Uniform Accountability System
System name: Uniform Accountability System--Interior, BLM-30.
Division of Administrative Services, Bureau of Land Management,
U.S. Department of the Interior, Washington, DC 20240.
Categories of individuals covered by the system: BLM employees or volunteers authorized to wear the uniform.
Categories of records in the system: Information identifying the individual's name, sex, position title, series, and grade, sizing information (such as height, weight, waist measurement, etc.), last seven digits of the individual's social security number, office cost accounting data, name and addresses for the administrative and shipping offices, type of appointment (such as full-time employee, volunteer, ranger, etc.), amount of allowance authorized, class(es) of uniforms authorized, dates of authorization, the name of the authorizing individual, and all ordering data (such as items shipped, exchanged, returned, etc.) are obtained via uniform allowance authorization and ordering forms.
Authority for maintenance of the system: 5 U.S.C. 5901, Uniform Allowances, and 5 U.S.C. 301, Departmental Regulations.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The primary uses of the records are to establish and maintain an individual uniform allowance account for BLM employees and volunteers, to ensure individual allowance amounts do not exceed the authorized limitations, to accommodate the efficient processing of individual uniform orders, to expedite payments to the contractor, and to bill appropriate BLM office accounts for uniform items received. The information contained in this system of records is provided to management through reports for purposes of expediting payments to the contractor, auditing of records, and maintenance of the overall program. Disclosure outside the Department of the Interior may be made (1) to the U.S. Department of Justice or in a proceeding before a court or adjudicative body 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; (2) to disclose pertinent information to an appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, regulation, rule, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (3) to a Member of Congress from the record of an individual in response to an inquiry made at the request of that individual; (4) to the Department of Treasury to effect payment to Federal, State, and local government agencies, nongovernmental organizations, and individuals; and (5) to a debt collection agency to effect payment to the contractor for items ordered by BLM employees and volunteers that are in excess of the authorized uniform allowance amount.
Disclosure to consumer reporting agencies: 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:
An individual's allowance authorization, ordering, and shipping data are stored in a computer data base at the supplier's facility by the individual's name and account number (last seven digits of their social security number). A copy of the forms are stored in file folders at the supplier's facility and BLM administrative offices arranged alphabetically by name.
Retrievability: Indexed by individual's name and/or account number, order and shipping data, and BLM cost accounting data.
Safeguards: Maintained with safeguards meeting the requirements of 43 CFR 2.51 for computerized and manual records.
Retention and disposal: BLM offices are required to maintain all file copies of transactions for a minimum of three years. The supplier is required to maintain all file copies of transactions for the life of the contract or termination of the individual's authorization (whichever terminates first). The records control schedule governing these records is pending the approval of the Archivist.
System manager(s) and address: Chief, Division of Administrative Services, Bureau of Land Management (850), Room 2444, Main Interior Building, 18th and C Sts, NW, Washington, DC 20240.
Notification procedure: A written request addressed to the Systems Manager is required. See 43 CFR 2.60.
Record access procedures: To see your records write to the Systems Manager describing as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.
Contesting record procedures: To request corrections or the removal of material from your files, write the Systems Manager. See 43 CFR 2.71.
Record source categories: (1) Individual BLM employees and volunteers authorized to wear the uniform, (2) BLM state and administrative office's, and (3) the authorized supplier.