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Secretarial Subject Files



[Federal Register: April 7, 1999 (Volume 64, Number 66)]
[Notices]              
[Page 16983-16984]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr07ap99-90]
 
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DEPARTMENT OF THE INTERIOR
 
Office of the Secretary
 
 
Privacy Act of 1974; As Amended; Revisions to the Existing System
of Records
 
AGENCY: Office of the Secretary, Department of the 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, OS-46,
``Secretarial Subject Files.'' The revisions will update the address of
the system location and the system manager, and the storage,
retrievability, safeguards, and records retention and disposal
statements.
 
EFFECTIVE DATE: These actions will be effective on April 7, 1999.
 
FOR FURTHER INFORMATION CONTACT: Office of the Secretary Records
Officer, Division of Technology Services, National Business Center,
U.S. Department of the Interior, 1849 C Street NW, MS-1414 MIB,
Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION: The Office of the Secretary is amending OS-
46, ``Secretarial Subject Files,'' to update the address of the system
location and system manager and to more accurately describe how records
contained in the system are stored, retrieved, safeguarded, retained
and disposed of. Accordingly, the Department of the Interior proposes
to amend the system notice for ``Secretarial Subject Files,'' OS-46 in
its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/OS-46
 
SYSTEM NAMED:
    Secretarial Subject Files--Interior, OS-46.
 
SYSTEM LOCATION:
    Division of Technology Services, National Business Center, U.S.
Department of the Interior, 1849 C Street NW, MS-1414 MIB, Washington,
DC 20240.
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals writing to or receiving correspondence from the
following Department of the Interior officials: The Secretary, the
Under Secretary, the Deputy Secretary, the Solicitor, the Assistant
Secretaries, the Deputy
 
[[Page 16984]]
 
Assistant Secretaries, and individuals serving in these capacities.
 
CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of correspondents, date and subject of correspondence,
official record copies of correspondence.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 391; 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 OF SUCH USES:
    The primary purpose of the system is to document and support the
operational, program and policy decisions of Departmental officials at
the Secretarial level. Disclosures outside the Department of the
Interior may be made:
    (1) To the U.S. Department of Justice or to a court or adjudicative
body with jurisdiction 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 appropriate Federal, State, local or foreign agencies
responsible for investigation or prosecuting the violation of or for
enforcing or implementing a statute, rule, regulation, order or
license, when the disclosing agency becomes aware of information
indicating a violation of or a potential violating of a statute,
regulation, rule, order or license.
    (3) To a congressional office in connection with an inquiry an
individual covered by the system has made to the congressional office.
 
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Official record copies of correspondence are stored in file
folders; an electronic copy of correspondence (dated January 1, 1997 or
later) is stored in image files in a computer database. Index terms
(for correspondence dated December 31, 1996 or earlier) are stored in
index cards; index terms (for correspondence dated January 1, 1997 or
later) are stored in a computer database.
 
RETRIEVABILITY:
    Records are retrieved by name of correspondent and/or date or
subject for correspondence.
 
SAFEGUARDS:
    Official records copies of correspondence are stored in locked file
cabinets, in a locked room. Computer image files are maintained in
accordance with 43 CFR 2.51. Access to both paper and automated records
is limited to persons whose official duties require such access.
 
RETENTION AND DISPOSAL:
    Records are retained in accordance with the Office of the Secretary
Comprehensive Records Disposal Schedule K-1. Official record copies of
correspondence are stored on site for ten (10) years, at a Federal
Records Center for an additional ten (10) years, and are offered to the
National Archives and Records Administration for permentent retention
after twenty (20) years.
 
SYSTEM MANAGER(S) AND ADDRESS:
    Office of the Secretary Records Officer, Division of Technology
Services, National Business Center, U.S. Department of the Interior,
1849 C Street NW. MS-1414 MIB, Washington, DC 20240.
 
NOTIFICATION PROCEDURES:
    Inquires regarding the existence of records shall be addressed to
the System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.60.
 
RECORD ACCESS PROCEDURES:
    A request for access to records shall be addressed to the System
Manager. The request must be in writing, signed by the requester, and
meet the content requirements of 43 CFR 2.63.
 
CONTESTING RECORD PROCEDURES:
    A request for amendment of records shall be addressed to the System
Manager. The requests must be writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
    Individuals corresponding with or on behalf of the Department at
the Secretarial level.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
 
[FR Doc. 99-8551 Filed 4-6-99; 8:45 am]
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