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Management Information, Interior, Office of the Inspector General-1



INTERIOR/OIG-1

System name: Management Information--Interior, Office of  Inspector General-1.


System location:


       (1) Office of Inspector General, U.S. Department of the Interior,
   18th and C Streets NW, Washington, DC 20240; (2) Office of Inspector
   General Regional Offices and Regional Suboffices (A current listing
   of such offices and their locations can be obtained from the System
   Manager).
     Categories of individuals covered by the system:
       Past, present and prospective departmental employees,
   contractors, subcontractors, grantees, subgrantees, lessees,
   licensees, and other persons doing business with the Department, or
   having contact with the Department or geographical areas under its
   jurisdiction.
     Categories of records in the system:
       (a) OIG Employee Resources file will contain information
   regarding OIG employee assignments, distribution of time, training
   completed and performance; (b) Audit Status file will contain status
   information on all audits from point of request or annual planning
   through follow-up and eventual closure; (c) Investigation Status file
   will contain status information on all investigations from point of
   receipt or acceptance of a case through closure; (d) Audit and
   Investigations History file will contain the findings,
   recommendations and actions on all audits and investigations; (e)
   Audit Inventory file will contain a record of each auditable entity
   of the Department, including its contracts, grants, cooperative
   agreements, organizations, programs and functions; and (f) Freedom of
   Information Act and Privacy Act file will contain information
   relating to requests for access to OIG records and other kinds of
   requests under those Acts, and OIG action on such requests.
     Authority for maintenance of the system:
       Inspector General Act of 1978, 5 U.S.C.A. app. 1, sections 1-12.
     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: (a) Personnel information
   will be used by staff managers to determine training needs, quality
   of performance, and promotional eligibility; (b) assignment
   information and workload status information will be used by managers
   to control audits and investigations, and to maximize effectiveness
   of staff resources; (c) the Audit Status file will be used to track
   all audits from point of request or actual planning through follow-up
   and eventual closure; (d) the Investigation Status file will be used
   to track all investigations from point of receipt or acceptance
   through closure; (e) the Audit and Investigation History file will
   record the findings, recommendations, and actions on all audits and
   investigations and will serve to archive pertinent history of audits
   and investigation; (f) to conduct and report investigations of
   serious misconduct or irregularities, mismanagement, gross waste of
   funds, abuse of authority, danger to public health and safety, or
   violation of law, to ensure compliance by Departmental employees,
   contractors, subcontractors, grantees, subgrantees, lessees,
   licensees and other persons doing buisness with the Department with
   federal statutes, regulations, policies, and procedures; (g) to
   develop audit reports which bring to the attention of management
   officials, the Congress, contractors, and grantees, etc., existing
   deficiencies and recommendations for correcting those deficiencies;
   (h) the Audit Inventory file will be used to forecast budget
   requirements for auditing each entity, review of contracts and grants
   for compliance and detections or prevention of fraud, waste and
   abuse, and to conduct trend analysis and review of expenditures; (i)
   the Freedom of Information Act and Privacy Act file will improve
   efficiency in responding to requests under those Acts; and (j) to
   prevent and detect fraud and abuse and to promote economy,
   efficiency, and effectiveness in the program and operations of the
   Department of the Interior.
       Disclosures outside of the department may be made: (1) To the
   U.S. Department of Justice when related to litigation or anticipated
   litigation: (2) to a Member of Congress from the record of an
   individual in response to an inquiry made at the request of that
   individual; (3) to a federal, state, tribal, territorial or local
   government agency which has funds involved to alert that agency to
   the deficiencies so that the agency may take corrective action; (4)
   to another federal, state, tribal, territorial or local government
   agency having partial or complete jurisdiction over the auditee or
   subject matter of the audit; (5) to appropriate federal, state,
   tribal, territorial, local, foreign agencies responsible for
   investigating or prosecuting the violation of, or for enforcing,
   implementing, or administering a statute, rule, regulations, order,
   program, facility, lease, license, contract, grant, or other
   agreement; (6) to a federal, state, tribal, territorial, local or
   foreign agency, or an organization, or an individual when reasonably
   necessary to obtain information or assistance relating to an audit,
   investigation, trial, hearing preparation for trial or hearing, or
   any other authorized activity of the Office of Inspector General; (7)
   to federal, state, tribal, territorial, local or foreign agenices
   where necessary to obtain information or assistance relating to the
   hiring or retention of an employee, or the issuance of a security
   clearance, contract, license, grant, or other benefit; (8) to a
   federal agency which has requested information relevant or necessary
   to its hiring or retention of an employee, or issuance of security
   clearance, license, contract, grant, or other benefits; (9) to an
   actual or potential party or his or her attorney for the purpose of
   negotiation or discussion on such matter as settlement of the case or
   matter, plea bargaining, or informal discovery proceedings; (10) to a
   foreign government pursuant to an international treaty, convention,
   or executive agreement entered into by the United States; (11) to
   complainants for the purpose of notifying them of the progress and
   disposition of their complaints.
     Policies and practices for storing, retrieving, accessing,
   retaining, and disposing of records in the system:
     Storage:
       Password files on an automated data processing system.
     Retrievability:
       Most files in the system are accessed by case number or report
   title (which may incorporate the name of an individual), but the
   Employee Resources Personnel file is accessed by social security
   account number; the Freedom of Information Act and Privacy Act file
   is accessed also by name of requester or submitter.
     Safeguards:
       Manual files are in locked rooms. Electronic files are protected
   by passwords accessible only to authorized persons. Computerized
   files will be safeguarded in accordance with 43 CFR 2.51(c).
     Retention and disposal:
       General personnel information is destroyed when no longer needed
   for administrative use; the continous update files are closed at the
   end of an audit or investigation and transferred to the Audit and
   Investigative history files for retention; the Audit Inventory, Audit
   and Investigation History, and Freedom of Information Act and Privacy
   Act files will be destroyed when no longer needed for agency use.
     System manager(s) and address:
       Assistant Inspector General for Administration, Office of
   Inspector General, U.S. Department of the Interior, 18th and C Sts.
   NW, Washington, DC 20240.
     Notification procedure:
       Inquiries may be addressed to the System Manager as indicated
   above. (See 43 CFR 2.60 details on inquiries.)
     Record access procedures:
       A request for access may be addressed to the System Manager. The
   request must be in writing and signed by the requester. The request
   must meet the content requirements of 43 CFR 2.63.
     Contesting record procedures:
       A petition for amendment shall be addressed to the System Manager
   and must the requirements of 43 CFR 2.71.
     Record source categories:
       Departmental employees, departmental employment records, reports
   and notices, present and prospective contractors, subcontractors,
   grantees, subgrantees, lessees, licensees, and other persons doing
   official business with the Department, or having contact with the
   Department or geographical areas under its jurisdiction.