#..INTERIOR/MMS-4

#....System name:

Minerals Management Service (MMS) Personnel Security System--
Interior, MMS-4.
System location:
Department of the Interior, Minerals Management Service (MMS),
Office of Administration and Budget, Personnel Division, Mail Stop
2400, 381 Elden Street, Herndon, Virginia 20170-4817.
Categories of individuals covered by the system:
Current and former Minerals Management Service (MMS) employees
and contract employees working for the MMS who: (1) Have been subject
to personnel security investigations to determine suitability for
placement in sensitive positions, require access to national security
information, and/or require ADP access authorization and/or (2)
require access to MMS buildings or individual offices.
Categories of record in the system:
Name, sensitivity type, date of birth, place of birth, social
security number, organization code, position title, grade, duty
station, Office of Personnel file folder location (OPF), clearance,
clearance date, access, clearance termination date, ADP type, grant
date, ADP termination date, briefing information, suitability date,
investigation basis, Agency conducting investigation, investigation
completion date, investigation update and upgrade information. MMS
termination date, pending code, remarks. For building passes and keys
the height, weight, hair and eye color and employment status
information is required. The automated portion of this system is only
a compilation of records manually maintained.
Authority for maintenance of the system:
Executive Order 10501; 40 U.S.C. 486(c); 41 CFR 101-201.103.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary use of the records is to (1) Ensure that
investigative requirements of Federal Personnel Manual 731 are
satisfied and to provide a current record of MMS employees with
clearance and ADP access authorization; and (2) provide access cards
and keys to MMS buildings and offices. Disclosure outside of the
Department 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) 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; (3) to
a Congressional office from the record of an individual in response
to an inquiry the individual has made to the Congressional office;
(4) to a Federal Agency which has requested information relevant or
necessary to its hiring or retention of an employee or issuance of a
security clearance, license, contract, grant or other benefit, and
(5) to Federal State, or local agencies where necessary to obtain
information relevant to the hiring or retention of an employee or the
issuance of a security clearance, license, contract, grant or other
benefit; (6) to the Office of Personnel Management for matters
concerned with oversight activities necessary for the Office to carry
out its legally authorized Governmentwide personnel management
programs and functions.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual systems are maintained in locked GSA approved security
containers. Automated data base system maintained on hard disk with
password entry required.
Retrievability:
Indexed by individual name or social security number.
Safeguards:
Maintained within the Personnel Division meeting the requirements
of 43 CFR 2.51.
Retention and disposal:
These records are maintained in accordance with the General
Records Schedule Number 18, Item Number 23.
System manager(s) and address:
Personnel Security Officer, Office of Administration and Budget,
Minerals Management Service, Mail Stop 2400, 381 Elden Street,
Herndon, Virginia 20170-4817
Notification procedure:
Inquires regarding the existence of records should be addressed
to the Personnel Security Officer. A signed request is required if an
individual would like information concerning his/her records. See 43
CFR 2.60.
Record access procedures:
A request for access may be addressed to the Personnel Security
Officer. The request must be in writing and be signed by the
requester. The request must meet the content requirements of 43 CFR
2.63.
Contesting record procedures:
A petition for amendment should be addressed to the Personnel
Security Officer and must meet the requirements of 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.