[Federal Register: May 28, 1999 (Volume 64, Number 103)]
[Notices]               
[Page 29055-29063]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr28my99-104]
 
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DEPARTMENT OF THE INTERIOR
 
Fish and Wildlife Service
 
 
Privacy Act of 1974; as Amended; Amendment to a Systems of 
Records
 
AGENCY: Fish and Wildlife Service, Interior.
 
ACTION: Proposed minor revisions to existing systems of records.
 
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SUMMARY: The U.S. Fish and Wildlife Service conducted a review of its 
Privacy Act systems pursuant to the provisions of the Privacy Act of 
1974, as amended (5 U.S.C. 552a), and the President's May 14, 1998, 
memorandum concerning Personal Information in Federal Records. As a 
result of their own review, they found nine of the U.S. Fish and 
Wildlife Service's Privacy Act system of records required minor 
revisions.
 
DATES: These actions will be effective on May 28, 1999.
 
FOR FURTHER INFORMATION CONTACT: Mr. Johnny R. Hunt, Service Privacy 
Act Officer, U.S. Fish and Wildlife Service, Phone: 703/358-1730, email 
(Johnny__Hunt@fws.gov) or by writing to the following address: U.S. 
Fish and Wildlife Service, Privacy Act Officer, Mail Stop 222 Arlington 
Square Building, Arlington, Virginia 22203
 
SUPPLEMENTARY INFORMATION: We list the eight systems of records below 
which the U.S. Fish and Wildlife Service revised and a brief 
explanation of the minor revisions which they made. Following that 
information, we attached the eight revised Privacy Act system notices.
    ``Tort Claims Records--Interior, FWS-4'' previously published in 
the Federal Register on December 6, 1983 (48 FR 54715):
    (1) We added the regional contracting offices to the list of system 
managers.
    (2) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``National Wildlife Refuge Special Use Permits--Interior, FWS-5'' 
previously published in the Federal Register on December 6, 1983 (48 FR 
54716):
    (1) We changed the name of the system manager to reflect that 
office's current title.
    (2) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``National Fish Hatchery Special Use Permits--Interior, FWS-10'' 
previously published in the Federal Register on December 6, 1983 (48 FR 
54717):
    (1) We changed the system location. The records are no longer 
maintained in the regional offices. They are maintained at the National 
Fish Hatcheries.
    (2) We changed the name of the system manager to reflect the 
current title of that office.
    (3) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``Real Property Records--Interior, FWS-11'' previously published in 
the Federal Register on December 6, 1983 (48 FR 54717):
    (1) We updated the system location to include the Washington 
Office, Division of Realty as another system location.
    (2) We updated the section entitled ``Authority for maintenance of 
the system.''
    (3) We updated the section entitled ``Routine uses of records 
maintained in the system'' to include the required summary reports 
which we produce (stripped of personal identifiers).
    (4) We updated the system managers to reflect a more current 
address for the Washington Office, Division of Realty; and to include 
the U.S. Fish and Wildlife Services regional offices.
    (5) We added the mandatory section entitled ``Disclosure to 
consumer reporting agencies''.
    (6) We included electronic storage as another medium we use to 
store records.
    (7) We converted the notice to plain language in order to implement 
the President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``Endangered Species Licensee System--Interior, FWS-19'' previously 
published in the Federal Register on December 6, 1983 (48 FR 54718):
    (1) We updated the system location to reflect the current address 
of the system.
    (2) We dropped several categories of records which were part of the 
old system as we no longer collect the information.
    (3) We updated the system manager and address to reflect the 
current address.
    (4) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``Investigative Case File System--Interior, FWS-20'' previously 
published in the Federal Register on December 6, 1983 (48 FR 54719):
    (1) We included more specific information about the computerized 
system being a local area network (LAN) system and password protected.
    (2) We provided the current address in the ``System Location'' and 
``System Manager(s) and Address'' sections.
    (3) We modified the ``Retention and Disposal'' section to include a 
reference to our records schedule.
    (4) We converted the notice to plain language to implement the 
President's
 
[[Page 29056]]
 
memorandum of June 1, 1998, requiring the use of plain language in 
Government writing.
    ``U.S. Deputy Game Warden--Interior, FWS-22'' previously published 
in the Federal Register on March 24, 1981 (46 FR 18375):
    (1) We changed the system manager because the program was 
decentralized and records are now maintained at participating regions. 
Additionally requests for access and amendments to one's record go to 
the participating regional offices instead of the Washington Office, 
Division of Personnel Management.
    (2) We added the mandatory section entitled ``Disclosure to 
consumer reporting agencies''.
    (3) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``Migratory Bird Population and Harvest Systems--Interior, FWS-26'' 
previously published in the Federal Register on March 24, 1981 (46 FR 
18378):
    (1) We eliminated 3 categories of individuals covered by the 
system. Many of the U.S. Fish and Wildlife Service research functions 
are now part of the U.S. Geological Survey's Biological Resources 
Division. They now have responsibility for the following categories of 
individuals previously collected by the U.S. Fish and Wildlife Service 
under this Privacy Act system: persons applying for bird banding 
permits; persons issued bird banding permits; and persons reporting 
upon banded birds encountered in the wild.
    Additionally, we eliminated another category of individuals covered 
by the system because the program indicated it never needed or 
collected the information. We previously identified this category as 
``unidentified persons observed in the field hunting migratory game 
birds.''
    (2) Because we eliminated the above categories of individuals 
covered by the system, we needed to make corresponding minor changes in 
the sections of this notice which deal with categories of records we 
collect, the routine uses of the records, retention and disposal of the 
records, notification procedure, and the record source categories. 
Therefore, we updated those sections.
    (3) We added the mandatory section entitled ``Disclosure to 
consumer reporting agencies''.
    (4) We updated the address for the system manager.
    (5) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
    ``Correspondence Control System--Interior, FWS-27'' previously 
published in the Federal Register on April 11, 1977 (42 FR 19092):
    (1) We updated the system location to more accurately reflect where 
the records are maintained.
    (2) We updated the name of the system manager to reflect the 
current title of that office.
    (3) We added the mandatory section entitled ``Disclosure to 
consumer reporting agencies''.
    (4) We converted the notice to plain language to implement the 
President's memorandum of June 1, 1998, requiring the use of plain 
language in Government writing.
 
    Dated: May 17, 1999.
Roy M. Francis,
Departmental Privacy Act Officer.
 
INTERIOR/FWS-11
 
SYSTEM NAME:
    Real Property Records--Interior, FWS-11.
 
SYSTEM LOCATION:
    We maintain the records at (1) the Division of Realty, U.S. Fish 
and Wildlife Service, Arlington Square Building, 4401 North Fairfax 
Drive, Arlington, Virginia 22203 (2) all regional and field offices of 
the Ecological Services program (See 50 CFR part 2 for addresses).
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The records are on landowners, tenants and permitees from whom the 
U.S. Fish and Wildlife Service has acquired land, water, or interests 
therein.
 
CATEGORIES OF RECORDS IN THE SYSTEM:
    We keep the following categories of records in the system:
    (1) The title file (contains title evidence, the instrument of 
conveyance, the acquisition contract, title curative and closing data, 
title opinions, the survey description and plat, payment vouchers, and 
the appraisal summary)
    (2) The case file (contains the acquisition contract, the 
instrument of conveyance, closing data, the survey description and 
plat, payment vouchers, and the appraisal summary)
    (3) The correspondence file (contains all general correspondence 
associated with the acquisition, the negotiator's contacts, and all 
material used for relocation assistance permits or outgrants
    (4) The appraisal report (contains the property description, local 
market data, comparable sales information, location maps, and an 
analysis of property value)
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    We collect the information in this system under the following 
authorities.
    (1) Federal Property and Administrative Services Act of 1949 (63 
Stat. 377)
    (2) Migratory Bird Conservation Act of February 18, 1929 (45 Stat. 
1222)
    (3) Migratory Bird Hunting Stamp Act, as amended (16 U.S.C. 718 et 
seq.)
    (4) Fish and Wildlife Act of 1956, as amended (16 U.S.C. 742a et 
seq.)
    (5) Fish and Wildlife Coordination Act, as amended (16 U.S.C. 661-
666c)
    (6) Recreational Use of Conservation Areas Act, as amended (16 
U.S.C. 460k-460k4)
    (7) Colorado River Storage Project Act, as amended (43 U.S.C. 602g)
    (8) Endangered Species Act of 1973 (16 U.S.C. 1531-1543)
    (9) National Wildlife Refuge System Administration Act, as amended 
(16 U.S.C. 668dd-668ee)
    (10) Uniform Relocation Assistance and Real Property Acquisition 
Policies Act of 1970 (40 U.S.C. 4601 et seq.).
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    We primarily use the records for the following reasons.
    (1) To obtain title evidence for closings from title companies or 
abstractors;
 
[[Page 29059]]
 
    (2) To obtain title opinions and judgements on condemnation from 
our Solicitor's offices and the Department of Justice;
    (3) To use in negotiations regarding property appraisal;
    (4) To obtain relocation assistance permits or outgrants;
    (5) To report excess lands to the General Services Administration 
for transfer or disposal; and
    (6) To produce required agency annual reports which are stripped of 
personal identifiers.
    Additional disclosures may be made outside of the U.S. Department 
of the Interior under the following circumstances.
    (1) Another Federal agency to enable that agency to respond to an 
inquiry by the individual to whom the record pertains.
    (2) 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;
    (2) Any Departmental employee acting in his or her official 
capacity;
    (3) Any Departmental employee acting in his or her individual 
capacity where the Department or the Department of Justice has agreed 
to represent the employee; or
    (4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and
    (b) The Department deems the disclosure to be:
    (1) Relevant and necessary to the proceedings; and
    (2) Compatible with the purpose for which we compiled the 
information.
    (3) 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.
    (4) A congressional office in response to an inquiry to that office 
by the individual to whom the records pertains.
    (5) To debt collection agencies in order to collect or compromise a 
claim against a debtor; and
    (6) To a consumer reporting agency in order to prepare a commercial 
credit report for the U.S. Department of Interior.
 
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to 
consumer reporting agencies as they are 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:
    We maintain records both in paper and electronic files.
 
RETRIEVABILITY:
    We store the records by individual name, project name, project 
number, and location.
 
SAFEGUARDS:
    We maintain the records in accordance with safeguards specified in 
the Code of Federal Regulations (43 CFR 2.51) which includes password 
protected computers and on-site locked storage rooms.
 
RETENTION AND DISPOSAL:
    We retain the records in accordance with the U.S. Fish and Wildlife 
Service Records Schedule.
 
SYSTEM MANAGER(S) AND ADDRESS:
    The system managers are the Chief, Division of Realty, U.S. Fish 
and Wildlife Service, Mail Stop 622, Arlington Square Building, 4401 
North Fairfax Drive, Arlington, Virginia 22203 and (2) U.S. Fish and 
Wildlife Service Regional Offices (See 50 CFR 2.2 for addresses).
 
NOTIFICATION PROCEDURE:
    Send a written, signed request for your records to the system 
manager identified above. See the Code of Federal Regulations (43 CFR 
2.60) for additional information.
 
RECORDS ACCESS PROCEDURES:
    Address requests for access to your records to the system manager 
identified above. Your request should be in writing, signed, and should 
meet any necessary content requirements specified in the Code of 
Federal Regulations (43 CFR 2.63).
 
CONTESTING RECORD PROCEDURES:
    To amend your record, address your request to the system manager 
identified above. You must meet the content requirements indicated in 
the Code of Federal Regulations (43 CFR 2.71).
 
RECORD SOURCE CATEGORIES:
    Records come from the individuals whom the records are about; and 
public records from State or local governments.