[Federal Register Volume 64, Number 166 (Friday, August 27, 1999)]
[Notices]
[Pages 46930-46932]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-22286]
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DEPARTMENT OF THE INTERIOR
Office of the Secretary
Privacy Act of 1974; as Amended; Revisions to an Existing System
of Records
AGENCY: Office of the Secretary, Interior.
ACTION: Proposed revisions to an existing system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5
U.S.C. 552a), the Office of the Secretary is issuing public notice of
its intent to modify an existing Privacy Act system of records notice,
OS-90, ``Federal Financial System.'' The revisions will update the
number and name of the system, categories of records, routine uses, the
storage and safeguards statements, and the addresses of the system
locations and system managers.
EFFECTIVE DATE: These actions will be effective August 27, 1999.
FOR FURTHER INFORMATION CONTACT: Director, Office of Financial
Management, U.S. Department of the Interior, 1849 C Street NW, MS-5412
MIB, Washington, DC 20240.
SUPPLEMENTARY INFORMATION:
The Department of the Interior is proposing to amend the system
notice for OS-90, ``Federal Financial System,'' to update the number of
the system to more accurately reflect its Department-wide scope, and to
update the storage and safeguards statements and the address of the
system locations and system managers to reflect changes that have
occurred since the notice was last published.
Roy M. Francis,
Departmental Privacy Act Officer, Office of Information Resources
Management.
Accordingly, the Department of the Interior proposes to amend the
``Federal Financial System,'' OS-90, system notice in its entirety to
read as follows:
INTERIOR/DOI-90
SYSTEM NAME:
Federal Financial System, Interior, DOI-90.
SYSTEM LOCATION:
(1) Office of Federal Systems and Services, National Business
Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive,
Room 6A231, MS-206, Reston, VA 20192.
(2) Financial Systems Division, Products and Services, National
Business Center, MS D-2700, 7301 West Mansfield Avenue, Denver, CO
80235-2230.
(3) Departmental offices which prepare, maintain, and provide input
documents and information for data processing and administrative
actions for financial functions implemented on the system.
(4) Other Federal agencies, councils and commissions using the
system under a cross-servicing arrangement (an arrangement for the
provision of computer and technical service support), with either of
the National Business Center locations listed above.
(5) Commercial credit card contractor(s) maintaining information on
employee usage of travel, purchasing and fleet management program
credit cards.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Employees and former employees of the Department of the
Interior.
(2) Employees of other Federal agencies, councils and commissions
using the system under a cross-servicing arrangement.
(3) Persons serving without compensation to the extent authorized
under 5 U.S.C. 5703, consultants, foreign participants, volunteers,
contractors, and private citizen debtors and creditors who are serviced
by either of the National Business Center locations listed above.
Note: This system also contains records relating to corporations
and other business entities. These records are not subject to the
Privacy Act. Only records relating to individuals containing
personal information are subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names of individuals; Social Security numbers and tax
identification numbers; addresses and organizational codes; amounts
owed and reasons for debts and payments; expenses, vouchers and routine
travel information and travel, purchasing, and fleet management credit
card program usage information; and routine billing, payment, and
property accountability information used in accounting and financial
processing.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
(1) 31 U.S.C. 3512. (2) 31 U.S.C. 3711. (3) 5 U.S.C. 5701 et seq.
(4) 5 U.S.C. 4111(b). (5) 41 CFR parts 301-304. (6) Treasury Financial
Manual. (7) Pub. L. 97-365. (8) 26 U.S.C. 6103(m)(2). (9) 5 U.S.C.
5514. (10) 31 U.S.C. 3716.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
The primary use of the records is to maintain accounting and
financial information associated with the normal operations of
government organizations. Specifically, records are used:
(1) For billing and follow-up.
(2) For paying creditors.
(3) For accounting for goods and services provided and received.
(4) For accounting for funds paid and received.
(5) For processing travel authorizations and claims.
Records in this system are subject to use in approved computer
matching programs authorized under the Privacy Act of 1974, as amended,
for debt collection purposes.
Disclosures of data provided by other Federal agencies, councils
and commissions using the system under a cross-servicing arrangement
may be made by these same organizations to individuals within these
same organizations who maintain accounting and financial information
associated with the normal operations of government organizations.
Other disclosures outside the Department of the Interior be made:
(1) To the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in litigation before a court
or adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department or any
Federal agency, council or commission using the system under a cross-
servicing arrangement;
(2) Any Departmental employee or employee of any Federal agency,
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council or commission using the system under a cross-servicing
arrangement acting in his or her official capacity;
(3) Any Departmental employee or employee of any Federal agency,
council or commission using the system under a cross-servicing
arrangement acting in his or her individual capacity where the
Department or the Federal agency, council or commission using the
system under a cross-servicing arrangement or the Department of Justice
has agreed to represent the employee; or
(4) The United States, when the Department or the Federal agency,
council or commission using the system under a cross-servicing
arrangement determines that the Department or the Federal agency,
council or commission using the system under a cross-servicing
arrangement is likely to be affected by the proceeding; and
(b) We deem the disclosure to be:
(1) Relevant and necessary to the proceeding; and
(2) Compatible with the purpose for which we compiled the
information.
(2) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation order or license,
when we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order or license.
(3) A congressional office in response to an inquiry to that office
by the individual to whom the record pertains.
(4) To consumer reporting agencies to facilitate collection of
debts owed the Government.
(5) To disclose debtor information to the Internal Revenue Service,
or to another Federal agency or its contractor solely to aggregate
information for the Internal Revenue Service to collect debts owed to
the Federal government through the offset of tax refunds.
(6) To other Federal agencies for the purpose of collecting debts
owed to the Federal government by administrative or salary offset.
(7) To any other Federal, state or local agency for the purpose of
conducting an authorized computer matching program to identify and
locate delinquent debtors for the recoupment of debts owed to the
Department of the Interior.
(8) To the State Department in connection with the application for
official government employee passports.
(9) To a Federal agency which has requested information relevant or
necessary to the hiring or retention of an employee, or the issuance of
a security clearance, license, contract, grant or other benefit.
(10) To a Federal, State, tribal, territorial, or government agency
where necessary for the Department to obtain information relevant to
the hiring or retention of an employee, or the issuance of a security
clearance, license, contract, grant, or other benefit.
(11) To a commercial credit card contractor(s) for the accounting
and payment of employee obligation for travel, purchasing and fleet
management credit card usage.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this system to consumer reporting agencies as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (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 manual, microfilm, microfiche,
electronic, imaged and computer printout form. Electronic records are
stored on magnetic media at the central computer processing centers.
Original input documents are stored in standard office filing equipment
and/or as imaged documents on magnetic media at all locations which
prepare and provide input documents and information for data
processing.
RETRIEVABILITY:
Records are retrieved by name, Social Security number,
organizational code, vendor code or number, and appropriation or fund
to be credited.
SAFEGUARDS:
Access to all records in the system is limited to authorized
personnel whose official duties require such access. Agency officials
generally have access only to records pertaining to employees of their
agencies. Paper or micro format records are maintained in locked metal
file cabinets in secured rooms. Electronic records are maintained with
safeguards meeting the security requirements of 43 CFR 2.51.
RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with the
Treasury Financial Manual, the National Archives and Records
Administration General Records Schedules, and the National Archives and
Records Administration-approved Agency Records Schedules.
SYSTEM MANAGER(S) AND ADDRESS:
(1) The following system manager has overall responsibility for the
Federal Financial System: Director, Office of Financial Management,
U.S. Department of the Interior, 1849 C Street NW, MS-5412 MIB,
Washington, DC 20240.
(2) The following system managers have responsibility for the
management and operation of the computing centers on which the Federal
Financial System has been implemented:
(a) Director, Office of Federal Systems and Services, National
Business Center, U.S. Department of the Interior, 12201 Sunrise Valley
Drive, Room 6A231, MS-206, Reston, VA 20192.
(b) Chief, Financial Systems Division, Products and Services,
National Business Center, MS D-2700, 7301 West Mansfield Avenue,
Denver, CO 80235-2230.
(3) The following Department of the Interior bureau/office system
managers have responsibility for the data input into and maintained on
the Federal Financial System by or for their respective bureaus/
offices:
(a) Chief, Division of Accounting Management, Bureau of Indian
Affairs, PO Box 127, Albuquerque, NM 87112.
(b) Director, Office of Trust Responsibilities, Bureau of Indian
Affairs, Office of Trust Responsibilities, 1849 C Street NW, MS-4513
MIB, Washington, DC 20240.
(c) Chief, Division of Finance, Bureau of Land Management, Building
50, Denver Federal Center, PO Box 25047, Denver, CO 80225.
(d) Chief, Financial Branch, Bureau of Reclamation, PO Box 25007,
DFC Attn: D-360, Denver, CO 80225.
(e) Finance Officer, Division of Fiscal Services, National Business
Center, Office of the Secretary, 1849 C Street NW, MS-1313 MIB,
Washington, DC 20240.
(f) Director, Finance Center, U.S. Fish and Wildlife Service, PO
Box 272060, Denver, CO 80227.
(g) Chief, Financial Branch, Royalty Management Program, Minerals
Management Service, PO Box 25162, MS 3131, Denver, CO 80225.
(h) Chief, Accounting Operations Division, National Park Service,
PO Box 4800, Reston, VA 22090.
(i) Chief, Division of Financial Management, Office of Surface
Mining Reclamation and Enforcement, PO Box 25065 DFC, Denver, CO 80225.
(j) U.S. Geological Survey, Office of Financial Management, 12201
Sunrise Valley Drive, Reston, VA 20192.
(4) The following system managers have responsibility for the data
input into and maintained on the Federal
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Financial System by or for their respective organizations:
The Financial Officers of all Federal agencies, councils and
commissions using the system under a cross-servicing arrangement. (To
obtain a current list of these organizations and the addresses of their
respective Financial Officers, contact the system managers responsible
for the management and operation of the computing centers, as listed in
(2), above.)
NOTIFICATION PROCEDURES:
Inquiries regarding the existence of records should be addressed to
the appropriate System Manager. The request must be in writing, signed
by the requester, and meet the content requirements of 43 CFR 2.60.
RECORDS ACCESS PROCEDURES:
A request for access may be addressed to the appropriate System
Manager. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.63.
CONTESTING RECORDS PROCEDURES:
A petition for amendment should be addressed to the appropriate
System Manager.
The request must be in writing, signed by the requester, and meet
the content requirements of 43 CFR 2.71.
RECORD SOURCE CATEGORIES:
Individuals on whom the records are maintained; supervisors of such
individuals; contracting officers; employing offices; and standard
travel, finance and accounting documents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 99-22286 Filed 8-26-99; 8:45 am]
BILLING CODE 4310-94-P
