation Management Directorate maintains and is 
proposing to amend the system of notice for OS-12, ``Official Pilot 
Folders'' (formerly OAS-97, ``Pilot Flight Time Report'', OAS-1, 
``Official Pilot Folder''). The amendments are to identify that the 
Office of Aircraft Services was reorganized under the Office of the 
Secretary, National Business Center as the Aviation Management 
Directorate (AMD). AMD's area offices were re-categorized as regional 
offices; and locations and contact numbers were changed. Additionally, 
the system designation is clarified to be OS-12, ``Official Pilot 
Folders.'' The system changes 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.

    Dated: September 21, 2009.
Linda S. Thomas,
Privacy Officer, Office of the Secretary.
SYSTEM NAME:
    Official Pilot Folders, OS-12.

SYSTEM LOCATIONS:
    (1) Office of the Secretary, National Business Center, Aviation 
Management Directorate, 300 E. Mallard Drive, Suite 200, Boise, ID 
83706;
    (2) Office of the Secretary, National Business Center, Aviation 
Management Directorate, Alaska Regional Office, 4405 Lear Court, AK 
95502-1052.

[[Page 49005]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Professional, dual-function, and incidental pilots employed by 
Department of the Interior bureaus and offices.

CATEGORIES OF RECORDS COVERED BY THE SYSTEM:
    The system contains information relative to certificates, 
qualifications, experience levels, flight activity, currency and 
proficiency of the pilots employed by the Department.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; Reorganization Plan 3 of 1950; FAA Regulations at 14 
CFR Parts 1, 61, and 91; Department of the Interior Manual at 350 
Departmental Manual 1 and following.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USER AND THE PURPOSES OF SUCH USES:
    The primary use of the records is to determine pilot qualifications 
and to monitor compliance with Office of the Secretary, National 
Business Center, Aviation Management Directorate directives and Federal 
Aviation Regulations. Disclosure outside the Department of the Interior 
may be made without the consent of the individual to whom the record 
pertains under the following routine uses:
    (1)(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.
    (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 
the 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, pilot qualification card, 
contract, grant or other benefit, when the disclosure is compatible 
with the purpose for 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) 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.
    (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.
    (12) To the news media when the disclosure is compatible with the 
purpose for which the records were compiled.
    (13) To a consumer reporting agency if the disclosure requirements 
of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have 
been met.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in manual and automated form. Any electronic 
records will be maintained at the offices of the above system locations 
on the Aviation Management Directorate's local area network server. Any 
paper records will be maintained within locked offices at the same 
locations.

RETRIEVABILITY:
    Records may be retrieved by Social Security number, name, agency or 
location.

SAFEGUARDS:
    Access to and use of these records is limited to those persons 
whose official duties require such access. Records are maintained in 
accordance with 43 CFR 2.51. Additional safeguards are as follows:

TECHNICAL SECURITY:
    Access to records is limited to Departmental and contract personnel 
who are granted password access, and have an official need to use the 
records in the performance of their duties in accordance with 
requirements found in the DOI's Privacy Act regulations (43 CFR 2.51). 
Additionally, electronic records are protected by a firewall, network 
authentication (secure server), encryption, and file integrity auditing 
software meeting the requirements of 43 CFR 2.51 which conform to 
Office of Management and Budget and

[[Page 49006]]

Departmental guidelines reflecting the implementation of the Federal 
Information Security Management Act.

PHYSICAL SECURITY:
    Each geographic location is physically secured by entry access 
cards. When data is not in use by authorized personnel, paper and 
microfiche records are stored in locked file cabinets or in secured 
rooms. Electronically stored records are protected from unauthorized 
access through use of access codes, entry logs, and other system-based 
protection methods. The computer servers in which records are stored 
are located in computer facilities that are secured by alarm systems 
and off-master key access. A Privacy Act Warning Notice appears where 
records containing information on individuals are stored or displayed. 
Backup tapes are stored in a locked and controlled room in a secure, 
off-site location.

ADMINISTRATIVE SECURITY:
    Only persons with need to access these files to accomplish their 
work are able to access them. All Departmental and/or contract 
employees must undergo mandatory records, security, and IT training 
before access is granted, and annually thereafter. They also sign Rules 
of Behavior that include proper use and safeguarding of information in 
systems before having access to agency systems. Such rules apply to be 
contractors and regular Departmental employees. Finally, all work on 
this system occurs in government offices with appropriate supervision 
by Federal employees.

RETENTION AND DISPOSAL:
    Records will be disposed of in accordance with the National 
Archives and Records Administration (NARA) Records Schedule for these 
records, 7558.4, which was approved by NARA June 5, 2009 under its job 
number N1-048-09-2. That schedule states: ``Destroy 7 years after cut-
off or when no longer needed, whichever is later.''

SYSTEM MANAGERS AND ADDRESSES:
    (1) Associate Director, Office of the Secretary, National Business 
Center, Aviation Management Directorate, 300 E. Mallard Drive, Suite 
200, Boise, ID 83706;
    (2) Regional Director, Office of the Secretary, National Business 
Center, Aviation Management Directorate, Alaska Regional Office, 4405 
Lear Court AK 95502-1052.

NOTIFICATION PROCEDURES:
    An individual requesting notification of the existence of records 
on himself or herself should send a signed, written inquiry to the 
Systems Manager identified above. The request envelope and letter 
should both be clearly marked ``PRIVACY ACT INQUIRY.'' A request for 
notification must meet the requirements of 43 CFR 2.60.

RECORDS ACCESS PROCEDURES:
    An individual requesting records on himself or herself should send 
a signed, written inquiry to the Systems Manager identified above. The 
request should describe the records sought as specifically as possible. 
The request envelope and letter should both be clearly marked ``PRIVACY 
ACT REQUEST FOR ACCESS.'' A request for access must meet the 
requirements of 43 CFR 2.63.

CONTESTING RECORDS PROCEDURES:
    An individual requesting corrections or the removal of material 
from his or her records should send a signed, written request to the 
System Manager identified above. A request for corrections or removal 
must meet the requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Information in this system comes from the individuals to whom it 
applies: professional, dual-function and incidental pilots employed by 
Interior bureaus/offices.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E9-23109 Filed 9-24-09; 8:45 am]
BILLING CODE 4310-RM-P