Privacy Act of 1974, as Amended; Notice To Amend an Existing System of Records, 16207-16210 [2016-06813]

Agencies

• DEPARTMENT OF THE INTERIOR
• Office of the Secretary

[Federal Register Volume 81, Number 58 (Friday, March 25, 2016)]
[Notices]
[Pages 16207-16210]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-06813]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary

[167D0102R2 DR2000000.IMD000 DS63605000]


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

AGENCY: Office of the Secretary, Interior.

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

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as 
amended, the Department of the Interior is issuing a public notice of 
its intent to amend the Privacy Act system of records, ``Mineral Lease 
and Royalty Accounting Files--Interior, MMS-1'', to update the system 
name, system location, categories of individuals covered by the system, 
categories of records in the system, authority for maintenance of the 
system, routine uses, storage, safeguards, retention and disposal, 
system manager and address, notification procedures, records access and 
contesting procedures, and records source categories. The system name 
will be updated to ``Minerals Revenue Management Support System 
(MRMSS), OS-30'' to reflect new organizational management. The purpose 
of the system is to facilitate billing, accounts receivable, general 
ledger, compliance management, and collection of revenues.

DATES: Comments must be received by April 25, 2016. The amendments to 
the system will be effective April 25, 2016.

ADDRESSES: Any person interested in commenting on this notice may do so 
by: Submitting comments in writing to Teri Barnett, Departmental 
Privacy Officer, U.S. Department of the Interior, 1849 C Street NW., 
Mail Stop 5547 MIB, Washington, DC 20240; hand-delivering comments to 
Teri Barnett, Departmental Privacy Officer, U.S. Department of the 
Interior, 1849 C Street NW., Mail Stop 5547 MIB, Washington, DC 20240; 
or emailing comments to Privacy@ios.doi.gov.

FOR FURTHER INFORMATION CONTACT: Minerals Revenue Management Support 
System Program Manager, Information Management Center (IMC), Office of 
Natural Resources Revenue, U.S. Department of the Interior, P.O. Box 
25165, Lakewood, CO 80225, or by telephone at 303-231-3177.

SUPPLEMENTARY INFORMATION:

I. Background

    The Department of the Interior (DOI) Office of Natural Resources 
Revenue (ONRR), within the Office of the Secretary, is responsible for 
the management of revenue associated with both Federal offshore and 
onshore mineral leases, and revenue management services for mineral 
leases on Indian lands in partnership with the Bureau of Indian 
Affairs. ONRR maintains the ``Mineral Lease and Royalty Accounting 
Files--Interior, MMS-1,'' system of records to manage these 
responsibilities in support of ONRR's mission to collect, disburse, and 
verify Federal and Indian energy and other natural resource revenues on 
behalf of Americans. Due to the restructuring of the Minerals 
Management Service and ONRR within the Office of the Secretary, DOI is 
proposing to revise the system name to ``Minerals Revenue Management 
Support System (MRMSS), OS-30'' to reflect the new organizational 
management. Other proposed amendments to the system include updating 
the system location, categories of individuals covered by the system, 
categories of records in the system, authority for maintenance of the 
system, routine uses, storage, safeguards, retention and disposal, 
system manager and address, notification procedures, record access and 
contesting record procedures, and records source categories. The 
Mineral Lease and Royalty Accounting Files--Interior, MMS-1 system 
notice was last published in the Federal Register on March 17, 1986 (51 
FR 9121).
    The MRMSS system facilitates mineral lease revenue management 
including billing, accounts receivable, rents, royalty payments, 
general ledger activity, compliance management, reporting, and the 
collection of revenues. The system also supports ONRR Outreach program 
activities for Indian mineral owners, to foster communication and 
enhance ONNR's trust responsibilities, and resolve royalty-related 
problems in partnership with the Bureau of Indian Affairs, Bureau of 
Land Management, and Office of the Special Trustee for American 
Indians. The MRMSS system helps ONRR meet its fiduciary 
responsibilities to manage revenues from energy and mineral leases for 
the use of public natural resources. The records in the MRMSS are 
related to both business entities and individuals, though records 
concerning corporations and other business entities are not subject to 
the Privacy Act.
    The amendments to the system notice will be effective as proposed 
at the end of the comment period (the comment period will end 30 days 
after the publication of this notice in the Federal

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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.

II. Privacy Act

    The Privacy Act of 1974, as amended (5 U.S.C. 552a), 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 records 
about individuals that are 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 identifier 
assigned to the individual. The Privacy Act defines an individual as a 
U.S. 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 at 43 CFR part 2, subpart K.
    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, the routine uses of each system 
to make agency record keeping practices transparent, to notify 
individuals regarding the uses of their records, and to assist 
individuals to more easily find such records within the agency. The 
amended Minerals Revenue Management Support System (MRMSS), OS-30 
system of records notice 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.

    Dated: March 22, 2016.
Teri Barnett,
 Departmental Privacy Officer.
System Name:
    Minerals Revenue Management Support System (MRMSS), OS-30.

SYSTEM CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records in this system are located at the Office of Natural 
Resources Revenue Center, Denver Federal Center, P.O. Box 25165, 
MS6055A, Denver, Colorado 80225, and at Office of Natural Resources 
Revenue contractor facilities that process electronic Minerals Revenue 
Management Support System records.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system include lease and permit holders, 
current and former landowners and lessees, royalty payors and 
production operators, individuals who have reported rents, royalties, 
and bonuses from oil or other minerals or gas from producing or 
nonproducing Federal or Indian leases, current and former Federal 
employees and contractors, state and local government employees, and 
Tribal government officials. The system also contains records 
concerning corporations and other business entities that are not 
subject to the Privacy Act. However, records pertaining to individuals 
acting on behalf of corporations and other business entities may 
reflect personal information.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains records relating to the general administration 
of the MRMSS, and records relating to minerals revenue asset 
management, compliance management, and financial management. These 
records are related to business entities and individuals and includes 
leases, permits, correspondence, forms, disbursements, reports, and 
other documents which may contain first and last names, addresses, 
telephone numbers, fax numbers, email addresses, other contact 
information, lease numbers, revenues collected, outreach information of 
individual Indian owners, dates due, customer identification number, 
owner identification number, location of land, type of lease, lessee 
and/or payor information, allottee production volume, commodity, 
reported revenues, sales value, royalty amounts, tax identification 
number, rate billed, amount charged, interest and penalty, collection 
actions, bank account number, check number, amount paid, contract 
number, agreement number, allotment number, well number, and other 
information that may be generated or maintained during the processing 
and administration of minerals revenue management responsibilities. The 
records concerning corporations and other business entities are 
compliance activities and are not subject to the Privacy Act. However, 
records pertaining to individuals acting on behalf of corporations and 
other business entities may reflect personal information.
    ONRR Outreach program activities include phone calls, email, and 
correspondence, as well as meetings with individual Indian owners that 
have ownership in revenues that come from mineral leases. These records 
may include first and last name, email address, phone number, 
individual owner identification, allocated ownership percentage, 
estimated revenues from leases, and other information that may be 
contained in correspondence with or requests from individuals generated 
through outreach activities to support and provide a response to 
customer inquiries.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Federal Oil and Gas Royalty Management Act of 1982, 30 U.S.C. 
1701-1759; Chapter 12 of Title 25 of the U.S. Code, addressing the 
lease, sale, or surrender of allotted or unallotted lands, found at 25 
U.S.C. 391-416j; Chapter 3A of Title 30 of the U.S. Code, addressing 
leases and prospecting permits, found at 30 U.S.C. 181-196; and the 
Outer Continental Shelf Lands Act, 43 U.S.C. 1331-1356b.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The purposes of the system are to collect royalties and rents; 
control revenues; distribute funds collected; maintain records of 
royalty accounts and associated sales and production information; 
provide data to facilitate comparative auditing of mineral production, 
royalties due, revenues collected, and funds distributed; gather 
statistics for managing the mineral leasing program; provide 
informational access to external users including states, Indian tribes 
or agencies, and Federal agencies; and provide outreach services to the 
Indian community.
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be

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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 U.S. Department 
of the Interior's Office of Hearings and Appeals;
    (C) Any DOI employee acting in his or her official capacity;
    (D) Any DOI employee acting in his or her individual capacity if 
DOI or DOJ has agreed to represent that employee or pay for private 
representation of the employee;
    (E) The United States, when DOJ determines that DOI is likely to be 
affected by the proceeding; and
    (ii) DOI deems the disclosure to be:
    (A) Relevant and necessary to the proceeding; and
    (B) Compatible with the purpose for which the records were 
compiled.
    (2) To a congressional office in response to a written inquiry that 
an individual covered by the system, or the heir of such individual if 
the covered individual is deceased, has made to the office.
    (3) To any criminal, civil, or regulatory law enforcement authority 
(whether Federal, state, local, tribal or foreign) when a record, 
either alone or in conjunction with other information, indicates a 
violation or potential violation of law--criminal, civil, or regulatory 
in nature, and the disclosure is compatible with the purpose for which 
the records were compiled.
    (4) To an official of another Federal agency to provide information 
needed in the performance of official duties related to reconciling or 
reconstructing data files or to enable that agency to respond to an 
inquiry by the individual to whom the record pertains.
    (5) To Federal, state, 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.
    (6) To representatives of the National Archives and Records 
Administration (NARA) to conduct records management inspections under 
the authority of 44 U.S.C. 2904 and 2906.
    (7) To state, territorial and local governments and tribal 
organizations to provide information needed in response to court order 
and/or discovery purposes related to litigation, when the disclosure is 
compatible with the purpose for which the records were compiled.
    (8) To an expert, consultant, or contractor (including employees of 
the contractor) of DOI that performs services requiring access to these 
records on DOI's behalf to carry out the purposes of the system.
    (9) To appropriate agencies, entities, and persons when:
    (a) It is suspected or confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; and
    (b) DOI 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 DOI 
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 DOI's efforts 
to respond to the suspected or confirmed compromise and prevent, 
minimize, or remedy such harm.
    (10) To the Office of Management and Budget (OMB) during the 
coordination and clearance process in connection with legislative 
affairs as mandated by OMB Circular A-19.
    (11) To the Department of the Treasury to recover debts owed to the 
United States.
    (12) To the news media and the public, with the approval of the 
Public Affairs Officer in consultation with counsel and the Senior 
Agency Official for Privacy, where there exists a legitimate public 
interest in the disclosure of the information, except to the extent it 
is determined that release of the specific information in the context 
of a particular case would constitute an unwarranted invasion of 
personal privacy.
    (13) To other Federal agencies for the purpose of submitting 
reports, data and information related to the production of minerals 
such as oil, gas and solids associated with the management of revenues.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a 
consumer reporting agency as defined in the Fair Credit Reporting Act 
(15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 
U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in paper form in file folders stored in file 
cabinets, and electronic media such as computers, magnetic disk, 
diskette, compact discs and computer tapes. The electronic records are 
maintained in removable drives, computer servers, email and electronic 
databases.

RETRIEVABILITY:
    Customer records are retrieved by name or customer identification 
number, owner name, or owner identification number; land information is 
retrieved by location and whether or not the lease is an Indian lease 
or a Federal onshore or offshore lease. Records are indexed by lease or 
contract number; lessee and/or payor; permittee; production reporter; 
and/or commodity.

SAFEGUARDS:
    The records contained in this system are safeguarded in accordance 
with 43 CFR 2.226 and other applicable security and privacy 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, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 
U.S.C. 3501-3521; Federal Information Security Modernization Act of 
2014, 44 U.S.C. 3551-3558; 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 contractor 
facilities with physical, technical and administrative levels of 
security to prevent unauthorized access to the DOI network and 
information assets. Security controls include

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encryption, firewalls, audit logs, and network system security 
monitoring.
    Electronic data is protected through user identification, 
passwords, database permissions and software controls. 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, 
and each user's access is restricted to only the functions and data 
necessary to perform that person's job responsibilities. System 
administrators and 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 DOI Rules of 
Behavior. A privacy impact assessment was conducted to ensure 
appropriate controls and safeguards are in place to protect the 
information within the system.

RETENTION AND DISPOSAL:
    Records in this system are maintained under the Minerals Management 
Service (MMS) Comprehensive Schedule approved by NARA (NC1-057-84-07), 
which include both permanent and temporary dispositions. These records 
are subject to litigation holds and permanent retention. Administrative 
records and general correspondence files have temporary dispositions 
and are maintained in accordance their respective records schedules 
dependent on the specific subject matter or function and retention 
requirements. Temporary mission files related to mineral resource, 
lease and royalty management activities are cut off at the close of the 
fiscal year then transferred to a Federal records center, one year 
after cutoff, and destroyed 7 years after cutoff. Approved disposition 
methods include shredding or pulping paper records, and degaussing or 
erasing electronic records in accordance with 384 Department Manual 1 
and NARA guidelines.

SYSTEM MANAGER AND ADDRESS:
    MRMSS Program Manager, Information Management Center (IMC), Office 
of Natural Resources Revenue, U.S. Department of the Interior, P.O. Box 
25165, Lakewood, Colorado 80225.

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 
both 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 records on himself or herself should send 
a signed, written inquiry to the System Manager identified above. The 
signed 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 
content requirements of 43 CFR 2.238.

CONTESTING RECORDS PROCEDURES:
    An individual requesting corrections or the removal of material 
from his or her records should send a signed, written request to the 
System Manager identified above. A request for corrections or removal 
must meet the requirements of 43 CFR 2.246.

RECORD SOURCE CATEGORIES:
    Information in the system is obtained directly from lease and 
permit holders, current and former landowners and lessees, royalty 
payors and production operators, individuals who have reported rents, 
royalties, and bonuses from oil or other minerals or gas from producing 
or nonproducing Federal or Indian leases, current and former Federal 
employees and contractors, state and local government employees, and 
Tribal government officials. Information may also be obtained from DOI 
bureau and office records supporting revenue management and outreach 
activities including the Bureau of Ocean Energy Management, Bureau of 
Safety and Environmental Enforcement, Bureau of Land Management, Bureau 
of Indian Affairs, Office of the Special Trustee for American Indians, 
other offices or programs providing support or data for this system, 
and other Federal, state, tribal or local agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 2016-06813 Filed 3-24-16; 8:45 am]
BILLING CODE 4334-03-P