Privacy Act of 1974, as Amended; Notice To Amend an Existing System of Records, 31974-31977 [2014-12851]

Agencies

• DEPARTMENT OF THE INTERIOR
• Office of the Secretary

[Federal Register Volume 79, Number 106 (Tuesday, June 3, 2014)]
[Notices]
[Pages 31974-31977]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-12851]



[[Page 31974]]

=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF THE INTERIOR

Office of the Secretary

[XXXD4523WT DWT000000.000000 DS65101000]


Privacy Act of 1974, as Amended; Notice To Amend an Existing 
System of Records

AGENCY: Department of the Interior.

ACTION: Notice of an amendment to an existing system of records.

-----------------------------------------------------------------------

SUMMARY: Under the Privacy Act of 1974, as amended, the Department of 
the Interior is issuing a public notice of its intent to amend the 
Office of the Secretary Privacy Act system of records, ``Incident 
Management, Analysis and Reporting System,'' to update the address for 
the system manager and amend Routine Use (16). The amendment will 
protect ongoing law enforcement proceedings, the identity of certain 
confidential informants, the health and safety of individuals, and the 
privacy interests of parties involved, injured or identified in 
incident reports related to traffic accidents, personal injuries, or 
the loss or damage of property.

DATES: Comments must be received by July 14, 2014. This amended system 
will be effective July 14, 2014.

ADDRESSES: Any person interested in commenting on this amendment may do 
so by: submitting comments in writing to the Departmental Privacy Act 
Officer, 1849 C Street NW., Mail Stop 5547 MIB, Washington, DC 20240; 
hand-delivering comments to the Departmental Privacy Act Officer, 1849 
C Street NW., Mail Stop 5547 MIB, Washington, DC 20240 or emailing 
comments to Privacy@ios.doi.gov.

FOR FURTHER INFORMATION CONTACT: IMARS System Manager, 1849 C Street 
NW., Mail Stop 3060 MIB, Washington, DC 20240, or by phone at 202-208-
3601.

SUPPLEMENTARY INFORMATION:

I. Background

    The Department of the Interior (DOI), Office of the Secretary, 
maintains an enterprise-wide system of records known as the ``Incident 
Management, Analysis and Reporting System, DOI-10'' system of records. 
The amendment to the Incident Management, Analysis and Reporting System 
(IMARS) will revise the routine uses section to update Routine Use (16) 
to provide information to parties who need it to adjudicate a claim. 
The amendment to Routine Use (16) states that:
     The release of information under these circumstances 
should only occur when it will not interfere with ongoing law 
enforcement proceedings, risk the health or safety of an individual, or 
reveal the identity of an informant or witness that has received an 
explicit assurance of confidentiality.
     To protect individual privacy, Social Security numbers and 
tribal identification numbers should not be released under these 
circumstances unless the Social Security number or tribal 
identification number belongs to the individual requester.
    The IMARS system provides a unified system for Department of the 
Interior law enforcement agencies to manage law enforcement 
investigations, measure performance and meet reporting requirements. 
The system also provides the capability to prevent, detect and 
investigate known and suspected criminal activity; to interface with 
Department of Homeland Security and National Incident Based Reporting 
System; analyze and prioritize protection efforts; provide information 
to justify law enforcement funding requests and expenditures; assist in 
managing visitor use and protection programs, including training; 
investigate, detain and apprehend those committing crimes on DOI 
properties or tribal reservations (for the purpose of this system of 
records notice, tribal reservations include contiguous areas policed by 
tribal or Bureau of Indian Affairs law enforcement offices) managed by 
a Native American tribe under DOI's Bureau of Indian Affairs; and 
investigate and prevent visitor accident injuries on DOI properties or 
tribal reservations. Incident and non-incident data related to criminal 
and civil activity will be collected in support of law enforcement, 
homeland security, and security (physical, personnel and stability, 
information, and industrial) activities. This may include data 
documenting investigations and law enforcement activities, traffic 
safety, property damage claims, traffic accidents and domestic issues, 
and emergency management, sharing and analysis activities.
    Accordingly, DOI consolidated the following DOI Privacy Act systems 
of records: Bureau of Reclamation Law Enforcement Management 
Information System (RLEMIS)--Interior, WBR-50 (73 FR 62314, October 20, 
2008); Fish and Wildlife Service Investigative Case File System--
Interior, FWS-20 (48 FR 54719, December 6, 1983); Bureau of Land 
Management Criminal Case Investigation--Interior, BLM-18 (73 FR 17376, 
April 1, 2008); Bureau of Indian Affairs Law Enforcement Services--
Interior, BIA-18 (70 FR 1264, January 6, 2005); and National Park 
Service Case Incident Reporting System, NPS-19 (70 FR 1274, January 6, 
2005) into one Department of the Interior system of records, titled the 
Incident Management, Analysis and Reporting System (IMARS). The IMARS 
system is maintained by the DOI Office of Law Enforcement Services, and 
is managed by the IMARS Security Manager (the ``System Manager''). The 
IMARS system notice was last published in the Federal Register on July 
30, 2013 (Volume 78, Number 146).
    The amendments to the system will be effective as proposed at the 
end of the comment period (the comment period will end 40 days after 
the publication of this notice in the Federal Register), 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.
    The Department of the Interior published a notice of proposed 
rulemaking in the Federal Register on August 1, 2013 (Volume 78, Number 
148) in accordance with the requirements of 5 U.S.C. 553(b), (c) and 
(e), to exempt records maintained in this system from certain 
provisions of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2) and 
(k)(2). The exemptions for the consolidated system of records will 
continue to be applicable until the final rule has been completed.

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 about an individual is retrieved by the name or 
by some identifying number, symbol, or other identifying particulars 
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 administrative 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, subpart K.
    The Privacy Act requires each agency to publish in the Federal 
Register a

[[Page 31975]]

description denoting the type and character of each system of records 
that the agency maintains and the routine uses of each system to make 
agency recordkeeping practices transparent, notify individuals 
regarding the uses of their records, and assist individuals to more 
easily find such records within the agency. The system notice for the 
amended ``Incident Management, Analysis and Reporting System, DOI-10'' 
is published in its entirety below.
    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.

Teri Barnett,
Departmental Privacy Act Officer.
System Name
    Incident Management, Analysis and Reporting System, DOI-10

System Location:
    Interior Business Center, U.S. Department of the Interior, 7301 W 
Mansfield Ave., Denver, CO 80235.

Categories of Individuals Covered by the System:
    The categories of individuals covered in the system include current 
and former Federal employees and contractors, Federal, tribal, state 
and local law enforcement officers. Additionally, this system contains 
information regarding members of the general public, including 
individuals and/or groups of individuals involved with law enforcement 
incidents involving Federal assets or occurring on public lands and 
tribal reservations, such as witnesses, individuals making complaints, 
individuals being investigated or arrested for criminal or traffic 
offenses, or certain types of non-criminal incidents; and members of 
the general public involved in an accident on DOI properties or tribal 
reservations.

Categories of Records in the System:
    The system includes law enforcement incident reports, law 
enforcement personnel records, and law enforcement training records, 
which contain the following information: Social Security numbers, 
drivers license numbers, vehicle identification numbers, license plate 
numbers, names, home addresses, work addresses, telephone numbers, 
email addresses and other contact information, emergency contact 
information, ethnicity and race, tribal identification numbers or other 
tribal enrollment data, work history, educational history, 
affiliations, and other related data, dates of birth, places of birth, 
passport numbers, gender, fingerprints, hair and eye color, and any 
other physical or distinguishing attributes of an individual. Incident 
reports and records may include attachments such as photos, video, 
sketches, medical reports, and email and text messages. Incident 
reports may also include information concerning criminal activity, 
response, and outcome of the incident. Records in this system also 
include information concerning Federal civilian employees and 
contractors, Federal, tribal, state and local law enforcement officers 
and may contain information regarding an officer's name, contact 
information, station and career history, firearms qualifications, 
medical history, background investigation and status, date of birth and 
Social Security Number. Information regarding officers' equipment, such 
as firearms, tasers, body armor, vehicles, computers and special 
equipment related skills is also included in this system.

Authority for Maintenance of the System:
    Uniform Federal Crime Reporting Act, 28 U.S.C. 534; Intelligence 
Reform and Terrorism Prevention Act of 2004 (Pub. L. 108-458); Homeland 
Security Act of 2002 (Pub. L. 107-296); USA PATRIOT ACT of 2001 (Pub. 
L. 107-56); USA PATRIOT Improvement Act of 2005 (Pub. L. 109-177); 
Tribal Law and Order Act of 2010 (Pub. L. 111-211); Homeland Security 
Presidential Directive 7--Critical Infrastructure Identification, 
Prioritization, and Protection; Homeland Security Presidential 
Directive 12--Policy for a Common Identification Standard for Federal 
Employees and Contractors; Criminal Intelligence Systems Operating 
Policies, 28 CFR part 23.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    The IMARS system of records is an incident management and reporting 
application used to prevent, detect and investigate known and suspected 
criminal activity; protect natural and cultural resources; capture, 
integrate and share law enforcement and related information and 
observations from other sources; measure performance of law enforcement 
programs and management of emergency incidents; meet reporting 
requirements, provide Department of Homeland Security (DHS) and 
National Incident Based Reporting System (NIBRS) interface frameworks; 
analyze and prioritize protection efforts; assist in managing visitor 
use and protection programs; employee training; enable the ability to 
investigate, detain and apprehend those committing crimes on DOI 
properties or tribal reservations; and to investigate and prevent 
visitor accident injuries on DOI properties or tribal reservations.
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, records or information contained in this 
system may be disclosed outside DOI as a routine use pursuant to 5 
U.S.C. 552a(b)(3) as follows:
    (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, to the 
extent the records have not been exempted from disclosure

[[Page 31976]]

pursuant to 5 U.S.C. 552a(j)(2) and (k)(2).
    (3) To the Executive Office of the President in response to an 
inquiry from that office made at the request of the subject of a record 
or a third party on that person's behalf, or for a purpose compatible 
for which the records are collected or maintained, to the extent the 
records have not been exempted from disclosure pursuant to 5 U.S.C. 
552a(j)(2) and (k)(2).
    (4) 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.
    (5) 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.
    (6) 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.
    (7) 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.
    (8) 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.
    (9) 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.
    (10) 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.
    (11) 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.
    (12) To the Department of the Treasury to recover debts owed to the 
United States.
    (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.
    (14) To the Department of Justice, the Department of Homeland 
Security, and other federal, state and local law enforcement agencies 
for the purpose of information exchange on law enforcement activity.
    (15) To agency contractors, grantees, or volunteers for DOI or 
other Federal Departments who have been engaged to assist the 
Government in the performance of a contract, grant, cooperative 
agreement, or other activity related to this system of records and who 
need to have access to the records in order to perform the activity.
    (16) To any of the following entities or individuals, for the 
purpose of providing information on traffic accidents, personal 
injuries, or the loss or damage of property:
    (a) Individuals involved in such incidents;
    (b) Persons injured in such incidents;
    (c) Owners of property damaged, lost or stolen in such incidents; 
and/or
    (d) These individuals' duly verified insurance companies, personal 
representatives, administrators of estates, and/or attorneys.
    The release of information under these circumstances should only 
occur when it will not interfere with ongoing law enforcement 
proceedings; risk the health or safety of an individual; or reveal the 
identity of an information or witness that has received an explicit 
assurance of confidentiality. Social Security numbers and tribal 
identification numbers should not be released under these circumstances 
unless the Social Security number or tribal identification number 
belongs to the individual requestor.
    (17) To any criminal, civil, or regulatory authority (whether 
Federal, State, territorial, local, tribal or foreign) for the purpose 
of providing background search information on individuals for legally 
authorized purposes, including but not limited to background checks on 
individuals residing in a home with a minor or individuals seeking 
employment opportunities requiring background checks.
    (18) To the news media and the public, with the approval of the 
System Manager in consultation with the Office of the Solicitor and the 
Senior Agency Official for Privacy, in support of the law enforcement 
activities, including obtaining public assistance with identifying and 
locating criminal suspects and lost or missing individuals, and 
providing the public with alerts about dangerous individuals.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Electronic records are maintained in password protected removable 
drives and other user-authenticated, password-protected systems that 
are compliant with the Federal Information Security Management Act. All 
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.

Retrievability:
    Multiple fields allow retrieval of individual record information 
including Social Security number, first or last name, badge number, 
address, phone number, vehicle information and physical attributes.

Safeguards:
    The records contained in this system are safeguarded in accordance 
with 43 CFR 2.226 and other applicable security rules and policies. 
During normal hours of operation, paper records are maintained in 
locked filed cabinets under the control of authorized personnel. 
Computerized records systems follow the National Institute of Standards 
and Technology standards as developed to comply with the Privacy Act of 
1974 (Pub. L. 93-579), Paperwork Reduction Act of 1995 (Pub. L. 104-
13), Federal Information Security Management Act of 2002 (Pub. L. 107-
347), and the Federal Information Processing Standards 199, Standards 
for Security Categorization of Federal Information and Information 
Systems. Computer servers in which electronic records are stored are 
located in secured Department of the Interior facilities.

[[Page 31977]]

    Access to records in the system is limited to authorized personnel 
who have a need to access the records in the performance of their 
official duties. Electronic data is protected through user 
identification, passwords, database permissions and software controls. 
Such security measures establish different access levels for different 
types of users associated with pre-defined groups and/or bureaus. Each 
user's access is restricted to only the functions and data necessary to 
perform that person's job responsibilities. Access can be restricted to 
specific functions (create, update, delete, view, assign permissions) 
and is restricted utilizing role-based access.
    Authorized users are trained and required to follow established 
internal security protocols and must complete all security, privacy, 
and records management training and sign the Rules of Behavior. 
Contract employees with access to the system are monitored by their 
Contracting Officer's Technical Representative and the agency Security 
Manager.

Retention and Disposal:
    Records in this system are retained and disposed of in accordance 
with Office of the Secretary Records Schedule 8151, Incident, 
Management, Analysis and Reporting System, which was approved by the 
National Archives and Records Administration (NARA) (N1-048-09-5), and 
other NARA approved bureau or office records schedules. The specific 
record schedule for each type of record or form is dependent on the 
subject matter and records series. After the retention period has 
passed, temporary records are disposed of in accordance with the 
applicable records schedule and DOI policy. Disposition methods include 
burning, pulping, shredding, erasing and degaussing in accordance with 
DOI 384 Departmental Manual 1. Permanent records that are no longer 
active or needed for agency use are transferred to the National 
Archives for permanent retention in accordance with NARA guidelines.

System Manager and Address:
    IMARS Security Manager, 1849 C Street NW., Mail Stop 3060 MIB, 
Washington, DC 20240.

Notification Procedures:
    The Department of the Interior has exempted portions of this system 
from the notification procedures of the Privacy Act pursuant to 
sections (j)(2) and (k)(2). 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 both be clearly marked ``PRIVACY ACT 
INQUIRY.'' A request for notification must meet the requirements of 43 
CFR 2.235.

Records Access Procedures:
    The Department of the Interior has exempted portions of this system 
from the access procedures of the Privacy Act pursuant to sections 
(j)(2) and (k)(2). An individual requesting records on himself or 
herself should send a signed, written inquiry to the System 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 2.238.

Contesting Records Procedures:
    The Department of the Interior has exempted portions of this system 
from the amendment procedures of the Privacy Act pursuant to sections 
(j)(2) and (k)(2). 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 2.246.

Record Source Categories:
    Sources of information in the system include Department, bureau, 
office, tribal, State and local law officials and management, 
complainants, informants, suspects, victims, witnesses, visitors to 
Federal properties, and other Federal agencies including the Federal 
Bureau of Investigation or the Department of Justice.

Exemptions Claimed for the System:
    The Privacy Act (5 U.S.C. 552a(j)(2) and (k)(2)) provides general 
exemption authority for some Privacy Act systems. In accordance with 
that authority, the Department of the Interior adopted regulations 43 
CFR 2.254(a-b). Pursuant to 5 U.S.C. 552a(j)(2) and (k)(2) of the 
Privacy Act, portions of this systems are exempt from the following 
subsections of the Privacy Act (as found in 5 U.S.C. 552a); (c)(3), 
(c)(4), (d), (e)(1) through (e)(3), (e)(4)(G) through (e)(4)(I), 
(e)(5), (e)(8), (f), and (g).

[FR Doc. 2014-12851 Filed 6-2-14; 8:45 am]
BILLING CODE 4310-RK-P