[Federal Register Volume 64, Number 241 (Thursday, December 16, 1999)]
[Notices]
[Pages 70287-70288]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-32618]
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DEPARTMENT OF JUSTICE
[AAG/A Order No. 188-99]
Privacy Act of 1974; Notice of New System of Records
Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), notice is
given that the Federal Bureau of Prisons (Bureau) proposes to establish
a new system of records entitled, ``National Institute of Corrections
Mailing List and Information Center Contacts Records System, (JUSTICE/
BOP-104)'', which will become effective February 14, 2000.
The National Institute of Corrections (NIC) has developed new
automated databases containing names and addresses of NIC constituents
and individuals who contact the Information Center requesting
corrections information. These databases have been developed to more
efficiently track and respond to persons who contact the Information
Center and to generate labels for mailings initiated by NIC to groups
of NIC constituents.
Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be
provided a 30-day period in which to comment on the routine uses of a
new system. The Office of Management and Budget (OMB), which has
oversight responsibilities under the Privacy Act, requires that it be
given 40 days in which to review the system.
Therefore, please submit any comments by January 13, 2000. The
public, OMB, and the Congress are invited to send written comments to
Mary Cahill, Management and Planning Staff, Justice Management
Division, Department of Justice, Washington, DC 20530 (1400 National
Place Building).
A description of the system of records is provided below. In
addition, the Department of Justice has provided a report to OMB and
the Congress in accordance with 5 U.S.C. 552a(r).
Dated: December 6, 1999.
Stephen R. Colgate,
Assistant Attorney General for Administration.
JUSTICE/BOP-104
SYSTEM NAME:
National Institute of Corrections Mailing List and Information
Center Contacts Record System.
SYSTEM LOCATION:
Records may be retained at the national headquarters of the
National Institute of Corrections (NIC) and/or at the NIC Information
Center currently located in Longmont, Colorado and/or at the offices of
an information management company authorized by
[[Page 70288]]
contract with NIC to maintain and manage the system.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who request corrections information from the NIC
Information Center and Individuals who receive NIC-generated mailings
of corrections information, including (1) NIC constituents sorted by
constituent group, e.g. directors or commissioners of state Departments
of Corrections, administrators of large jails, NIC Advisory Board
members; (2) employees of federal, state, local, tribal, foreign and
international government agencies, including corrections and other law
enforcement agencies; (3) employees from private corrections companies
who have contracted to provide corrections services to government
agencies; (4) inmates and inmate family members and friends; (5)
elected officials including Members of Congress; (6) members of
professional organizations including the American Corrections
Association; (7) members of the news media; (8) members of the general
public, including staff and students from educational institutions and
charitable organizations.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system include: (1) Identification and logistical
information for persons who contact the Information Center, e.g. name,
agency, address, telephone number; library subject codes of documents
requested and sent, receipt and response dates, method of information
delivery, postage costs; (2) Names and addresses of NIC constituents,
sorted by constituent group, e.g. directors or commissioners of state
Departments of Corrections, administrators of large jails, NIC Advisory
Board members.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
This system is established and maintained under the authority of 18
U.S.C. 4352.
PURPOSE(S):
The purpose of this system is to more efficiently track and respond
to persons who request information from the NIC Information Center and
to generate labels for NIC-initiated mailings to groups of NIC
constituents.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Relevant data from this system will be disclosed as follows:
(a) To contractors or employees of the Department of Justice and/or
other federal agencies, and/or state, local, tribal, foreign and
international government agencies or professional organizations who
have a need for the information in the performance of their official
duties, e.g. when the employees will use the mailing list to initiate
mailings approved by NIC.
(b) To the National Archives and Records Administration and General
Services Administration in records management inspections conducted
under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information maintained in the system is stored in electronic media
via a configuration of personal computer, client/server, and mainframe
systems architecture located in the NIC Information Center and/or NIC
headquarters offices and/or the offices of an information management
company authorized by contract with NIC to maintain and manage the
system. Computerized records are maintained on hard disk, floppy
diskettes, magnetic tapes and/or optical disks. Documentary records are
maintained in manual file folders and/or index cards.
RETRIEVABILITY:
Records concerning persons who request information from the NIC
Information Center are retrievable by identification and logistical
information, e.g., name, address. Records concerning groups of NIC
constituents who receive NIC-generated mailings are retrievable by
category of constituent group, e.g. sheriffs; by position in the
constituent group, e.g. sheriff of Fairfax County; and/or by certain
identification information (names, addresses) of the individuals in the
constituent group, e.g. Sheriff John Smith.
SAFEGUARDS:
Information is safeguarded in accordance with Department of Justice
and Bureau of Prisons rules and policy governing automated information
systems security and access. These safeguards include the maintenance
of records and technical equipment in restricted areas, and the
required use of proper passwords and user identification codes to
access the system. Only those NIC personnel or authorized contractor
staff who require access to perform their official and/or contract
duties may access the system equipment and the information in the
system.
RETENTION AND DISPOSAL:
Information is maintained until such time as the records no longer
serve the purpose described by this system. At such time, these records
may be updated or incorporated into an appropriate, published system of
records with an approved retention schedule, or otherwise destroyed by
shredding and/or degaussing.
SYSTEM MANAGER(S) AND ADDRESS:
Director, National Institute of Corrections, Room 5007, 320 First
Street NW, Washington, DC 20534.
NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the System
Manager listed above.
RECORD ACCESS PROCEDURES:
All requests for records may be made in writing to the Director,
National Institute of Corrections, Room 5007, 320 First Street NW,
Washington, DC 20534, and should be clearly marked ``Privacy Act
Request.''
CONTESTING RECORD PROCEDURES:
Same as above.
RECORD SOURCE CATEGORIES:
Records are generated by NIC staff and/or by persons requesting
information from the Information Center and/or by NIC constituents
seeking NIC-generated mailings.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 99-32618 Filed 12-15-99; 8:45 am]
BILLING CODE 4410-CJ-M
