Privacy Act of 1974; Establishment of a New System of Records, 76036-76038 [2015-29531]

Agencies

• International Boundary and Water Commission, United States and Mexico

[Federal Register Volume 80, Number 234 (Monday, December 7, 2015)]
[Notices]
[Pages 76036-76038]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-29531]


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INTERNATIONAL BOUNDARY AND WATER COMMISSION, UNITED STATES AND MEXICO


Privacy Act of 1974; Establishment of a New System of Records

AGENCY: United States Section, International Boundary and Water 
Commission (USIBWC), United States and Mexico.

ACTION: Proposed establishment of a new Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the USIBWC is issuing public notice of its intent to 
establish a new Privacy Act system of records, DOI-84, ``Interior 
Business Center Datamart.''

DATES: Comments must be received by January 2, 2016.

ADDRESSES: Any persons interested in commenting on this new, proposed 
system of records may do so by submitting comments in writing to the 
Legal Department, Senior Agency Officer for Privacy, Matthew Myers, 
U.S.

[[Page 76037]]

IBWC, 4171 N. Mesa, C-100, El Paso, TX 79902, or by email to 
Matthew.Myers@ibwc.gov

FOR FURTHER INFORMATION CONTACT: Z. Mora, Chief, Information Management 
Division, Administration Department, 4171 N. Mesa, C-100, El Paso, TX 
79902 or by email at Z.Mora@ibwc.gov

SUPPLEMENTARY INFORMATION: The information contained in Datamart is 
derived from two existing systems covered by Privacy Act Systems of 
Records Notices: Federal Personnel and Payroll System (FPPS) covered by 
DOI-85, ``Payroll, Attendance, Retirement, and Leave Records'' and 
Federal Financial System (FFS) covered by DOI-90, ``Federal Financial 
System,'' as well as associated systems. The purpose of the Datamart is 
to provide a data warehouse that allows appropriate users to access 
FPPS and FFS data through a core reporting tool, Hyperion. The reports 
may be pre-formatted or ad hoc, and are available to appropriate users 
from the Department of the Interior or appropriate individuals from 
other Federal agencies, as detailed in the routine uses. This notice 
will be effective as proposed at the end of the comment period unless 
comments are received which would require a contrary determination. The 
USIBWC will publish a revised notice if changes are made based upon a 
review of comments received.

    Dated: October 8, 2015.
Matthew Myers,
Chief Counsel/Secretary Acting Privacy Act Officer.

SYSTEM NAME:
    Interior, Interior Business Center Datamart, DOI-84.

SYSTEM LOCATION:
    Records are located at the Interior Business Center, U.S.
    Department of the Interior, 7301 West Mansfield Avenue, Denver, CO 
80235.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEMS:
    (1) Current and former employees of the USIBWC.
    (2) Current and former emergency workers of the USIBWC.
    (3) Current and former volunteers within the USIBWC (volunteers).
    (4) Current and former contractors within the USIBWC (contractors).
    (5) Individuals identified as emergency contacts for the above 
employees, emergency workers, and volunteers.
    (6) Individual and corporate vendors who do business with the 
USIBWC. (Only records containing personal information relating to 
individuals are subject to the Privacy Act.)

CATEGORIES OF RECORDS IN THE SYSTEM:
    Employee (and emergency worker, volunteer, contractor and vendor) 
name, address, phone numbers, birth date; employee (and emergency 
worker and volunteer) emergency contact information (including name, 
address, phone numbers and relationship to individual), Social Security 
Number and organizational code; employee common identifier (ECI); 
vendor Taxpayer Identification Number; vendor code or number; employee 
ethnicity/race, pay rate, grade, length of service, individual's pay 
and leave records; time and attendance records, leave request records, 
allowances and cost distribution records; employee deductions for 
Medicare, Old Age Survivor and Disability Insurance (OASDI), bonds, 
Federal Employees' Group Life Insurance (FEGLI), union dues, taxes, 
allotments, quarters, retirement, charities, health benefits, Flexible 
Spending Account, Long Term Care, and Thrift Savings Fund 
contributions; employee awards, shift schedules, pay differentials, tax 
lien data, commercial garnishments and child support and/or alimony 
wage assignments; related payroll and personnel data. Also included is 
information on debts owed to the government as a result of overpayment, 
refunds owed or a debt referred for collection on an employee, 
emergency worker or contractor.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 3512, et seq.; 5 U.S.C. 5101, et seq.; Pub. L. 97-255; 
Office of Management and Budget Circular A-127.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary use of records in the system is to provide a repository 
for data from FPPS (Federal Personnel Payroll System) and FFS (Federal 
Financial System) that allows agencies to query the data in order to 
produce required reports in support of fiscal operations and personnel 
payroll processing.

Disclosure outside the USIBWC may be made:
    (1) To other Federal agencies to produce required reports, in 
support of their fiscal and personnel/payroll processing.
    (2) (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 USIBWC employee or USIBWC emergency worker acting in his 
or her individual capacity if USIBWC or DOJ or the DOI emergency 
worker's agency has agreed to represent that individual or pay for 
private representation of the individual;
    (b) When:
    (i) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (A) USIBWC or any component of USIBWC;
    (B) Any USIBWC emergency worker's agency;
    (C) Any other Federal agency appearing before the Office of 
Hearings and Appeals;
    (D) Any USIBWC employee or USIBWC emergency worker acting in his or 
her official capacity;
    (E) Any USIBWC employee or USIBWC emergency worker acting in his or 
her individual capacity if USIBWC or DOJ or the USIBWC emergency 
worker's agency has agreed to represent that individual or pay for 
private representation of the individual;
    (F) The United States, when DOJ determines that USIBWC or any 
USIBWC emergency worker's agency is likely to be affected by the 
proceeding; and
    (ii) USIBWC or any DOI emergency worker's agency deems the 
disclosure to be:
    (A) Relevant and necessary to the proceeding; and
    (B) Compatible with the purpose for which the records were 
compiled.
    (3) 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 USIBWC has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to an 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 USIBWC's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize or remedy such harm.
    (4) To a congressional office in response to a written inquiry that 
an

[[Page 76038]]

individual covered by the system, or the heir of such individual if the 
covered individual is deceased, has made to the office.
    (5) 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.
    (6) 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.
    (7) 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.
    (8) 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.
    (9) To state and local governments and tribal organizations to 
provide information needed in response to court order and/or for 
discovery purposes related to litigation, when the disclosure is 
compatible with the purpose for which the records were compiled.
    (10) 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.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records maintained in the Datamart are electronic and contain 
information from source systems. They are stored in magnetic media at 
the central computer processing center. All NIST guidelines, as well as 
Departmental and OMB guidance are followed concerning the storage of 
the records.

RETRIEVABILITY:
    Records may be retrieved by entries reflecting the various 
categories of records in the system including name of individual, name 
of emergency contact, Social Security Number, Tax Identification 
Number, vendor code or number, date of birth, organizational code, etc.

SAFEGUARDS:
    Electronic records are maintained with safeguards meeting all 
appropriate statutory and regulatory guidelines, as well as 
Departmental guidance addressing the security requirements of 
Departmental Privacy Act Regulations (43 CFR 2.51) for automated 
records, and with Office of Management and Budget, and NIST. Further, 
agency officials only have access to records pertaining to their 
agencies.
    (1) Physical security: Computer systems are maintained in locked 
rooms housed within secure USIBWC buildings.
    (2) Technical Security: Electronic records are maintained in 
conformity with Office of Management and Budget and USIBWC guidelines 
reflecting the implementation of the Federal Information Security 
Management Act. The electronic data are protected through user 
identification, passwords, database permissions, encryption and 
software controls. Such security measures establish different degrees 
of access for different types of users. An audit trail is maintained 
and reviewed periodically to identify unauthorized access. A Privacy 
Impact Assessment was completed to ensure that Privacy Act requirements 
and personally identifiable information safeguard requirements are met.
    (3) Administrative Security: All USIBWC and contractor employees 
with access to Datamart are required to complete Privacy Act, Federal 
Records Act and IT Security Awareness training prior to being given 
access to the system, and on an annual basis thereafter. In addition, 
Federal employees supervise and monitor the use of Datamart.

RETENTION AND DISPOSAL:
    Records contained in this system are documented as items 1400 and 
7554 of the Department of the Interior, Office of the Secretary's 
pending records schedule.

SYSTEM MANAGER AND ADDRESS:
    Chief, Applications Management and Technical Services Branch, 
Interior Business Center, U.S. Department of the Interior, 7301 West 
Mansfield Avenue, Denver, CO 80235-2230.

NOTIFICATION PROCEDURES:
    Inquiries regarding the existence of records should be addressed to 
the System Manager. The request must be in writing, signed by the 
requester, and meet the requirements of 43 CFR 2.60, which requires 
writing PRIVACY ACT INQUIRY prominently on your envelope and 
correspondence.

RECORDS ACCESS PROCEDURES:
    A request for access should be submitted to the System Manager at 
the above address. It must be submitted in writing, signed by the 
requester, and meet the requirements of 43 CFR 2.63, which requires 
writing PRIVACY ACT REQUEST FOR ACCESS prominently on the envelope and 
the front of the request.

CONTESTING RECORDS PROCEDURES:
    A petition for amendment should be addressed to the System Manager. 
The request must be in writing, signed by the requester, and meet the 
content requirements of 43 CFR 2.71, which include stating the reasons 
why the petitioner believes the record is in error, and the changes 
sought.

RECORD SOURCE CATEGORIES:
    The source data for the system comes from FPPS and FFS.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 2015-29531 Filed 12-4-15; 8:45 am]
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