[Federal Register: April 23, 1999 (Volume 64, Number 78)]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DEPARTMENT OF THE INTERIOR
Office of the Secretary
Privacy Act of 1974; As Amended; Revisions to an Existing System
AGENCY: Office of the Secretary, Department of the Interior.
ACTION: Proposed revisions to an existing system of records.
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 notice,
USGS-04, ``Employee Assistance Program Records.'' The revisions will
update the name and number of the system, the system storage and
safeguards statements, and the address of the system managers.
EFFECTIVE DATE: 5 U.S.C. 552a(e)(11) requires that the public be
provided a 30-day period in which to comment on the intended use of the
information in the system of records. The Office of Management and
Budget, in its Circular A-130, requires an additional 10-day period
(for a total of 40 days) in which to make these comments. Any persons
interested in commenting on this revised system of records may do so by
submitting comments in writing to the Office of the Secretary Privacy
Act Officer, U.S. Department of the Interior, National Business Center,
MS-1414 MIB, 1849 C Street NW, Washington, DC 20240. Comments received
within 40 days of publication in the Federal Register will be
considered. The system will be effective as proposed at the end of the
comment period unless comments are received which would require a
FOR FURTHER INFORMATION CONTACT: Director, Office of Personnel Policy,
U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
SUPPLEMENTARY INFORMATION: The Department of the Interior is proposing
to amend the system notice for USGS-04, ``Employee Assistance Program
Records,'' to expand the scope of the system notice from bureau-wide to
Department-wide coverage. In the process, it will update the name and
number of the system to more accurately reflect its new Department-wide
scope, update the storage and safeguards statements to account for
those records that are maintained in automated format, and add the
addresses of the system managers for the Departmental office and the
remainder of the bureaus. Accordingly, the Department of the Interior
proposes to amend the ``Employee Assistance Program
Records,'' USGS-04, system notice in its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary, Privacy Act Officer, National Business Center.
Employee Assistance Program Records--Interior, DOI-04.
Records are located with the contractors providing counseling
services under the Employee Assistance Program (EAP).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the Department of the Interior and their families who
seek, are referred to, and/or receive assistance through the Employee
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system include documentation of visits to employee
counselors (Federal, State, local government, or private), the problem
assessment, the recommended plan of action to correct the major issue,
referral to community or private resource for assistance with personal
problems, referral to community or private resource for rehabilitation
or treatment, results of referral, and other notes or records of
discussions held with the employee made by the Employee Assistance
Program counselor. Additionally, records in this system may include
documentation of treatment by a therapist or at a Federal, State, local
government, or private institution.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 290dd-1; 42 U.S.C.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records are used by an Employee Assistance Program Counselor
to document the nature of an individual's problem and progress made to
solve the problem. The primary uses of these records are:
(1) For the Employee Assistance Program counselor to document the
nature of an individual's problem and progress made to solve the
(2) To record an individual's participation in and the results of
community or private referrals for solution of problems,
rehabilitation, or treatment programs. These records and the
information in them information may be used to disclose information to
qualified personnel for the purpose of conducting scientific research,
management audits, financial audits, or program evaluation, but such
personnel may not identify, directly or indirectly, any individual
patient in any report or otherwise disclose patient identities in any
manner. (When such records are provided to qualified researchers
employed by the Department of the Interior, all patient identifying
information will be removed). Note: Disclosure of information
pertaining to an individual with a history of alcohol or drug abuse
must be limited in compliance with the restrictions of the
confidentiality of Alcohol and Drug Abuse Patient Records Regulations,
42 CFR part 2. Disclosure of records pertaining to the physical and
mental fitness of employees are, as a matter of Department policy,
afforded the same degree of confidentiality.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Records maintained in paper format are stored in file folders.
Records maintained in electronic format are stored on disk and on other
Records are retrieved by the name of the individual receiving
Access to records is strictly limited to those persons employed by
the contractors who are directly involved in the alcohol and drug abuse
prevention function of the Department as that term is defined in 42
CFR, part 2. Paper format records are maintained in locked metal file
cabinets in secured rooms. Electronic records are maintained with
safeguards meeting the security requirements of 43 CFR 2.51.
RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with approved
agency schedules. (These include the U.S. Geological Survey's Bureau
Records Disposition Schedule, RCS/Item 405-04 a and b.)
SYSTEM MANAGER(S) AND ADDRESS:
(1) Departmental office: Team Leader, Employee and Labor Relations
Group, Office of Personnel Policy, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau offices:
(a) Director of Administration, Bureau of Indian Affairs, Division
of Personnel Management, 1951 Constitution Avenue NW, Washington, DC
(b) Chief, Branch of Employee/Labor Management Relations, Office of
Personnel, U.S. Geological Survey, 601 National Center, Reston,
--Atlanta Personnel Officer, U.S. Geological Survey, 3850 Holcomb
Bridge Rd, Norcross, Georgia 30092.
--Rolla Personnel Officer, U.S. Geological Survey, 1400 Independence
Road, Rolla, Missouri 65401.
--Chief, Employee Relations Section, Central Region Personnel Branch,
U.S. Geological Survey, Denver Federal Center, Denver, Colorado 80225.
--Western Region EAP Administrator, Employee Relations and Development
Section, Western Region Personnel Branch, 345 Middlefield Road, Menlo
Park, California 94025.
(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of
Personnel Management and Organization, 1849 C Street NW, Washington, DC
(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(e) Personnel Officer, Bureau of Land Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(f) Personnel Officer, National Park Service, Division of
Personnel, Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g) Personnel Officer, Minerals Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(h) Personnel Officer, Office of Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
An individual requesting notification of the existence of records
on him or her should address his/her request to the appropriate System
Manager. The request must be in writing, contain the individual's name
and date of birth, and be signed by the requestor, as required by 43
RECORD ACCESS PROCEDURES:
An individual requesting access to records maintained on him or her
should address his/her request to the appropriate System Manager. The
request must be in writing, be signed by the requestor, and comply with
the Department's Privacy Act Regulations regarding verification of
identity and access to records as required by 43 CFR 2.63.
CONTESTING RECORD PROCEDURES:
An individual requesting amendment of a record maintained on him or
her should address his/her request to the appropriate System Manager.
The request must be in writing, be signed by the requestor, and comply
with the Department's Privacy Act Regulations regarding verification of
identity and amendment of records as required by 43 CFR 2.71.
RECORD SOURCE CATEGORIES:
Information in this system of records comes from the individual to
whom it applies, the supervisor of the individual if the individual was
referred by a supervisor, the Employer Assistance Program staff member
who records the counseling session, and the therapists or institutions
used as referrals or providing treatment.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
[FR Doc. 99-10214 Filed 4-22-99; 8:45 am]
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