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Correspondence



INTERIOR/BLM-15
 
System name: Correspondence--Interior, BLM-15.
     System location:
       Communications Directorate, U.S. Department of the Interior, Bureau of Land Management, 1849 C Street, NW., Washington, DC 20240
     Categories of individuals covered by the system:
       Public officials and private individuals who have corresponded with the BLM Director, and other Department of the Interior officials on BLM issues, and whose correspondence has been responded to by the Correspondence Unit.
     Categories of records in the system:
       The record contains the correspondent's name, address, and correspondence history, which includes subject matter, text, and tracking, if applicable.
     Authority for maintenance of the system:
       5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of 1950.
     Routine uses of records maintained in the system including categories of users and the purposes:
       The primary use of the records is to identify correspondents to the BLM Director and other Department of the Interior officials on BLM issues, and their subject matter of interest whose correspondencehas been responded to by the Correspondence Unit. Disclosures outside the Department of the Interior may be made:
       (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 a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant, or other benefit.
     Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: 
     Storage:
       Computer database: Paper records are maintained in folders, by year.
     Retrievability:
       Computer database files are retrievable by name of correspondent.
   Paper file copies are retrievable by subject matter.
     Safeguards:
       Records are stored in a controlled area where access is controlled by a key card and is limited to BLM personnel, and maintained with safeguards meeting the requirements of 43 CFR 2.51, ``Assuring Integrity of Records.'' Paper records are maintained in folders in locked file cabinets. Access to computerized records requires use of proper passwords and user identification codes.
     Retention and disposal:
       Computer database-and file copies-destroyed in accordance with   National Archives and Records Administration procedures and General Record Schedule 23/8.
     System manager(s) and address:
       Assistant Director for Communications, U.S. Department of the Interior, Bureau of Land Management, 1849 C Street, NW., Washington, DC 20240
     Notification procedure:
       To determine whether the records are maintained on you in this system, inquiries should be made to the Systems Manager identified above. A written, signed request stating that the requester seeks information concerning records pertaining to him/her is required. The request envelope and letter should be clearly marked ``PRIVACY ACT INQUIRY.'' (See 43 CFR 2.60 for procedures on making inquiries.)
     Record access procedures:
       To see your records, write to the Systems Manager above. Describe as specifically as possible the records sought. The request envelope and letter should be clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for access must meet the content requirements of 43 CFR 2.63. If copies are sought, indicate the maximum you are willing to pay (43 CFR 2.63(b)(4)).
     Contesting record procedures:
       Follow procedures addressed in the ``Records Access Procedures''   section above.
     Record source categories:
       Correspondence responded to by the BLM Correspondence Unit.
     System exempted from certain provisions of the act:
       None.