[Federal Register Volume 62, Number 193 (Monday, October 6, 1997)]
[Notices]
[Pages 52145-52147]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-26345]
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DEPARTMENT OF THE INTERIOR
Privacy Act of 1974--Notice of Establishment of System of Records
Pursuant to the provisions of the Privacy Act of 1974, as amended
(5 U.S.C. 552a), notice is hereby given that the Department of the
Interior proposes to establish a new system of records to be maintained
by the Interior Service Center. The system, entitled ``Computerized ID
Security System--Interior, OS-01,'' will include information pertaining
to Departmental employees and other individuals who have had access to
the Main and South Interior Buildings. The information contained in
this system will be used for the purpose of operating and maintaining a
computerized security access-card system. The system will enhance the
security of the Main and South Interior Buildings, while enabling the
Department to assure the safety of building occupants in the event of
an emergency. Individuals entering or leaving the Main or South
Interior Buildings will be required to scan a computerized
identification (ID) card, equipped with a magnetic device, through a
card reading device. The device will identify the card holder based on
personal information encoded on the card, and will either authorize
entry or deny access to the building in question.
The potential impact on the privacy of individuals covered by the
system will be minimal. Data pertaining to the date and time of entry
and exit of an Interior employee will not be disclosed to supervisors,
managers, or any other persons (other than the individual to whom the
information applies) to verify time and attendance records for
personnel-related purposes because 5 U.S.C. 6106 prohibits Federal
Executive agencies (other than the Bureau of
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Engraving and Printing) from using a ``recording clock'' within the
District of Columbia, unless used as part of a flexible schedule
program under 5 U.S.C. 6120 et seq. Unless retained for specific
ongoing security or safety investigations, records related to date and
times of exit and entry of all individuals covered by the system will
be retained for a period of no longer than 2 years.
The notice is published in its entirety below.
As required by the Privacy Act of 1974, as amended (5 U.S.C.
552a(r)), the Office of Management and Budget, the Seante Committee on
Governmental Affairs, and the House Committee on Government Operations
have been notified of this action.
5 U.S.C. 552a(e)(11) requires that the public be provided a 30-day
period in which to comment on the intended use of the information in
the system of records. The Office of Management and Budget, in its
Circular A-130, requires an additional 10-day period (for a total of 40
days) in which to make these comments. Written comments on this
proposal can be addressed to the Office of the Secretary Privacy Act
Officer, Interior Service Center, 1849 ``C'' Street NW, Mail Stop 1414
MIB, Washington, DC 20240, telephone (202) 208-6045, e-mail
Sue__Ellen__Sloca@ios.doi.gov. Comments received within 40 days of
publication in the Federal Register will be considered. The system will
be effective as proposed at the end of the comment period, unless
comments are received which would require a contrary determination.
Dated: September 30, 1997.
Tim Vigotsky,
Director, Interior Service Center.
INTERIOR/OS-01
SYSTEM NAME:
Computerized ID Security System--Interior, OS-01.
SYSTEM LOCATION:
(1) Data covered by this system is maintained in the following
location: U.S. Department of the Interior, Office of the Secretary,
Interior Service Center, Facilities Management and Services, Physical
Security Office, Room 1229 Main Interior Building, 1849 C Street NW.,
Washington, DC 20240.
(2) Security access to data covered by this system is available at
all locations within the vicinity of the Main Interior Building and the
South Interior Building complex where staffed guard stations are
established.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals who have had access to the Main and South Interior
Buildings. These include, but are not limited to, the following groups:
Current agency employees, former agency employees, agency contractors,
persons authorized to perform or to use services provided in the Main
and South Interior Buildings (e.g., Department of the Interior Federal
Credit Union, Interior Recreation Association Fitness Center, etc.)
volunteers, and visitors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained on current agency employees, former agency
employees, and agency contractors include the following data fields:
Name, Social Security number, date of birth, signature, image
(photograph), hair color, eye color, height, weight, organization/
office of assignment, telephone number of emergency contact (optional/
voluntary data field), date of entry, time of entry, time of exit,
security access category, number of ID security cards issued, ID
security card issue date, ID security care expiration date, and ID
security card serial number.
Records maintained on all other individuals covered by the system
include the following data fields: Name, Social Security number (or one
of the following: Drivers License number, ``Green Card'' number, Visa
number, or other ID number), U.S. citizenship (yes or no/logical data
field), date of entry, time of entry, time of exit, purpose for entry,
agency point of contact, security access category, number of ID
security cards issued, ID security card issue date, ID security card
expiration data, and ID security card serial number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5. U.S.C. 301; Presidential Memorandum on Upgrading Security at
Federal Facilities, June 28, 1995.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The primary purposes of the system are:
(1) To ensure the safety and security of the Main and South
Interior Buildings and their occupants.
(2) To verify that all persons entering the buildings are
authorized to enter them.
(3) To track and control ID security cards issued to persons
entering the buildings.
Disclosures outside the Department of the Interior may be made:
(1) To security service companies that provide monitoring and
maintenance support for the system.
(2) To the Federal Protective Service, and appropriate Federal,
State, and local law enforcement agencies to investigate emergency
response situations or to investigate and prosecute the violation of
law, statute, rule, regulation, order or license.
(3) To the U.S. Department of Justice or to a court or adjudicative
body with jurisdiction when (a) the United States, the Department of
the Interior, a component of the Department, or, when represented by
the government, an employee of the Department is a party to litigation
or anticipated litigation or has an interest in such litigation, and
(b) the Department of the Interior determines that the disclosure is
relevant or necessary to the litigation and is compatible with the
purpose for which the records were compiled.
(4) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional office.
(5) To representatives of the General Services Administration or
the National Archives and Records Administration to conduct records
management inspections under the authority of 44 U.S.C. 2903 and 2904.
Note: Disclosures within the Department of the Interior of data
pertaining to date and time of entry and exit of an agency employee
may not be made to supervisors, managers, or any other persons
(other than the individual to whom the information applies) to
verify employee time and attendance record for personnel actions
because 5 U.S.C. 6106 prohibits Federal Executive agencies (other
than the Bureau of Engraving and Printing) from using a recording
clock within the District of Columbia, unless used as part of a
flexible schedule program under 5 U.S.C. 6120 et seq.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in computerized form on a non-removable hard
disk. Record backups are stored on removable diskettes and/or tapes.
RETRIEVABILITY:
Records are retrievable by name, social Security number, other ID
number, image (photograph), organization/office of assignment, agency
point of contact, security access, category, date of entry, time of
entry, time of exit, ID security card issue date, ID security card
expiration date, and ID security card serial number.
SAFEGUARDS:
The computer on which records are stored is located in an office
that is secured by an alarm system and off-
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master key access. The computer itself is key-locked and access to the
system is password-protected. Access granted to individuals at guard
stations is password-protected; each person granted access to the
system at guard stations must be individually authorized to use the
system. A Privacy Act Warning Notice appears on the monitor screen when
records containing information on individuals are first displayed.
Backup diskettes/tapes are stored in a locked and controlled room in a
secure, off-site location.
RETENTION AND DISPOSAL:
Records relating to persons covered by the system are retained in
accordance with General Records Schedule 18, Item No. 17. Unless
retained for specific, ongoing security investigations:
(1) Records relating to individuals other than employees are
destroyed two years after ID security card expiration date.
(2) Records relating to date and time of entry and exit of
employees are destroyed two years after date of entry and exit.
(3) All other records relating to employees are destroyed two years
after ID security card expiration date.
SYSTEM MANAGER(S) AND ADDRESS:
Buildings Manager, U.S. Department of the Interior, Interior
Service Center, Facilities Management and Services, Buildings Manager's
Office, m.s. 1221, 1849 C Street NW., Washington, DC 20240.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on him or her should address his/her request to the Buildings Manager.
The request must be in writing and signed by the requester. (See 43 CFR
2.60.)
RECORD ACCESS PROCEDURES:
An individual requesting access to records maintained on him or her
should address his/her request to the Buildings Manager. The request
must be in writing and signed by the requester. (See 43 CFR 2.63.)
CONTESTING RECORDS PROCEDURES:
An individual requesting amendment of a record maintained on him or
her should address his/her request to the Buildings Manager. The
request must be in writing and signed by the requester. (See 43 CFR
2.71.)
RECORD SOURCE CATEGORIES:
Individuals covered by the system, supervisors, and designated
approving officials.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 97-26345 Filed 10-3-97; 8:45 am]
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