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Telephone Call Detail Records



[Federal Register: February 15, 1994]
 
 
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DEPARTMENT OF THE INTERIOR
 
Office of the Secretary
 
 
Privacy Act of 1974--Revision of System of Records
 
    Pursuant to the provisions of the Privacy Act of 1974, as amended
(5 U.S.C. 552a), notice is hereby given that the Department of the
Interior proposes to revise a notice describing a Departmentwide system
of records managed by the Office of Information Resources Management.
Except as noted below, all changes are editorial in nature, clarify and
update existing statements, and reflect organization, address and other
miscellaneous administrative revisions which have occurred since the
previous publication of the material in the Federal Register. The
notice being revised, which is published in its entirety below, is:
``Telephone Call Detail Records--Interior, DOI-36,'' previously
published on November 9, 1988 (53 FR 45394) as ``Interior, Office of
the Secretary-36.''
    In this notice, the existing system name has been revised to more
adequately convey the Departmentwide extent of the scope-of-system
coverage. Additionally, the existing system location statement and the
existing system manager(s) and address statement are revised to reflect
changes in addresses of system managers, and the existing retention and
disposal statement has been revised to incorporate the Department's
approved records management plan for this system.
    Since these changes do not involve any new or intended use of the
information in the system of records, the notice shall be effective on
publication in the Federal Register (February 15, 1994). Additional
information regarding this action may be obtained from the Departmental
Privacy Act Officer, Office of the Secretary, Office of Administrative
Services, 1849 ``C'' Street NW., Mail Stop 5412 MIB, Washington, DC
20240, telephone (202) 208-6045.
 
    Dated: February 8, 1994.
Albert C. Camacho,
Director, Office of Administrative Services.
INTERIOR/DOI-36
    Telephone Call Detail Records Interior, DOI-36.
    (1) U.S. Department of the Interior, Office of Information
Resources Management, Telecommunications Systems Division, m.s. 7355,
1849 C St. NW, Washington, DC 20240.
    (2) U.S. Geological Survey, Information Systems Division, m.s.
7355, 1849 C St. NW, Washington, DC 20240.
    (2) U.S. Geological Survey, Information Systems Division, m.s 809,
809 National Center, Reston, Virginia 22092.
    (3) Offices of Bureau System Managers.
    (4) Bureau offices nationwide.
    Individuals (generally Department, bureau/office, and contractor
employees) who make long distance telephone calls and individuals who
receive long distance telephone calls placed from or charged to DOI
telephones.
    Records relating to the use of DOI telephone systems to place long
distance calls; records indicating assignment of telephone numbers of
employees; and records relating to the location of telephones.
 
    Note: Records of telephone calls made to the Department's Office
of Inspector General Hotline number are excluded from the records
maintained in this system pursuant to the provisions of 5 U.S.C.,
Appendix 3 Section 7(b) (Inspector General Act of 1978).
    31 U.S.C. 1348(b), which prohibits agencies from using appropriated
funds to pay for personal calls; 44 U.S.C. 3101, which authorizes
agencies to create and preserve records documenting agency
organizations, functions, procedures and transactions; and 43 CFR 201-
38.007, which limits the use of Government telephone systems to the
conduct of official business.
    Disclosures within the Department of the Interior may be made to
employees of the Department to determine responsibility for long
distance telephone calls, and to resolve disputes and facilitate the
verification of discrepancies relating to the billing, payment, or
reconciliation of telephone operational or accountability records.
    Disclosures outside the Department of the Interior may be made: (1)
To representatives of a telecommunications company providing
telecommunications support to permit the servicing of the account; (2)
To representatives of the General Services Administration or the
National Archives and Records Administration to conduct records
management inspections under authority of 44 U.S.C. 2904 and 2906; (3)
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; (4) Of information
indicating a violation or potential violation of a statute, regulation,
rule, order or license, to appropriate Federal, State, local or foreign
agencies responsible for investigating or prosecuting the violation or
for enforcing or implementing the statute, rule, regulation, order or
license; (5) To a Federal agency that has requested information
necessary or relevant to the hiring, firing, or retention of an
employee, or the issuance of a security clearance, contract, license,
grant or other benefit, but only to the extent that the information
disclosed is relevant and necessary to the requesting agency's decision
on the matter; and (6) To a congressional office from the record of an
individual in response to an inquiry the individual has made to the
congressional office.
    Official records are stored in electronic form (at the U.S.
Geological Survey.) Paper reference copies of official records are
stored in file cabinets.
    Records are retrieved by employee name, telephone number,
identification number, or by account code.
    Access to the records is limited to Departmental employees who have
an official need to use the records in the performance of their duties.
Records are stored in a controlled area and maintained with safeguards
meeting the requirements of 43 CFR 2.51 for computer and paper records.
Automated records are protected from unauthorized access through
password identification procedures and other system-based protection
methods.
    In accordance with National Archives and Records Administration's
General Records Schedule 12, Item 4, official (electronic) records are
retained for three (3) years and then destroyed. Paper reference copies
are destroyed when no longer needed or, if not before, when three (3)
years old.
    (1) Chief, Telecommunications Systems Division, Office of
Information Resources Management, m.s. 7355 MIB, 1849 C St. NW.,
Washington , DC 20240.
    (2) Chief, Information Systems Division, U.S. Geological Survey,
m.s. 809, 809 National Center, Reston, Virginia 22092.
    (3) a. Telecommunications Manager, Office of Facilities Management,
Bureau of Indian Affairs, P.O. Box 1248, Albuquerque, New Mexico 87103.
    b. Chief, Branch of Telecommunications, Bureau of Land Management,
m.s. 1620-L, 1620 L St. NW., Washington, DC 20236.
    c. Telecommunications Manager, Property and General Services,
Bureau of Mines, m.s. 2150, 810 7th St. NW., Washington, DC 20241.
    d. Telecommunications Manager, Bureau of Reclamation, Denver
Federal Center, m.s. D-7140, P.O. Box 25007, Denver, Colorado, 80225.
    e. Telecommunications Manager, U.S. Fish and Wildlife Service, IRM/
TFO, P.O. Box 25207, Denver, Colorado 80225.
    f. Chief, Branch of Telecommunications Services, U.S. Geological
Survey, m.s. 809, 809 National Center, Reston, Virginia 22092.
    g. Chief, Safety and Facilities Management Branch, Minerals
Management Service, 381 Elden Street (MS 2000), Herndon, Virginia
22070.
    h. Telecommunications Manager, Information and Telecommunications
Division, National Park Service, m.s 270, P.O. Box 37127, NW.,
Washington, DC 20013-7127.
    i. Telecommunications Administrator, Office of Inspector General,
m.s. 124 SIB, 1849 C St. NW., Washington, DC 20240.
    j. Chief, Branch of Telecommunications Management, Office of
Administrative Services, Office of the Secretary, m.s. 1445 MIB, 1849 C
St. NW., Washington, DC 20240.
    k. Telecommunications Manager, Office of Surface Mining Reclamation
and Enforcement, m.s. 10 SIB, 1849 C St. NW., Washington, DC 20240.
    A request for notification of the existence of records shall be
addressed to the appropriate System Manager. The request shall be in
writing, signed by the requester, and comply with the content
requirements of 43 CFR 2.60.
    A request for access to records shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR 2.63.
    A request for amendment of a record shall be addressed to the
appropriate System Manager. The request shall be in writing, signed by
the requester, and comply with the content requirements of 43 CFR 2.71.
    Telephone assignment records, call detail listings, and results of
administrative inquires relating to assignment of responsibility for
placement of specific long distance calls.
 
[FR Doc. 94-3498 Filed 2-14-94; 8:45 am]
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