Privacy Act System of Records, 23810-23812 [2011-10202]

Agencies

• FEDERAL COMMUNICATIONS COMMISSION

[Federal Register Volume 76, Number 82 (Thursday, April 28, 2011)]
[Notices]
[Pages 23810-23812]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-10202]


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FEDERAL COMMUNICATIONS COMMISSION


Privacy Act System of Records

AGENCY: Federal Communications Commission (FCC or Commission).

ACTION: Notice; one new Privacy Act system of records.

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SUMMARY: Pursuant to subsection (e)(4) of the Privacy Act of 1974, as 
amended (5 U.S.C. 552a), the FCC proposes to add

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a new system of records, FCC/OLA-1, ``Legislative Management Tracking 
System (LMTS).'' The FCC's Office of Legislative Affairs (OLA) will use 
the information contained in FCC/OLA-1 to cover the personally 
identifiable information (PII) in the Commission's Legislative 
Management Tracking System (LMTS). OLA uses LMTS to store, track, and 
manage correspondence from the members of the U.S. House of 
Representatives and the U.S. Senate and the President of the United 
States and the Vice President of the United States. This correspondence 
may include attachments that could contain PII from individuals 
(members of the public at large) who contacted their Congressional 
Representative(s) and/or Senator(s) and/or the President and/or the 
Vice President concerning various telecommunications issues affecting 
them, e.g., telephone and cable bills, etc. In addition, FCC employees 
may be seeking Congressional assistance with their personal employment 
issues at the Commission, e.g., hiring and promotion matters, etc.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (e)(11) of the 
Privacy Act, as amended, any interested person may submit written 
comments concerning this new system of records on or before May 31, 
2011. The Administrator, Office of Information and Regulatory Affairs 
(OIRA), Office of Management and Budget (OMB), which has oversight 
responsibility under the Privacy Act to review the system of records, 
and Congress may submit comments on or before June 7, 2011. The 
proposed new system of records will become effective on June 7, 2011 
unless the FCC receives comments that require a contrary determination. 
The Commission will publish a document in the Federal Register 
notifying the public if any changes are necessary. As required by 5 
U.S.C. 552a(r) of the Privacy Act, the FCC is submitting reports on 
this proposed new system to OMB and Congress.

ADDRESSES: Address comments to Leslie F. Smith, Privacy Analyst, 
Performance Evaluation and Records Management (PERM), Room 1-C216, 
Federal Communications Commission (FCC), 445 12th Street, SW., 
Washington, DC 20554, or via the Internet at Leslie.Smith@fcc.gov.

FOR FURTHER INFORMATION CONTACT: Contact Leslie F. Smith, Performance 
Evaluation and Records Management (PERM), Room 1-C216, Federal 
Communications Commission (FCC), 445 12th Street, SW., Washington, DC 
20554, (202) 418-0217, or via the Internet at Leslie.Smith@fcc.gov.

SUPPLEMENTARY INFORMATION: As required by the Privacy Act of 1974, as 
amended, 5 U.S.C. 552a(e)(4) and (e)(11), this document sets forth 
notice of the proposed new system of records maintained by the FCC. 
This notice is a summary of the more detailed information about the 
proposed new system of records, which may be viewed at the location 
given above in the ADDRESSES section. The purpose for adding this new 
system of records, FCC/OLA-1, ``Legislative Management Tracking System 
(LMTS),'' is to cover the personally identifiable information (PII) in 
the Commission's Legislative Management Tracking System (LMTS). OLA 
uses LMTS to store, track, and manage correspondence from members of 
the U.S. House of Representatives and the U.S. Senate and the President 
of the United States and the Vice President of the United States. This 
correspondence may include attachments that could contain personally 
identifiable information (PII) from individuals (members of the public 
at large) who contacted their Congressional Representative(s) and/or 
Senator(s) and/or the President and/or the Vice President concerning 
various telecommunications issues affecting them, e.g., telephone and 
cable bills, etc. In addition, FCC employees may be seeking 
Congressional assistance with their personal employment issues at the 
Commission, e.g., hiring and promotion matters, etc.
    This notice meets the requirement documenting the proposed new 
system of records that is to be added to the systems of records that 
the FCC maintains, and provides the public, OMB, and Congress with an 
opportunity to comment.
FCC/OLA-1

SYSTEM NAME: Legislative Management Tracking System (LMTS).
SECURITY CLASSIFICATION:
    The FCC's Security Operations Center (SOC) has not assigned a 
security classification to this system of records.

SYSTEM LOCATION:
    Office of Legislative Affairs (OLA), Federal Communications 
Commission (FCC), 445 12th Street, SW., Washington, DC 20554.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The categories of individuals in the Legislative Management 
Tracking System (LMTS) include members of the U.S. House of 
Representatives and the U.S. Senate, the President of the United 
States, the Vice President of the United States, members of the public 
at large, and FCC employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The categories of records in the Legislative Management Tracking 
System (LMTS), including any attachments, may include:
    1. Members of the public at large: individual's name, home address, 
home telephone number(s), personal cell phone number(s), account 
number(s) for telephone, cell phone, cable television, and satellite 
television services, and other, miscellaneous information that an 
individual may include in his/her Congressional (constituent) 
complaint(s) and/or consumer complaints, etc.; and
    2. FCC employees: individual's name, home address, home telephone 
number(s), personal cell phone number(s), FCC employment records, and 
other miscellaneous, information that a Commission employee may include 
in a complaint to his/her Senator(s) and/or Congressional 
representative(s) and/or to the President and/or Vice President.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3101; and 47 U.S.C. 154(i), (j), and (k), 
and 47 U.S.C. 155(a).

PURPOSE(S):
    OLA uses the Legislative Management Tracking System (LMTS) to 
store, track, and manage correspondence from the members of the U.S. 
House of Representatives and the U.S. Senate and the President of the 
United States and the Vice President of the United States. This 
correspondence may include attachments that could contain PII from 
individuals (members of the public at large) who contacted their 
Congressional Representative(s) and/or Senator(s) and/or the President 
and/or the Vice President concerning various telecommunications issues 
affecting them, e.g., telephone and cable bills, etc. In addition, FCC 
employees may be seeking Congressional assistance with their personal 
employment issues at the Commission, e.g., hiring and promotion 
matters, etc.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Information about individuals in this system of records may 
routinely be disclosed under the following conditions:
    1. Congressional Inquiries--When requested by a Congressional 
office in response to an inquiry that an individual made to the 
Congressional office for his/her own records or for the adjudication of 
consumer complaints,

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e.g., telephone and/or cable bills, etc, or other miscellaneous FCC-
related matters, such as licensing issues, etc.;
    2. Executive Branch Inquiries--When requested by the Executive 
Branch of the U.S. Government in response to an inquiry that an 
individual made to the President of the United States and/or the Vice 
President of the United States in response to an inquiry that the 
individual made to the Executive Branch for assistance with various 
telecommunications issues affecting them;
    3. Government-wide Program Management and Oversight--When requested 
by the National Archives and Records Administration (NARA) for the 
purpose of records management inspections conducted under authority of 
44 U.S.C. 2904 and 2906; when the U.S. Department of Justice (DOJ) is 
contacted in order to obtain that department's advice regarding 
disclosure obligations under the Freedom of Information Act; or when 
the Office of Management and Budget (OMB) is contacted in order to 
obtain that office's advice regarding obligations under the Privacy 
Act; and
    4. Breach Notification--A record from this system may be disclosed 
to appropriate agencies, entities, and persons when (1) the Commission 
suspects or has confirmed that the security or confidentiality of 
information in the system of records has been compromised; (2) the 
Commission has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether 
maintained by the Commission or another agency or entity) that rely 
upon the compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Commission's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.
    In each of these cases, the FCC will determine whether disclosure 
of the records is compatible with the purpose for which the records 
were collected.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The information in the Legislative Management Tracking System 
(LMTS) includes paper documents, records, and files that are stored in 
file cabinets in the OLA office suite, and electronic records, files, 
and data that are stored in the FCC's computer network databases.

RETRIEVABILITY:
    Information in the Legislative Management Tracking System (LMTS) is 
retrieved by the correspondence log-in file number, Congressional 
Representative's name, and/or type of complaint, etc. Regardless of the 
circumstances, OLA always redacts the Social Security Number and 
birthdate before entering a document into LMTS. Other personally 
identifiable information (PII) in an attachment may also be redacted 
prior to filing the correspondence if it is not relevant to the 
complaint or inquiry.

SAFEGUARDS:
    The paper documents are maintained in file cabinets that are 
located in the OLA office suite, whose access is through a card-coded 
main door. Access to these files is restricted to authorized OLA 
supervisors and staff.
    Access to the electronic files, which are housed in the FCC's 
computer network databases, is restricted to authorized OLA supervisors 
and staff and to the Information Technology Center (ITC) staff and 
contractors, who maintain the FCC's computer network. Other FCC 
employees and contractors may be granted access on a ``need-to-know'' 
basis. The FCC's computer network databases are protected by the FCC's 
security protocols, which include controlled access, passwords, and 
other security features. Information resident on the OLA database 
servers is backed-up routinely onto magnetic media. Back-up tapes are 
stored on-site and at a secured, off-site location.

RETENTION AND DISPOSAL:
    Pursuant to FCC records schedule N1-173-03-2, item 5, information 
in the Legislative Management Tracking System (LMTS) is retained at the 
FCC for three years after cut-off at the end of each calendar year. The 
documents relating to FCC policy, e.g., Chairman correspondence, etc., 
are then transferred to the National Archives and Records 
Administration (NARA). The paper documents, records, and files are 
destroyed by shredding. The electronic records, data, and files 
(electronic storage media) are destroyed physically or by electronic 
erasure.

SYSTEM MANAGER(S) AND ADDRESS:
    Address inquiries to the Office of Legislative Affairs (OLA), 
Federal Communications Commission (FCC), 445 12th Street, SW., 
Washington, DC 20554.

NOTIFICATION PROCEDURE:
    Address inquiries to the Office of Legislative Affairs (OLA), 
Federal Communications Commission (FCC), 445 12th Street, SW., 
Washington, DC 20554.

RECORD ACCESS PROCEDURES:
    Address inquiries to the Office of Legislative Affairs (OLA), 
Federal Communications Commission (FCC), 445 12th Street, SW., 
Washington, DC 20554.

CONTESTING RECORD PROCEDURES:
    Address inquiries to the Office of Legislative Affairs (OLA), 
Federal Communications Commission (FCC), 445 12th Street, SW., 
Washington, DC 20554.

RECORD SOURCE CATEGORIES:
    The sources for the information in the Legislative Management 
Tracking System are the Congressional and Executive Branch 
correspondence, including attachments, which may include complaints 
related to telephone, wireless, and cable billing or service; licensing 
inquiries; or other inquiries on issues under FCC jurisdiction, etc., 
submitted by constituents (members of the public at large); or 
personnel actions or complaints from constituents who are FCC 
employees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

Federal Communications Commission.
Avis Mitchell,
Information Specialist.
[FR Doc. 2011-10202 Filed 4-27-11; 8:45 am]
BILLING CODE 6712-01-P