Privacy Act of 1974, as Amended; Notice of a New System of Records, 55284-55287 [2013-21955]
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Federal Register / Vol. 78, No. 175 / Tuesday, September 10, 2013 / Notices
Therefore, in accordance with 5 CFR
1320.8(d)(1), HUD is soliciting
comments from members of the public
and interested parties on:
(1) Whether the documents identified
by HUD for originally signed, hard copy
submission are necessary in such format
for proper performance of the
transactions in which the documents are
used;
(2) Whether any of the documents not
identified as necessary for originally
signed, hard copy submission should be
submitted only in originally signed,
hard copy;
(3) The accuracy of the agency’s
estimate of the reduced burden and
reduced costs for submission of
documents electronically;
(4) Whether electronic submission of
application documents enhances the
utility and efficiency of the transactions
in which the documents are used;
(5) Whether electronic submission of
other documents enhances the utility
and efficiency of the transactions in
which the documents are used; and
(6) Additional ways, through
information technology, to minimize the
burden of the collection of information
on those who are to respond.
Interested persons are invited to
submit comments regarding the
information collection requirements in
this proposal. Comments must be
received by November 12, 2013.
Comments must refer to the proposal by
name and docket number (FR–5354–N–
01) and must be sent to:
HUD Desk Officer, Office of
Management and Budget, New
Executive Office Building,
Washington, DC 20503, Fax number:
(202) 395–6947, and
Colette Pollard, Office of the Chief
Information Officer, Department of
Housing and Urban Development, 451
Seventh Street SW., Room 4178,
Washington, DC 20410.
Dated: September 4, 2013.
Laura M. Marin,
Associate General Deputy Assistant Secretary
for Housing—Associate Deputy Federal
Housing Commissioner.
[FR Doc. 2013–22024 Filed 9–9–13; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
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Office of the Secretary
[XXXD4523WD DWDFSE000.RV0000
DS68664000]
Privacy Act of 1974, as Amended;
Notice of a New System of Records
Office of the Secretary,
Department of the Interior.
AGENCY:
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Notice of creation of a new
system of records.
ACTION:
Pursuant to the provisions of
the Privacy Act of 1974, as amended,
the Department of the Interior is issuing
a public notice regarding the
Department of the Interior system of
records titled ‘‘Oracle Federal
Financials.’’ The Oracle Federal
Financials application is a financial
software package that clients may use to
perform budgeting, purchasing, and
procurement functions. The related
system of records contains information
relating to corporations and other
business entities as well as individuals.
Records in this system are subject to the
Privacy Act only if they are about an
individual within the meaning of the
Act, and not if they are about a business
or other non-individual.
DATE: Comments must be received by
October 21, 2013. This new system will
be effective October 21, 2013.
ADDRESSES: Submit comments either by
mail or by hand-delivery to the OS/IBC
Privacy Act Officer, U.S. Department of
the Interior, 1849 C Street NW., Mail
Stop 2650 MIB, Washington, DC 20240;
or by email to privacy@IBC.gov.
FOR FURTHER INFORMATION CONTACT:
Chief, Application Management Branch,
Finance & Procurement Systems
Division, U.S. Department of the
Interior, Interior Business Center, 625
Herndon Parkway, Herndon, VA 20170,
or by telephone at (703) 735–4131.
SUPPLEMENTARY INFORMATION:
SUMMARY:
I. Background
The Department of the Interior’s (DOI)
Interior Business Center (IBC) is a
service provider that performs services
for other Federal government agencies,
both inside and outside the DOI. The
IBC’s service offerings include
providing and maintaining various
types of business management systems
for its clients, including human
resources and financial management
applications. The Oracle Federal
Financials (OFF) application will offer
IBC clients a suite of customized Oracle
financial management modules that
combine to provide a comprehensive
financial software package. The OFF
modules address budgeting, purchasing,
Federal procurement, accounts payable,
fixed assets, general ledger, inventory,
and accounts receivable. The OFF
application is hosted by the IBC; each
client agency accesses the system
remotely to populate and manage its
own data. Clients can contract with the
IBC for an OFF package that includes a
full set of modules or for a more limited
set. The IBC is responsible for system
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administration functions, while each
client has one or more designated
managers who are responsible for
maintaining the client’s data in the OFF
system.
Some OFF records are covered by
three existing system of records notices
(SORNs), which are GSA/GOVT–3,
Travel Charge Card Program; GSA/
GOVT–4, Contracted Travel Services
Program; and GSA/GOVT–6, GSA
SmartPay Purchase Charge Card
Program. This notice incorporates GSA/
GOVT–3, GSA/GOVT–4, and GSA/
GOVT–6 by reference.
Client data maintained within the
OFF System is covered by this SORN.
Clients that remove records from OFF
for use outside of the system will be
responsible for ensuring the use of the
records is consistent with this SORN, or
other published SORN, as indicated
above, and the requirements of the
Privacy Act.
The system will be effective as
proposed on October 21, 2013, unless
comments are received which would
require a contrary determination. DOI
will publish a revised notice if changes
are made based upon a review of the
comments received.
II. Privacy Act
The Privacy Act of 1974, as amended,
embodies fair information practice
principles in a statutory framework
governing the means by which Federal
agencies collect, maintain, use, and
disseminate individuals’ personal
information. The Privacy Act applies to
information that is maintained in a
‘‘system of records.’’ A ‘‘system of
records’’ is a group of any records under
the control of an agency for which
information is retrieved by the name of
an individual or by some identifying
number, symbol, or other identifying
particular assigned to the individual.
The Privacy Act defines an individual
as a United States citizen or lawful
permanent resident. As a matter of
policy, DOI extends Privacy Act
protections to all individuals.
Individuals may request access to their
own records that are maintained in a
system of records in the possession or
under the control of DOI by complying
with DOI Privacy Act Regulations, 43
CFR Part 2.
The Privacy Act requires each agency
to publish in the Federal Register a
description denoting the type and
character of each system of records that
the agency maintains and the routine
uses made of the information in each
system. The purposes of the notice are
to make agency record keeping practices
transparent, to notify individuals
regarding the uses of their records, and
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to assist individuals to more easily find
these records within the agency. Below
is the description of the OFF system of
records.
In accordance with 5 U.S.C. 552a(r),
DOI has provided a report of this system
of records to the Office of Management
and Budget and to Congress.
Dated: August 26, 2013.
David D. Alspach,
OS/IBC Privacy Act Officer.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SYSTEM OF RECORDS:
DOI–91.
SYSTEM NAME:
Oracle Federal Financials (OFF).
III. Public Disclosure
Before including your address, phone
number, email 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.
55285
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
1. Finance and Procurement Systems
Division, Interior Business Center, U.S.
Department of the Interior, 12201
Sunrise Valley Drive, MS–206, Reston,
VA 20192.
2. Finance and Procurement Systems
Division, Interior Business Center, MS
D–2790, 7401 West Mansfield Avenue,
Denver, CO 80235–2230.
The system contains information
about employees of various Federal
agencies that are Interior Business
Center (IBC) clients using OFF, as well
as employees or agents for third party
vendors, contractors and suppliers who
provide OFF clients with related
financial services. In addition, the
system contains information about
individuals, either employees or nonemployees, who owe debts to the
Federal agencies that use the system.
Note: This system also contains
records relating to corporations and
other business entities. These records
are not subject to the Privacy Act. Only
records relating to individuals
containing personal information are
subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains the information
shown in the following table:
The system contains information about . . .
That includes . . .
(1) Accounts receivable for IBC’s OFF clients, including individuals who
may be employees or non-employees and employees who owe
money to OFF clients and are the subject of collections actions.
(2) Accounts payable information about non-employee individuals and
sole proprietors, including individuals who provide services to IBC’s
OFF clients.
(3) Employees of IBC’s OFF clients who submit claims for reimbursable
expenses.
(4) Employees of IBC’s OFF clients who hold government bank or debit
cards for purchases or travel.
first and last names, home addresses, employee identification numbers, and Social Security numbers.
The system contains additional
business and financial records for IBC’s
OFF clients that do not include personal
information.
Records in this system are subject to
the Privacy Act only if they are about an
individual within the meaning of the
Act, and not if they are about a business
or other non-individual. This includes
information provided by individuals
operating solely in a business or
entrepreneurial capacity.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Office of Management and Budget
Circular A–127, Policies and Standards
names, home or business addresses, Social Security numbers, banking account numbers for electronic fund transfer payments, invoices
and claims for reimbursement.
names, employee identification numbers, Social Security Numbers,
work address, receipts and claims for reimbursement.
names, employee identification numbers, Social Security Numbers,
work address, card numbers and purchase histories.
for Financial Management Systems; 31
U.S.C. 3512, Executive Agency
Accounting and Other Financial
Management Reports and Plans; 5
U.S.C. 4111, Acceptance of
Contributions, Awards, and Other
Payments; 5 U.S.C. 5514, Installment
deduction for indebtedness to the
United States; 5 U.S.C. 5701, et seq.
Travel And Subsistence Expenses,
Mileage Allowances; 31 U.S.C. 3512,
Executive agency accounting and other
financial management reports and
plans; 31 U.S.C. 3711, Collection and
Compromise.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
(a) The system will support financial
management for Federal agencies by
providing a standardized, automated
capability for performing administrative
control of funds, general accounting,
billing and collecting, payments,
management reporting, and regulatory
reporting. In addition to those
disclosures generally permitted under 5
U.S.C. 552a(b) of the Privacy Act,
disclosures outside DOI may be made as
a routine use under 5 U.S.C. 552a(b)(3)
as shown in the following table:
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Information will be disclosed to . . .
If . . .
(1) The U.S. Department of Justice (DOJ) ..............................................
(2) A court or an adjudicative or other administrative body .....................
(3) A party in litigation before a court or an adjudicative or other administrative body.
(4) A DOI employee acting in his or her individual capacity if DOI or
DOJ has agreed to represent that employee or pay for their private
representation.
(5) A congressional office .........................................................................
the circumstances in paragraph (b) are met.
the circumstances in paragraph (b) are met.
the circumstances in paragraph (b) are met.
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the circumstances in paragraph (b) are met.
an individual covered by the system, or the heir of the individual if the
covered individual is deceased, has made a written request to the office.
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Information will be disclosed to . . .
If . . .
(6) The Executive Office of the President ................................................
that office makes an inquiry either:
(i) at the request of the subject of a record or a third party on that person’s behalf; and
(ii) for a purpose compatible with the purpose for which the records are
collected or maintained.
(i) 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
(ii) disclosure is compatible with the purpose for which the records
were compiled.
needed in the performance of official duties related to reconciling or reconstructing data files or to enable the agency to respond to an inquiry by the individual to whom the record pertains.
(i) they have requested information relevant to hiring, firing, or retention
of an employee or contractor, or to issuance of a security clearance,
license, contract, grant or other benefit; and
(ii) disclosure is compatible with the purpose for which the records
were compiled.
necessary to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.
necessary 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.
necessary to carry out the purposes of the system.
(7) A criminal, civil, or regulatory law enforcement authority (whether
Federal, state, territorial, local, tribal or foreign).
(8) An official of another Federal agency .................................................
(9) Federal, state, territorial, local, tribal, or foreign agencies .................
(10) Representatives of the National Archives and Records Administration.
(11) State and local governments and tribal organizations .....................
(12) An expert, consultant, or contractor (including employees of the
contractor) of DOI that performs services requiring access to these
records on DOI’s behalf.
(13) Appropriate agencies, entities, and persons when: .........................
(14) The Office of Management and Budget during the coordination
and clearance process.
(15) The Department of the Treasury ......................................................
(16) A consumer reporting agency ...........................................................
(17) A commercial credit card contractor(s) .............................................
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(18) IBC’s OFF clients ..............................................................................
(b) DOI will disclose information
under paragraphs (a)(1) through (a)(4)
only if all of the conditions in the
following paragraphs (b)(1) and (b)(2)
are met.
(1) One of the following must be a
party to the proceeding or have an
interest in the proceeding:
(i) DOI or a component of DOI;
(ii) Another other Federal agency
appearing before the Office of Hearings
and Appeals;
(iii) A DOI employee acting in his or
her official capacity;
(iv) A 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;
(v) The United States, when DOJ
determines that DOI is likely to be
affected by the proceeding.
(2) DOI must deem the disclosure to
be both:
(i) Relevant and necessary to the
proceeding; and
(ii) Compatible with the purpose for
which the records were compiled.
(c) DOI will disclose information
under paragraph (a)(13) only if all of the
following conditions are met:
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the conditions in paragraph (c) are met.
necessary in connection with legislative affairs as mandated by OMB
Circular A–19.
necessary to recover debts owed to the United States.
the disclosure requirements of the Debt Collection Act, as outlined at
31 U.S.C. 3711(e)(1), have been met.
necessary for accounting and payment of employee obligation for travel, purchasing and fleet management credit card usage.
necessary for using and maintaining their agency’s data in the OFF
system.
(1) DOI suspects or confirms that the
security or confidentiality of
information in the system of records has
been compromised;
(2) DOI determines that as a result of
the 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
(3) The disclosure is made to
agencies, entities, and persons who are
reasonably necessary to assist the
Department’s efforts to respond to the
suspected or confirmed compromise
and to prevent, minimize, or remedy the
harm caused by the compromise.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records are maintained on
servers located at IBC’s data centers in
Denver, CO and Herndon, VA. Records
are accessed only by authorized
personnel who have a need to access the
records in the performance of their
official duties. Paper records are
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contained in file folders stored in file
cabinets in accordance with 383
Departmental Manual 8.
RETRIEVABILITY:
The personal identifiers that can be
used to retrieve information on
individuals are name, Social Security
number, employee identification
numbers, bank account number,
government travel/small purchase bank
card number, employee number and
supplier number.
SAFEGUARDS:
The records contained in this system
are safeguarded in accordance with 43
CFR 2.226 and all other applicable
security rules and policies. Paper
records are maintained in locked file
cabinets under the control of authorized
personnel.
There are five available levels of
electronic security to prevent
unauthorized access, which include
network access security limits, physical
and logical access controls for the data
center hosting the system, operating
system controls, application passwords,
and application data group security
levels. Access to servers containing
system records is limited to authorized
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personnel with a need to know the
information to perform their official
duties and requires a valid username
and password. Unique user
identification and authentication, such
as passwords, least privileges and audit
logs are utilized to ensure appropriate
permissions and access levels. Access to
the system is also limited by network
access or security controls such as
firewalls, and system data is encrypted.
Facilities that host the system are
guarded and monitored by security
personnel, cameras, ID checks, and
other physical security measures. Server
rooms are locked and accessible only by
authorized personnel.
corrections or removal must meet the
requirements of 43 CFR 2.246.
Applicant
RECORD SOURCE CATEGORIES:
Applicant: Thomas Juhasz, Pasadena,
California
Information in the system is obtained
from IBC’s Federal agency clients, as
well as third party vendors, contractors
and suppliers who provide related
financial services to the clients using
the system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2013–21955 Filed 9–9–13; 8:45 am]
BILLING CODE 4310–RK–P
DEPARTMENT OF THE INTERIOR
RETENTION AND DISPOSAL:
Each Federal agency client storing
data in the system has its own National
Archives and Records Administration
(NARA) approved records schedule for
the retention of its reports and data.
Data is disposed of in accordance with
client-agency approved data disposal
procedures. Paper records are disposed
of by shredding or pulping, and records
contained on electronic media are
degaussed or erased in accordance with
NARA Guidelines and 384
Departmental Manual 1.
SYSTEM MANAGER AND ADDRESS:
Chief, Application Management
Branch, Finance & Procurement Systems
Division, U.S. Department of the
Interior, Interior Business Center, 625
Herndon Parkway, Herndon, VA 20170.
NOTIFICATION PROCEDURES:
An individual requesting notification
of the existence of records on himself or
herself should send a signed, written
inquiry to the System Manager
identified above. The request envelope
and letter should be clearly marked
‘‘PRIVACY ACT INQUIRY.’’ A request
for notification must meet the
requirements of 43 CFR 2.235.
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RECORDS ACCESS PROCEDURES:
An individual requesting access to
records on himself or herself should
send a signed, written inquiry to the
System Manager identified above. The
request envelope and letter should be
clearly marked ‘‘PRIVACY ACT
REQUEST FOR ACCESS’’. The request
letter should describe the records sought
as specifically as possible. A request for
access must meet the requirements of 43
CFR 2.238.
CONTESTING RECORDS PROCEDURES:
An individual requesting corrections
or contesting information contained in
his or her records must send a signed,
written request to the System Manager
identified above. A request for
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55287
Fish and Wildlife Service
[FWS–R8–ES–2013–N190;
FXES11130800000–134–FF08E00000]
Endangered Species Recovery Permit
Applications
Fish and Wildlife Service,
Interior.
ACTION: Notice of receipt of permit
applications; request for comment.
AGENCY:
We, the U.S. Fish and
Wildlife Service, invite the public to
comment on the following applications
to conduct certain activities with
endangered species. With some
exceptions, the Endangered Species Act
(Act) prohibits activities with
endangered and threatened species
unless a Federal permit allows such
activity. The Act also requires that we
invite public comment before issuing
these permits.
DATES: Comments on these permit
applications must be received on or
before October 10, 2013.
ADDRESSES: Written data or comments
should be submitted to the Endangered
Species Program Manager, U.S. Fish and
Wildlife Service, Region 8, 2800 Cottage
Way, Room W–2606, Sacramento, CA
95825 (telephone: 916–414–6464; fax:
916–414–6486). Please refer to the
respective permit number for each
application when submitting comments.
FOR FURTHER INFORMATION CONTACT:
Daniel Marquez, Fish and Wildlife
Biologist; see ADDRESSES (telephone:
760–431–9440; fax: 760–431–9624).
SUPPLEMENTARY INFORMATION: The
following applicants have applied for
scientific research permits to conduct
certain activities with endangered
species under section 10(a)(1)(A) of the
Act (16 U.S.C. 1531 et seq.). We seek
review and comment from local, State,
and Federal agencies and the public on
the following permit requests.
SUMMARY:
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Permit No. TE–208907
The applicant requests a permit
renewal to take (capture, collect, and
collect vouchers) the Conservancy fairy
shrimp (Branchinecta conservatio),
longhorn fairy shrimp (Branchinecta
longiantenna), Riverside fairy shrimp
(Streptocephalus woottoni), San Diego
fairy shrimp (Branchinecta
sandiegonensis), and vernal pool
tadpole shrimp (Lepidurus packardi) in
conjunction with survey activities
throughout the range of each species in
California for the purpose of enhancing
the species’ survival.
Permit No. TE–117947
Applicant: Kevin B. Clark, San Diego,
California
The applicant requests a permit
renewal to take (harass by survey, locate
and monitor nests) the southwestern
willow flycatcher (Empidonax traillii
extimus) and the California least tern
(Sternula antillarum browni) (Sterna a.
b.); take (locate and monitor nests; play
taped vocalizations; handle, band, colorband, and release) the least Bell’s vireo
(Vireo belli pusillus); take (survey by
pursuit) the Quino checkerspot butterfly
(Euphydryas editha quino); and take
(capture, collect, and collect vouchers)
the Conservancy fairy shrimp
(Branchinecta conservatio), longhorn
fairy shrimp (Branchinecta
longiantenna), Riverside fairy shrimp
(Streptocephalus woottoni), San Diego
fairy shrimp (Branchinecta
sandiegonensis), and vernal pool
tadpole shrimp (Lepidurus packardi) in
conjunction with survey and nest
monitoring activities throughout the
range of each species in California for
the purpose of enhancing the species’
survival.
Permit No. TE–208907
Applicant: Kelly E. Bayne, Sacramento,
California
The applicant requests a permit
renewal to take (capture, collect, and
collect vouchers) the Conservancy fairy
shrimp (Branchinecta conservatio),
longhorn fairy shrimp (Branchinecta
longiantenna), Riverside fairy shrimp
(Streptocephalus woottoni), San Diego
fairy shrimp (Branchinecta
sandiegonensis), and vernal pool
tadpole shrimp (Lepidurus packardi) in
conjunction with survey activities
throughout the range of each species in
California for the purpose of enhancing
the species’ survival.
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]]>Agencies
[Federal Register Volume 78, Number 175 (Tuesday, September 10, 2013)]
[Notices]
[Pages 55284-55287]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-21955]
=======================================================================
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DEPARTMENT OF THE INTERIOR
Office of the Secretary
[XXXD4523WD DWDFSE000.RV0000 DS68664000]
Privacy Act of 1974, as Amended; Notice of a New System of
Records
AGENCY: Office of the Secretary, Department of the Interior.
ACTION: Notice of creation of a new system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Interior is issuing a public notice
regarding the Department of the Interior system of records titled
``Oracle Federal Financials.'' The Oracle Federal Financials
application is a financial software package that clients may use to
perform budgeting, purchasing, and procurement functions. The related
system of records contains information relating to corporations and
other business entities as well as individuals. Records in this system
are subject to the Privacy Act only if they are about an individual
within the meaning of the Act, and not if they are about a business or
other non-individual.
DATE: Comments must be received by October 21, 2013. This new system
will be effective October 21, 2013.
ADDRESSES: Submit comments either by mail or by hand-delivery to the
OS/IBC Privacy Act Officer, U.S. Department of the Interior, 1849 C
Street NW., Mail Stop 2650 MIB, Washington, DC 20240; or by email to
privacy@IBC.gov.
FOR FURTHER INFORMATION CONTACT: Chief, Application Management Branch,
Finance & Procurement Systems Division, U.S. Department of the
Interior, Interior Business Center, 625 Herndon Parkway, Herndon, VA
20170, or by telephone at (703) 735-4131.
SUPPLEMENTARY INFORMATION:
I. Background
The Department of the Interior's (DOI) Interior Business Center
(IBC) is a service provider that performs services for other Federal
government agencies, both inside and outside the DOI. The IBC's service
offerings include providing and maintaining various types of business
management systems for its clients, including human resources and
financial management applications. The Oracle Federal Financials (OFF)
application will offer IBC clients a suite of customized Oracle
financial management modules that combine to provide a comprehensive
financial software package. The OFF modules address budgeting,
purchasing, Federal procurement, accounts payable, fixed assets,
general ledger, inventory, and accounts receivable. The OFF application
is hosted by the IBC; each client agency accesses the system remotely
to populate and manage its own data. Clients can contract with the IBC
for an OFF package that includes a full set of modules or for a more
limited set. The IBC is responsible for system administration
functions, while each client has one or more designated managers who
are responsible for maintaining the client's data in the OFF system.
Some OFF records are covered by three existing system of records
notices (SORNs), which are GSA/GOVT-3, Travel Charge Card Program; GSA/
GOVT-4, Contracted Travel Services Program; and GSA/GOVT-6, GSA
SmartPay Purchase Charge Card Program. This notice incorporates GSA/
GOVT-3, GSA/GOVT-4, and GSA/GOVT-6 by reference.
Client data maintained within the OFF System is covered by this
SORN. Clients that remove records from OFF for use outside of the
system will be responsible for ensuring the use of the records is
consistent with this SORN, or other published SORN, as indicated above,
and the requirements of the Privacy Act.
The system will be effective as proposed on October 21, 2013,
unless comments are received which would require a contrary
determination. DOI will publish a revised notice if changes are made
based upon a review of the comments received.
II. Privacy Act
The Privacy Act of 1974, as amended, embodies fair information
practice principles in a statutory framework governing the means by
which Federal agencies collect, maintain, use, and disseminate
individuals' personal information. The Privacy Act applies to
information that is maintained in a ``system of records.'' A ``system
of records'' is a group of any records under the control of an agency
for which information is retrieved by the name of an individual or by
some identifying number, symbol, or other identifying particular
assigned to the individual. The Privacy Act defines an individual as a
United States citizen or lawful permanent resident. As a matter of
policy, DOI extends Privacy Act protections to all individuals.
Individuals may request access to their own records that are maintained
in a system of records in the possession or under the control of DOI by
complying with DOI Privacy Act Regulations, 43 CFR Part 2.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains and the routine uses made of the
information in each system. The purposes of the notice are to make
agency record keeping practices transparent, to notify individuals
regarding the uses of their records, and
[[Page 55285]]
to assist individuals to more easily find these records within the
agency. Below is the description of the OFF system of records.
In accordance with 5 U.S.C. 552a(r), DOI has provided a report of
this system of records to the Office of Management and Budget and to
Congress.
III. Public Disclosure
Before including your address, phone number, email 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.
Dated: August 26, 2013.
David D. Alspach,
OS/IBC Privacy Act Officer.
SYSTEM OF RECORDS:
DOI-91.
SYSTEM NAME:
Oracle Federal Financials (OFF).
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
1. Finance and Procurement Systems Division, Interior Business
Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive,
MS-206, Reston, VA 20192.
2. Finance and Procurement Systems Division, Interior Business
Center, MS D-2790, 7401 West Mansfield Avenue, Denver, CO 80235-2230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The system contains information about employees of various Federal
agencies that are Interior Business Center (IBC) clients using OFF, as
well as employees or agents for third party vendors, contractors and
suppliers who provide OFF clients with related financial services. In
addition, the system contains information about individuals, either
employees or non-employees, who owe debts to the Federal agencies that
use the system.
Note: This system also contains records relating to corporations
and other business entities. These records are not subject to the
Privacy Act. Only records relating to individuals containing personal
information are subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains the information shown in the following table:
------------------------------------------------------------------------
The system contains information about .
. . That includes . . .
------------------------------------------------------------------------
(1) Accounts receivable for IBC's OFF first and last names, home
clients, including individuals who may addresses, employee
be employees or non-employees and identification numbers, and
employees who owe money to OFF clients Social Security numbers.
and are the subject of collections
actions.
(2) Accounts payable information about names, home or business
non-employee individuals and sole addresses, Social Security
proprietors, including individuals who numbers, banking account
provide services to IBC's OFF clients. numbers for electronic fund
transfer payments, invoices
and claims for reimbursement.
(3) Employees of IBC's OFF clients who names, employee identification
submit claims for reimbursable numbers, Social Security
expenses. Numbers, work address,
receipts and claims for
reimbursement.
(4) Employees of IBC's OFF clients who names, employee identification
hold government bank or debit cards numbers, Social Security
for purchases or travel. Numbers, work address, card
numbers and purchase
histories.
------------------------------------------------------------------------
The system contains additional business and financial records for
IBC's OFF clients that do not include personal information.
Records in this system are subject to the Privacy Act only if they
are about an individual within the meaning of the Act, and not if they
are about a business or other non-individual. This includes information
provided by individuals operating solely in a business or
entrepreneurial capacity.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Office of Management and Budget Circular A-127, Policies and
Standards for Financial Management Systems; 31 U.S.C. 3512, Executive
Agency Accounting and Other Financial Management Reports and Plans; 5
U.S.C. 4111, Acceptance of Contributions, Awards, and Other Payments; 5
U.S.C. 5514, Installment deduction for indebtedness to the United
States; 5 U.S.C. 5701, et seq. Travel And Subsistence Expenses, Mileage
Allowances; 31 U.S.C. 3512, Executive agency accounting and other
financial management reports and plans; 31 U.S.C. 3711, Collection and
Compromise.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
(a) The system will support financial management for Federal
agencies by providing a standardized, automated capability for
performing administrative control of funds, general accounting, billing
and collecting, payments, management reporting, and regulatory
reporting. In addition to those disclosures generally permitted under 5
U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made
as a routine use under 5 U.S.C. 552a(b)(3) as shown in the following
table:
------------------------------------------------------------------------
Information will be disclosed to . . . If . . .
------------------------------------------------------------------------
(1) The U.S. Department of Justice the circumstances in paragraph
(DOJ). (b) are met.
(2) A court or an adjudicative or other the circumstances in paragraph
administrative body. (b) are met.
(3) A party in litigation before a the circumstances in paragraph
court or an adjudicative or other (b) are met.
administrative body.
(4) A DOI employee acting in his or her the circumstances in paragraph
individual capacity if DOI or DOJ has (b) are met.
agreed to represent that employee or
pay for their private representation.
(5) A congressional office............. an individual covered by the
system, or the heir of the
individual if the covered
individual is deceased, has
made a written request to the
office.
[[Page 55286]]
(6) The Executive Office of the that office makes an inquiry
President. either:
(i) at the request of the
subject of a record or a third
party on that person's behalf;
and
(ii) for a purpose compatible
with the purpose for which the
records are collected or
maintained.
(7) A criminal, civil, or regulatory (i) a record, either alone or
law enforcement authority (whether in conjunction with other
Federal, state, territorial, local, information, indicates a
tribal or foreign). violation or potential
violation of law--criminal,
civil, or regulatory in
nature; and
(ii) disclosure is compatible
with the purpose for which the
records were compiled.
(8) An official of another Federal needed in the performance of
agency. official duties related to
reconciling or reconstructing
data files or to enable the
agency to respond to an
inquiry by the individual to
whom the record pertains.
(9) Federal, state, territorial, local, (i) they have requested
tribal, or foreign agencies. information relevant to
hiring, firing, or retention
of an employee or contractor,
or to issuance of a security
clearance, license, contract,
grant or other benefit; and
(ii) disclosure is compatible
with the purpose for which the
records were compiled.
(10) Representatives of the National necessary to conduct records
Archives and Records Administration. management inspections under
the authority of 44 U.S.C.
2904 and 2906.
(11) State and local governments and necessary to provide
tribal organizations. 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) An expert, consultant, or necessary to carry out the
contractor (including employees of the purposes of the system.
contractor) of DOI that performs
services requiring access to these
records on DOI's behalf.
(13) Appropriate agencies, entities, the conditions in paragraph (c)
and persons when:. are met.
(14) The Office of Management and necessary in connection with
Budget during the coordination and legislative affairs as
clearance process. mandated by OMB Circular A-19.
(15) The Department of the Treasury.... necessary to recover debts owed
to the United States.
(16) A consumer reporting agency....... the disclosure requirements of
the Debt Collection Act, as
outlined at 31 U.S.C.
3711(e)(1), have been met.
(17) A commercial credit card necessary for accounting and
contractor(s). payment of employee obligation
for travel, purchasing and
fleet management credit card
usage.
(18) IBC's OFF clients................. necessary for using and
maintaining their agency's
data in the OFF system.
------------------------------------------------------------------------
(b) DOI will disclose information under paragraphs (a)(1) through
(a)(4) only if all of the conditions in the following paragraphs (b)(1)
and (b)(2) are met.
(1) One of the following must be a party to the proceeding or have
an interest in the proceeding:
(i) DOI or a component of DOI;
(ii) Another other Federal agency appearing before the Office of
Hearings and Appeals;
(iii) A DOI employee acting in his or her official capacity;
(iv) A 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;
(v) The United States, when DOJ determines that DOI is likely to be
affected by the proceeding.
(2) DOI must deem the disclosure to be both:
(i) Relevant and necessary to the proceeding; and
(ii) Compatible with the purpose for which the records were
compiled.
(c) DOI will disclose information under paragraph (a)(13) only if
all of the following conditions are met:
(1) DOI suspects or confirms that the security or confidentiality
of information in the system of records has been compromised;
(2) DOI determines that as a result of the 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
(3) The disclosure is made to agencies, entities, and persons who
are reasonably necessary to assist the Department's efforts to respond
to the suspected or confirmed compromise and to prevent, minimize, or
remedy the harm caused by the compromise.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records are maintained on servers located at IBC's data
centers in Denver, CO and Herndon, VA. Records are accessed only by
authorized personnel who have a need to access the records in the
performance of their official duties. Paper records are contained in
file folders stored in file cabinets in accordance with 383
Departmental Manual 8.
RETRIEVABILITY:
The personal identifiers that can be used to retrieve information
on individuals are name, Social Security number, employee
identification numbers, bank account number, government travel/small
purchase bank card number, employee number and supplier number.
SAFEGUARDS:
The records contained in this system are safeguarded in accordance
with 43 CFR 2.226 and all other applicable security rules and policies.
Paper records are maintained in locked file cabinets under the control
of authorized personnel.
There are five available levels of electronic security to prevent
unauthorized access, which include network access security limits,
physical and logical access controls for the data center hosting the
system, operating system controls, application passwords, and
application data group security levels. Access to servers containing
system records is limited to authorized
[[Page 55287]]
personnel with a need to know the information to perform their official
duties and requires a valid username and password. Unique user
identification and authentication, such as passwords, least privileges
and audit logs are utilized to ensure appropriate permissions and
access levels. Access to the system is also limited by network access
or security controls such as firewalls, and system data is encrypted.
Facilities that host the system are guarded and monitored by security
personnel, cameras, ID checks, and other physical security measures.
Server rooms are locked and accessible only by authorized personnel.
RETENTION AND DISPOSAL:
Each Federal agency client storing data in the system has its own
National Archives and Records Administration (NARA) approved records
schedule for the retention of its reports and data. Data is disposed of
in accordance with client-agency approved data disposal procedures.
Paper records are disposed of by shredding or pulping, and records
contained on electronic media are degaussed or erased in accordance
with NARA Guidelines and 384 Departmental Manual 1.
SYSTEM MANAGER AND ADDRESS:
Chief, Application Management Branch, Finance & Procurement Systems
Division, U.S. Department of the Interior, Interior Business Center,
625 Herndon Parkway, Herndon, VA 20170.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself should send a signed, written inquiry to the
System Manager identified above. The request envelope and letter should
be clearly marked ``PRIVACY ACT INQUIRY.'' A request for notification
must meet the requirements of 43 CFR 2.235.
RECORDS ACCESS PROCEDURES:
An individual requesting access to records on himself or herself
should send a signed, written inquiry to the System Manager identified
above. The request envelope and letter should be clearly marked
``PRIVACY ACT REQUEST FOR ACCESS''. The request letter should describe
the records sought as specifically as possible. A request for access
must meet the requirements of 43 CFR 2.238.
CONTESTING RECORDS PROCEDURES:
An individual requesting corrections or contesting information
contained in his or her records must send a signed, written request to
the System Manager identified above. A request for corrections or
removal must meet the requirements of 43 CFR 2.246.
RECORD SOURCE CATEGORIES:
Information in the system is obtained from IBC's Federal agency
clients, as well as third party vendors, contractors and suppliers who
provide related financial services to the clients using the system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2013-21955 Filed 9-9-13; 8:45 am]
BILLING CODE 4310-RK-P
