Privacy Act of 1974; System of Records, 3433-3435 [2024-00820]

Agencies

• Executive Office of the President
• National Drug Control Policy Office

[Federal Register Volume 89, Number 12 (Thursday, January 18, 2024)]
[Notices]
[Pages 3433-3435]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-00820]


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EXECUTIVE OFFICE OF THE PRESIDENT

Office of National Drug Control Policy


Privacy Act of 1974; System of Records

AGENCY: Office of National Drug Control Policy.

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, the Office of National 
Drug Control Policy (ONDCP), proposes to establish a new system of 
records entitled ``Correspondence Management systems (CMS) for the 
Office of National Drug Control Policy (ONDCP)'', ONDCP/001. The system 
will include correspondence referred to, received by or sent by the 
ONDCP along with other materials such as log sheets and tracking 
datasets associated with the ONDCP correspondence processes.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of 
records notice is effective upon publication, with the exception of the 
routine uses that are subject to a 30-day period in which to comment, 
described below. Therefore, please submit any comments by February 20, 
2024.

ADDRESSES: Address all comments in writing within 30 days to Anthony 
Jones, Deputy General Counsel. Email is the most reliable means of 
communication. Mr. Jones may be contacted by email at 
[email protected]. Mailing address is: Executive Office of the 
President, Office of National Drug Control Policy, Joint Base 
Anacostia-Bolling (JBAB) Bldg./410 Door 23, 250 Murray Lane SW, 
Washington, DC 20509.

FOR FURTHER INFORMATION CONTACT: Anthony Jones, Deputy General Counsel, 
Office of National Drug Control Policy, Joint Base Anacostia-Bolling 
(JBAB) Bldg./410 Door 23, 250 Murray Lane SW, Washington, DC 20509, or 
by telephone at (202) 395-3493.

SUPPLEMENTARY INFORMATION: ONDCP leads and coordinates the nation's 
drug policy so that it improves the health and lives of the American 
people. ONDCP is responsible for the development and implementation of 
the National Drug Control Strategy and Budget. ONDCP coordinates across 
19 Federal agencies as part of a whole-of-government approach to 
addressing addiction and the overdose epidemic.
    The system of records covered by this notice is necessary for the 
ONDCP to communicate with its partners and stakeholders in the 
performance of its mission essential functions.
    In accordance with 5 U.S.C.552a(r), the Commission has provided a 
report to OMB and the Congress on the new system of records

SYSTEM NAME AND NUMBER:
    Correspondence Management systems (CMS) for the Office of National 
Drug Control Policy (ONDCP), ONDCP/001.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Offices of the Office of National Drug Control Policy, Joint Base 
Anacostia-Bolling (JBAB) Bldg./410 Door 23, 250 Murray Lane SW, 
Washington, DC 20509 and Washington National Records Center, 4205 
Suitland Road, Washington, DC 20409.

SYSTEM MANAGER(S):
    Anthony Jones, Deputy General Counsel, Office of National Drug 
Control Policy, Joint Base Anacostia-Bolling (JBAB) Bldg./410 Door 23, 
250 Murray Lane SW, Washington, DC 20509. Telephone: (202) 395-3493. 
Email [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The System controls and tracks correspondence received or 
originated by the ONDCP or referred to the ONDCP, and action taken by 
the ONDCP in response to correspondence received, as well as some 
internal memoranda, action items, email correspondence, and logs/notes 
of official telephone calls. It also serves as a reference source for 
inquiries and response thereto.

[[Page 3434]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals originating, receiving, or named in correspondence 
(including attachments) to or from the ONDCP or whose correspondence is 
referred to the ONDCP, or persons communicating electronically or by 
telephone with the ONDCP regarding official business of the ONDCP, 
including Members of Congress, other government officials, individuals, 
and their representatives; individuals originating, receiving, or named 
in internal memoranda (including attachments) within the ONDCP, 
including employees, contractors, and individuals relating policy 
decisions or administrative matters of significance to the ONDCP; in 
some instances, ONDCP personnel assigned to handle such correspondence 
and other matters.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence identification (e.g., correspondence's name, 
address, title, organization, control number, date of correspondence, 
date received, subject); status of response within the ONDCP; may 
include original correspondence, ONDCP's response, office or staff 
member assigned to handle the matter, referral letters, name and 
identification of person referring the correspondence, copies of any 
enclosures, and related materials. Records may include reports or other 
goods on a given subject or individual. Correspondence identification 
and tracking information, as well as some substantive information on 
these matters may be maintained in automated database in electronic 
format and/or paper files.

RECORD SOURCE CATEGORIES:
    Sources of information contained in these systems include 
individuals, state, local, tribal, and foreign government agencies as 
appropriate, the executive and legislative branches of the Federal 
Government, the Judiciary, and interested third parties. The source of 
the information on the control records contained in these systems is 
derived from incoming and outgoing correspondence.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b), all or a portion of the records contained in this system of 
records may be disclosed as a routine use pursuant to 5 U.S.C. 
552a(b)(3) under the circumstances or for the purposes described below, 
to the extent such disclosures are compatible with the purposes for 
which the:
    a. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government, when 
necessary to accomplish an ONDCP function related to this system of 
records;
    b. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record;
    c. Where a record, either alone or in conjunction with other 
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be 
referred to the appropriate federal, state, local, territorial, tribal, 
or foreign law enforcement authority or other appropriate entity 
charged with the responsibility for investigating or prosecuting such 
violation or charged with enforcing or implementing such law;
    d. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body, when the ONDCP determines that the 
records are arguably relevant to the proceeding; or in an appropriate 
proceeding before an administrative or adjudicative body when the 
adjudicator determines the records to be relevant to the proceeding;
    e. To a former employee of the ONDCP for purposes of: responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority, in accordance with applicable 
regulations; or facilitating communications with a former employee that 
may be necessary for personnel-related or other official purposes where 
the ONDCP requires information and/or consultation from the former 
employee regarding a matter within that person's former area of 
responsibility;
    f. To the National Archives and Records Administration for purposes 
of records management inspections conducted under the authority of 44 
U.S.C. 2904 and 2906;
    g. To appropriate agencies, entities, and persons when (1) the 
ONDCP suspects or has confirmed that there has been a breach of the 
system of records; (2) the ONDCP has determined that as a result of the 
suspected or confirmed breach there is a risk of harm to the 
individuals, the ONDCP (including its information systems, programs, 
and operations), the Federal Government, or national security; and (3) 
the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with the ONDCP's efforts 
to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm;
    h. To another Federal agency or Federal entity, when the ONDCP 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs, and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach;
    i. To such recipients and under such circumstances and procedures 
as are mandated by federal statute or treaty.information was collected.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored in electronic form and on paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Information can be retrieved by correspondence control number; name 
of individual; subject matter of topic; or in some cases, by other 
identifying search term employed.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and disposed of in accordance with the ONDCP 
record schedules approved by the National Archives and Records 
Administration, and/or pursuant to General Records Schedules 4.1, item 
10, 4.2, or 14.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are under security safeguards at both the ONDCP's 
office and the National Records Center. Such safeguards include storage 
in a central location within a limited access building and a further 
limited access suite. Accordingly, access is limited to ONDCP and 
Record Center employees and contractors with appropriate security 
clearances. The electronic records are safeguarded by the EOP Office of 
Administration's Chief Information Officer, Information Assurance 
Directorate security procedures. Access to the ONDCP's data requires a 
multi-factor authentication and is limited to ONDCP employees and 
contractors with appropriate security clearances.

RECORD ACCESS PROCEDURES:
    The ONDCP's record access procedures are set forth in 21 CFR

[[Page 3435]]

1401.21. That section provides that (a) You can make a Privacy Act 
request for records about yourself. You also can make a request on 
behalf of another individual as the parent or legal guardian of a 
minor, or as the legal guardian of someone determined by a court to be 
incompetent. (b) To make a request for access to a record, you should 
write directly to our Office of General Counsel. Heightened security 
delays mail delivery. To avoid mail delivery delays, we strongly 
suggest that you email your request to [email protected]. Our mailing 
address is: SSDMD/RDS; ONDCP Office of General Counsel; Joint Base 
Anacostia-Bolling (JBAB); Bldg. 410/Door 123; 250 Murray Lane SW, 
Washington, DC 20509. To make sure that the Office of General Counsel 
receives your request without delay, you should include the notation 
``Privacy Act Request'' in the subject line of your email or on the 
front of your envelope and also at the beginning of your request. (c) 
You must describe the record that you seek in enough detail to enable 
ONDCP to locate the system of records containing the record with a 
reasonable amount of effort. Include specific information about each 
record sought, such as the time period in which you believe it was 
compiled, the name or identifying number of each system of records in 
which you believe it is kept, and the date, title or name, author, 
recipient, or subject matter of the record. As a general rule, the more 
specific you are about the record that you seek, the more likely we 
will be able to locate it in response to your request. (d) When making 
a Privacy Act request, you must verify your identity in accordance with 
these procedures to protect your privacy or the privacy of the 
individual on whose behalf you are acting. If you make a Privacy Act 
request and you do not follow these identity verification procedures, 
ONDCP cannot process your request. (1) You must include in your request 
your full name, citizenship status, current address, and date and place 
of birth. We may request additional information to verify your 
identity. To verify your own identity, you must provide an unsworn 
declaration under 28 U.S.C. 1746, a law that permits statements to be 
made under penalty of perjury. To fulfill this requirement, you must 
include the following statement just before the signature on your 
request: ``I declare under penalty of perjury that the foregoing is 
true and correct. Executed on [date].'' (2) If you make a request as 
the parent or legal guardian of a minor, or as the legal guardian of 
someone determined by a court to be incompetent, for access to records 
or information about that individual, you must establish: (i) The 
identity of the individual who is the subject of the record, by stating 
the individual's name, citizenship status, current address, and date 
and place of birth; (ii) Your own identity, as required in paragraph 
(f)(1) of this section; (iii) That you are the parent or legal guardian 
of the individual, which you may prove by providing a copy of the 
individual's birth certificate showing your parentage or a court order 
establishing your guardianship; and (iv) That you are acting on behalf 
of the individual in making the request.

CONTESTING RECORD PROCEDURES:
    If you are requesting an amendment of an ONDCP record, you must 
identify each particular record in question and the system of records 
in which the record is located, describe the amendment that you seek, 
and state why you believe that the record is not accurate, relevant, 
timely or complete. You may submit any documentation that you think 
would be helpful, including an annotated copy of the record.

NOTIFICATION PROCEDURES:
    Address inquiries to System Manager named above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

    Dated: January 11, 2024.
Anthony Jones,
Deputy General Counsel.
[FR Doc. 2024-00820 Filed 1-17-24; 8:45 am]
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