#..INTERIOR/OS-69
Freedom of Information Act Appeals
Files--Interior, OS-69.
System
location:
U.S. Department
of the Interior, Office of Information Resources
Management, MS-5312 MIB,m 1849 C Street NW,
Washington, DC 20240.
Categories of individuals covered by the system:
Individuals who have filed appeals
under Department of the
Interior Freedom of Information Act (FOIA) appeal procedures.
Categories of records in the system:
FOIA appeals, FOIA requests
and decisions on requests issued by
bureaus and offices, records which track the processing of FOIA
appeals, extension-of-time letters and
related records,
recommendations of the Office of the Solicitor and of other
Department officials on appeals; and final
decisions on appeals.
Authority for maintenance of the system:
5 U.S.C. 552.
Routine uses of records maintained in the
system, including
categories of
users and the purposes of such uses:
The primary purposes of the system are:
(1) To support action on FOIA
appeals.
(2) To gather
information for management and reporting purposes.
Disclosure outside the Department of the Interior may be
made:
(1) To other Federal
agencies having a subject matter interest in
an appeal of a decision on a request.
(2) 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.
(3) 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, when the disclosing agency becomes aware of information
indicating a violation or potential
violation of a statute,
regulation, rule, order, or license.
(4) 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:
Appeal records are maintained in manual form in file
folders.
Appeal tracking
information is maintained in computerized form on
magnetic media.
Retrievability:
Manual records are indexed by appeal
number. A cross-reference
list
permits retrieval of records by appellant's name. Computer
records are indexed by name of appellant,
appeal number, date and
subject
of appeal.
Safeguards:
Records are maintained with safeguards
meeting the requirements
of 43
CFR 2.51.
Retention and
disposal:
Records are
destroyed six years after final determination by
agency, or three years after final
adjudication by courts, in
accordance with General Records Schedule No. 14, Item 12.
System manager(s) and address:
Freedom of Information Act Appeals
Officer, U.S. Department of
the
Interior, Office of Information Resources Management, MS-5312
MIB, 1849 C Street NW, Washington, DC
20240.
Notification
procedure:
A request for
notification of the existence of records shall be
addressed to the System Manager. The
request shall be in writing,
signed by the requester, and comply with 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 shall be in writing,
signed by the requester,
and
comply with the content requirements of 43 CFR 2.63.
Contesting record procedures:
A request for amendment of a record
shall be addressed to the
System Manager. The request shall be in writing, signed by the
requester, and comply with the content
requirements of 43 CFR 2.71.
Record source categories:
Appellants; bureau, office and Department officials.
Exemptions claimed for the system:
None.
#..INTERIOR/DOI-71
#....System name:
Freedom of Information Act Request
Files--Interior, DOI-71.
System location:
(1)
U.S. Department of the Interior, Office of Information
Resources Management, MS-5312 MIB, 1849 C
Street, NW, Washington, DC
20240.
(2) Offices of
Freedom of Information Act (FOIA) Officers for
each of the Department's bureaus. (Consult the Appendix for
addresses
of bureau FOIA
Officers.)
(3) Offices of
other officials, nationwide, authorized to receive
and respond to FOIA requests.
Categories of individuals covered by the system:
Individuals who have submitted FOIA
requests under Department of
the Interior FOIA procedures.
Categories of records in the system:
FOIA requests, responses to FOIA requests, and related
records;
copies of subject
documents; records which track the processing of
FOIA requests and other records pertaining
to the administration of
the
FOIA program.
Authority for
maintenance of the system:
5
U.S.C. 552.
Routine uses of
records maintained in the system, including
categories of users and the purposes of such uses:
The primary purposes of the system
are:
(1) To support action
on FOIA requests, appeals, and litigation.
(2) To gather information for management and reporting
purposes.
(3) To administer
the FOIA program.
Disclosure
outside the Department of the Interior may be made:
(1) To other Federal, State, and local
agencies with a subject
matter
interest in a request, or an appeal on or litigation of a
decision on a request.
(2) 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 compatible
with the purposes for which
the
records were compiled.
(3)
To appropriate Federal, State, local, or foreign agencies
responsible for investigating or
prosecuting a violation or enforcing
or implementing a statute, rule, regulation, order, or license, when
the disclosing agency becomes
aware of information indicating a
violation or potential violation of a statute, regulation, rule,
order, or license.
(4) To a congressional office in
connection with an inquiry an
individual covered by the system has made to the congressional
office.
(5) To a debt collection agency for the purpose of
collecting
outstanding debts
owed to the Department for fees associated with
processing FOIA requests.
(6) To an official of another Federal
agency to provide
information
needed in the performance of official duties related to
reconciling or reconstructing data files,
in support of the functions
for
which the records were collected and maintained.
Disclosure to consumer reporting
agencies:
Disclosures
pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made
to a consumer reporting
agency
as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C.
371(a)(3)).
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Records are maintained in manual and electronic
format.
Retrievability:
Records are retrieved by the name of
the requester.
Safeguards:
Records are maintained with
safeguards meeting the requirements
of 43 CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 14, Items 11 and 13,
or equivalent items in
bureau
records schedules.
System
manager(s) and address:
(1)
Departmental FOIA Officer, U.S. Department of the Interior,
Office of Information Resources Management,
MS-5312 MIB, 1849 C
Street, NW,
Washington, DC 20240.
(2)
Bureau FOIA Officers. (Consult the Appendix for addresses of
bureau FOIA Officers.)
Notification procedure:
A request for notification of the
existence of records must be
addressed to the appropriate System Manager. The request must be in
writing, signed by the
requester, and comply with the content
requirements of 43 CFR 2.60.
Record access procedures:
A request for access must be addressed to the appropriate System
Manager. The request must be in writing,
signed by the requester, and
comply with the content requirements of 43 CFR 2.63.
Contesting record procedure:
A request for an amendment of a record
must be addressed to the
appropriate System Manager. The request must be in writing, signed by
the requester, and comply with
the content requirements of 43 CFR
2.71.
Record source
categories:
Individuals
filing FOIA requests; Departmental officials (and
officials of the Department of Justice)
acting on requests, appeals,
litigation and reporting requirements; and submitters of commercial
and financial
information.
Exemptions claimed for the system:
None.
#..INTERIOR/DOI-72
#....System name:
FECA Chargeback Case Files--Interior,
DOI-72.
System location:
(1) 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 of Indian
Affairs, Division of Personnel Management,
1951 Constitution Avenue, NW, Washington, DC 20245.
(3) U.S. Geological Survey, National
Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street
NW, Washington, DC 20240.
(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division
of Personnel (530), 1849
C
Street NW, Washington, DC 20240.
(7) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Current and former Departmental
employees and dependents
receiving compensation payments through the Federal Employees'
Compensation Act (FECA) which are being
charged back to the
Department
of the Interior.
Categories of
records in the system:
Name
and Social Security account number of individual being
compensated, date of injury and/or death,
last payment date, type of
payment (whether medical bills or compensation), occupation code at
time of injury, grand total of
amount paid. Records appear on lists
which result from a computer match of the Department of the
Interior's ``Safety Management Information
System,'' DOI-60, files
with
the Department of Labor, Office of Workers' Compensation
Program's ``Federal Employees Compensation
Act Chargeback File,''
DOL/ESA-15, files.
Authority for maintenance of the system:
5 U.S.C. 301, 5 U.S.C. 8147, 31 U.S.C.
66a, and E.O. 11807.
Routine
uses of records maintained in the system including
catefories of users and purposes of such
uses:
The primary purpose
of the system is to determine the validity of
Federal Employees Compensation Act chargebacks to the Department
of
the Interior.
Note: Records are generated in a
computer matching process. When
no match occurs, records are furnished to bureaus to determine why no
match occurred. Resolution of
the investigation of why no match
occurred may include a request to the Department of Labor, Office of
Workers' Compensation Programs,
that future charges be referred to
another agency or that the Department of Labor discontinue payments
and possibly initiate civil or
criminal prosecution proceedings
against the claimant.
Disclosures outside the
Department of the Interior may be made:
(1) To the U.S. Department of Justice or in a proceeding
before 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 investigating or prosecuting the violation of or for
enforcing or implementing a
statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a
statute, rule, regulation, order or license.
(3) To a congressional office in response to an inquiry an
individual has made to the
congressional office.
(4) To
another Federal, State or local agency for the purpose of
obtaining information regarding payments
being made to claimants.
(5)
To the Department of Labor, as necessary, to transmit
information on results of
investigations.
Policies and
practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Quarterly, computer-generated, lists are stored in file
folders.
Retrievability:
Records are retrieved by
name of individual and bureau of
employment.
Safeguards:
Access to records is
limited to authorized personnel. Records are
maintained in locked metal filing cabinets.
Retention and disposal:
Records are destroyed 5 years after
close of investigations.
System manager(s) and address:
(1) 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) Personnel Officer, Bureau of Indian
Affairs, Division of
Personnel
Management, 1951 Constitution Avenue, NW, Washington, DC
20245.
(3) Personnel Officer, U.S. Geological Survey, National
Center,
12201 Sunrise Valley
Drive, Reston, VA 22092.
(4)
Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization,
1849 C Street NW,
Washington,
DC 20240.
(5) Labor
Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(6) Personnel Officer, Bureau of Land
Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(7) Personnel Officer, National Park
Service, Division of
Personnel,
Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8) Personnel Officer, Minerals
Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of
Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
Notification procedure:
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, signed by the
requestor, include the current and all former names by which the
individual has been known, and comply with
the content requirements
of 43
CFR 2.60.
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, signed by the requester, include the
current and all former names by which the
individual has been known,
along with the Social Security account number of the individual, and
comply with the requirements of
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, signed by the requestor,
include the current and all former names by
which the individual has
been
known, along with the Social Security account number of the
individual, and comply with the content
requirements of 43 CFR 2.71.
Record source categories:
Records in this system are generated whenever a case listed in
the Department of Labor, Office of Workers'
Compensation Program's
``Federal Employees'' Compensation Act Chargeback File,'' DOL/ESA-15,
files does not match a case in
the Department of the Interior's
``Safety Management Information System, `` DOI-60, files.
#..INTERIOR/DOI-74
#....System name:
Grievance Records--Interior,
DOI-74.
System location:
(1) Departmental office:
Office of Personnel Policy, U.S.
Department of the Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division
of Personnel Management,
1951
Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise
Valley
Drive, Reston, VA
22092.
(c) U.S. Fish and
Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC
20240.
(d) Bureau of
Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530),
1849
C Street NW, Washington,
DC 20240.
(f) National Park
Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW, Washington, DC 20245.
(3) Administrative components of the offices (within the bureaus
listed above) in which the grievances were
filed.
Categories of
individuals covered by the system:
Departmental employees filing grievances in accordance with 370
DM 771.
Categories of records in the system:
All documents related to internal
grievances filed with any part
of the Department, including, but not limited to: Statements of
witnesses, reports of interviews and
hearings, examiners' findings
and recommendations, correspondence and exhibits, and (a copy of) the
original and final decisions on
the grievances filed.
Authority for maintenance of the system:
5 U.S.C. 1302, 3301, 3302; E.O. 10577;
3 CFR 1958 Comp. p. 218.
Routine uses of records maintained in the system including
categories of users and purposes of such
uses:
The primary purpose
of the system is to adjudicate internal
grievances.
Disclosures outside the Department of the Interior may be made:
(1) To appropriate Federal, State,
local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a
statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a
statute, rule, regulation, order or license.
(2) To any individual (in the course of processing a
grievance)
from whom the agency
is seeking information relevant to the
adjudication of the grievance, to the extent necessary to inform the
individual of the purpose of
the request for information and to
identify the type of information requested.
(3) To a Federal agency which has
requested information relevant
or necessary to the hiring or retention of an employee, the
conducting of a security clearance or
suitability investigation, the
classifying of a job, the letting of a contract, or the issuing of a
license, grant or other
benefit, to the extent that the information
is relevant and necessary to the requesting agency's decision on
the
matter.
(4) To a congressional office in
response to an inquiry an
individual has made to the congressional office.
(5) To the U.S. Department of Justice
or in a proceeding before 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.
(6) To the National Archives and
Records Adminstration for
records management inspections conducted under authority of 44 U.S.C.
2904 and 2908.
(7) To any individual in the form of
summary descriptive
statistics
and analytical studies in support of the function for
which the records are collected and
maintained, or for related work
force studies. (Note: While published statistics and studies do not
contain individual identifiers,
in some instances the selection of
elements of data included in the study may be structured in such a
way as to make the data
individuality identifiable by inference.)
(8) To the Office of Personnel Management, the Merit Systems
Protection Board (and its
Office of the Special Counsel), the Federal
Labor Relations Authority (and its General Counsel), or the
Equal
Employment Opportunity
Commission when requested in performance of
their authorized functions.
(9) To officials of labor organizations recognized under the
Civil Service Reform Act when
relevant and necessary to allow them to
perform their duties of exclusive representation concerning
personnel
policies, practices,
and matters affecting work conditions.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of
records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are retrieved by the names of
individuals filing internal
grievances.
Safeguards:
Access to records is limited to
authorized personnel. Record are
maintained in locked metal filing cabinets.
Retention and disposal:
Records compiled under 370 DM 771 are
destroyed 3 years after the
date
of final closing of the case. Records compiled under a
negotiated procedure are disposed of in
accordance with approved
records schedules.
System manager(s) and address:
(1) Departmental office: Director, Office of Personnel
Policy,
U.S. Department of the
Interior, 1849 C Street NW, MS-5221 MIB,
Washington, DC 20240.
(2) Bureau personnel offices:
(a) Director of Administration, Bureau
of Indian Affairs,
Division of
Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological
Survey, National Center,
12201
Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service,
Division
of Personnel
Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(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.
(3) Administrative officers of the
offices (within the bureaus
listed above) in which the grievances were filed. (Contact the
appropriate bureau system manager to obtain
the address of the office
system manager.)
Notification procedure:
Individuals filing grievances with the Department are given a
copy of their records as a part of the
official grievance process.
If,
however, at any later time an individual also wishes to request
notification of the existence of records on
him or her, he or she
should
address his or her request to the appropriate System Manager.
The request must be in writing, signed by
the requestor, and contain
the
following information: name and birth date of requestor,
approximate date of closing of the case,
type of action taken, and
agency
component involved. (See 43 CFR 2.60.)
Record access procedures:
Individuals filing grievances with the Department are given
a
copy of their records as a
part of the official grievance process.
If, however, at any later time an individual also wishes to
request a
copy of records
maintained on him or her, he or she should address
his or her request to the appropriate
System Manager. The request
must be in writing, signed by the requestor, and contain the
following information: name and birth date
of requestor, approximate
date
of closing of the case, type of action taken, and agency
component involved. (See 43 CFR
2.63.)
Contesting record
procedures:
If an
individual who has filed a grievance with the Department
wishes to request amendment of his/her
records, to correct factual
errors, he or she should address his or her request to the
appropriate System Manager. The request
must be in writing, signed by
the requestor, and contain the following information: name and birth
date of requestor, approximate
date of closing of the case, type of
action taken, and agency component involved. (See 43 CFR 2.71.)
Note: Review of requests from
individuals seeking amendment of
their records which have been
the subject of a judicial or quasi-
judicial action will be limited in scope. Review of these requests
will be restricted to
determining if the record accurately documents
the action of the agency ruling on the case and will not include
a
review of the merits of the
action, determination, or finding.
Record source categories:
Individuals filing grievances, witnesses providing testimony,
organizations or persons providing
information via correspondence,
agency officials, and grievance examiners and/or arbitrators.
Exemptions claimed for the system:
None.
#..INTERIOR /DOI-76
#....System name:
Employee Training and Career
Development Records--Interior, DOI--
76.
System location:
(1) Office of Personnel Policy, U.S.
Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division
of Personnel Management,
1951
Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise
Valley
Drive, Reston, VA
22092.
(c) U.S. Fish and
Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC
20240.
(d) Bureau of
Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530),
1849
C Street NW, Washington,
DC 20240.
(f) National Park
Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW, Washington, DC 20245.
(3) For Contracting Officers' Warrant System records:
(a) Office of Acquisition and Property
Management, U.S.
Department of
the Interior, 1849 C Street NW, MS-5512 MIB,
Washington, DC
20240.
(b) Each bureau's
central contracting office. (For a list of
these, contact the Office of Acquisition and Property Management
or
consult the Department of
the Interior's Internet site at http://
www.doi.gov/pam/acqsites.html.)
Categories of individuals covered by the system:
Current employees of the Department of
the Interior.
Categories of
records in the system:
Name
of employee; date of birth; Social Security number; office
address and phone number; service
computation date; physical
limitations or interests which might affect type of location of
assignment; career interests; education
history; work or skills
experience; availability for geographic relocation; outside
activities including membership in
professional organizations;
listing of special qualifications; licenses and certificates held;
listing of honors and awards;
career goals and objectives; training
completed; annual supervisory evaluation.
Authority for maintenance of the system:
5 U.S.C. 1302, 2951, 4118,
4308, 4506, 3101; 43 U.S.C. 1457;
Reorganization Plan 3 of 1950; E.O. 10561, E.O. 12352.
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) By bureau officials for purposes of
review in connection with
transfers, promotions, reassignments, adverse actions, disciplinary
actions, and determination of qualifications
of an individual.
(b) By
bureau officials for setting out career goals and
objectives for an employee and for
documenting attainment of these
targets.
(c) By
bureau and Departmental officials in monitoring
qualifications for maintaining a
Contracting Officer's Warrant.
Disclosures outside the Department of the Interior may be made:
(1) To the U.S. Department of Justice
or in a proceeding before 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 investigating or prosecuting the violation of or for
enforcing or implementing a
statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a statute,
rule, regulation, order or license.
(3) To a congressional office in response to an inquiry an
individual has made to the congressional
office.
Policies and practices
for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper
records are stored in file folders, in file cabinets.
Electronic records are stored on disk, tape
or other appropriate
media.
Retrievability:
Records are retrieved by
name of individual.
Safeguards:
Access
to records is limited to authorized personnel. Paper
records are maintained in locked file
cabinets. Electronic records
are maintained with safeguards meeting minimum security requirements
of 43 CFR 2.51.
Retention and disposal:
Records are maintained only on current
employees. Records are
destroyed upon departure of employees.
System manager(s) and address:
(1) Team Leader, Executive Resources and Career Management
Group,
Office of Personnel
Policy, U.S. Department of the Interior, 1849 C
Street NW, MS-5221 MIB, Washington, DC
20240.
(2) Bureau personnel
officers:
(a) Director of
Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological
Survey, National Center,
12201
Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service,
Division
of Personnel
Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(d) Labor Relations Officer, Bureau of Reclamation, P.O. 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.
(3)
For Contracting Officers' Warrant System records: Director,
Office of Acquisition and Property
Management, U.S. Department of the
Interior, 1849 C Street NW, MS-5512 MIB, Washington, DC 20240.
Notification procedure:
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, signed by the
requestor, and comply with the content requirements of 43 CFR
2.60.
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, signed by the requestor, and comply
with the requirements of 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,
signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental employees and agency
officials.
Exemptions claimed
for the system:
None.
#..INTERIOR/DOI-77
#....System name:
Unfair
Labor Practice Charges/Complaints Files--Interior, DOI-77.
System location:
(1) 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 of Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue, NW,
Washington, DC 20245.
(3)
U.S. Geological Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service,
Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC
20240.
(5) Bureau of
Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division of Personnel (530),
1849
C Street NW, Washington,
DC 20240.
(7) National Park
Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Departmental employees filing unfair labor practice charges/
complaints.
Categories of records in the system:
Formal charges and complaints; name,
address, and other personal
information about individuals filing charges and complaints;
transcripts of hearings (if held); and
relevant information about
other individuals in complainants' work units.
Authority for maintenance of the
system:
5 U.S.C. 7106.
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 adjudicate charges
and
complaints of unfair labor
practices.
Disclosures
outside the Department of the Interior may be made :
(1) To the Federal Labor Relations
Authority for settlement of
the
complaint or appeal.
(2) To
the U.S. Department of Justice or in a proceeding before 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.
(3) To appropriate Federal, State,
local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a
statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a
statute, rule, regulation, order or license.
(4) To a congressional office in response to an inquiry an
individual has made to the
congressional office.
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Records are stored
in both manual and electronic format.
Retrievability:
Records are retrieved by name of individual filing charge or
complaint and Docket or Case Number.
Safeguards:
Access to
records is limited to authorized personnel. Manual
records are stored in locked metal file
cabinets or in metal file
cabinets in secured premises. Electronic records are maintained with
access controls meeting the
requirements of 43 CFR 2.51.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 6, Item 29.
System manager(s) and address:
(1) 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) Personnel
Officer, Bureau of Indian Affairs, Division of
Personnel Management, 1951 Constitution Avenue, NW, Washington,
DC
20245.
(3) Personnel Officer, U.S. Geological
Survey, National Center,
12201
Sunrise Valley Drive, Reston, VA 22092.
(4) Personnel Officer, U.S. Fish and Wildlife Service,
Division
of Personnel
Management and Organization, 1849 C Street NW,
Washington, DC 20240.
(5) Labor Relations Officer, Bureau of Reclamation, P.O. Box
25001, Denver, CO 80225.
(6) Personnel Officer, Bureau of Land
Management, Division of
Personnel (530), 1849 C Street NW, Washington, DC 20240.
(7) Personnel Officer, National Park
Service, Division of
Personnel,
Branch of Labor Management Relations, 1849 C Street NW,
Washington, DC 20240.
(8) Personnel Officer, Minerals
Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of
Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245. .
Notification procedure:
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, signed by the
requestor, and comply with the content requirements of 43 CFR
2.60.
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,
signed by the requestor, and comply
with the requirements of 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, signed by the requestor, and
comply with the content requirements of 43
CFR 2.71.
Record source
categories:
Individuals filing charges and
complaints, colleagues and
supervisors of complainants, and management officials.
Exemptions claimed for the system:
None.
#..INTERIOR/DOI-78
#....System name:
Negotiated Grievance Procedures Files--Interior,
DOI-78.
System location:
(1) 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 of Indian
Affairs, Division of Personnel Management,
1951 Constitution Avenue NW., Washington, DC 20245.
(3) U.S. Geological Survey, National
Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(4) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street
NW., Washington, DC 20240.
(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
(6) Bureau of Land Management, Division
of Personnel (530), 1849
C
Street NW., Washington, DC 20240.
(7) National Park Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW.,
Washington, DC 20240.
(8)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(9) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW., Washington, DC 20245.
Categories of individuals covered by the system:
Departmental employees filing
grievances/complaints.
Categories of records in the system:
Formal grievances and
complaints; name, address, and other
personal information about individuals filing grievances and
complaints; transcripts of hearings (if
held); and relevant
information
about other individuals in complainants' work units.
Authority for maintenance of the system:
5 U.S.C. 7100.
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 adjudicate grievances
and
complaints.
Disclosures outside the Department of
the Interior may be made:
(1) To the Federal Labor Relations Authority.
(2) To the U.S. Department of Justice
or in a proceeding before 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.
(3) To appropriate Federal, State,
local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing or implementing a
statute, rule, regulation, order or
license, when the disclosing agency becomes aware of a violation or
potential violation of a
statute, rule, regulation, order or license.
(4) To a congressional office in response to an inquiry an
individual has made to the
congressional office.
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Records are stored in both manual and
electronic format.
Retrievability:
Records are retrieved by name of individual filing grievance or
complaint and Docket or Case Number.
Safeguards:
Access to records is limited to
authorized personnel. Manual
records are stored in locked metal file cabinets or in metal file
cabinets in secured premises. Electronic
records are maintained with
access controls meeting the requirements of 43 CFR 2.51
Retention and disposal:
Records are retained and disposed of in
accordance with General
Records
Schedule No. 1, Item 30.
System manager(s) and address:
(1) 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) Director of Administration, Bureau
of Indian Affairs,
Division of
Personnel Management, 1951 Constitution Avenue NW.,
Washington, DC 20245.
(3) Personnel Officer, U.S. Geological
Survey, National Center,
12201
Sunrise Valley Drive, Reston, VA 22092.
(4) Personnel Officer, U.S. Fish and Wildlife Service,
Division
of Personnel Management
and Organization, 1849 C Street NW.,
Washington, DC 20240.
(5) Labor Relations Officer, Bureau of Reclamation, PO Box 25001,
Denver, CO 80225.
(6) Personnel Officer, Bureau of Land
Management, Division of
Personnel (530), 1849 C Street NW., Washington, DC 20240.
(7) Personnel Officer, National Park
Service, Division of
Personnel,
Branch of Labor Management Relations, 1849 C Street NW.,
Washington, DC 20240.
(8) Personnel Officer, Minerals
Management Service, Personnel
Division, 1110 Herndon Parkway, Herndon, VA 22070.
(9) Personnel Officer, Office of
Surface Mining, Division of
Personnel, 1951 Constitution Avenue NW., Washington, DC 20245.
Notification prccedure:
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, signed by the
requestor, and comply with the content requirements of 43 CFR 2.60.
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,
signed by the requestor, and comply
with the content
requirements of 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, signed by the
requestor, and
comply with the
content requirements of 43 CFR 2.71.
Record source categories:
Individuals filing grievances and complaints, colleagues and
supervisors of complainants, and management
officials.
Exemptions claimed
for the system:
None.
#..INTERIOR/DOI-79
#....System name:
Interior Personnel Records--Interior,
DOI--79.
Note: This
system complements OPM/GOVT-1, the Government wide
system for general personnel records
maintained by the Office of
Personnel Management. This notice incorporates by reference but does
not repeat all of the
information contained in OPM/GOVT-1.
System location:
Official personnel files, in paper and micro format, of current
and recently separated employees are
located at the personnel offices
of the bureaus which currently employ (or employed) the individuals.
Automated personnel records are
maintained in the Federal Personnel
Payroll System (FPPS) managed by the National Business Center in
Denver, Colorado.
(1) Office of Personnel Policy, U.S.
Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
(2) FPPS Program Management Division,
National Business Center,
U.S.
Department of the Interior, 7301 West Mansfield Avenue, MS D-
2400, Denver, CO 80235.
(3) Bureau personnel offices:
(a) Bureau of Indian Affairs, Division
of Personnel Management,
1951
Constitution Avenue NW, Washington, DC 20245.
(b) U.S. Geological Survey, National Center, 12201 Sunrise
Valley
Drive, Reston, VA
22092.
(c) U.S. Fish and
Wildlife Service, Division of Personnel
Management and Organization, 1849 C Street NW, Washington, DC
20240.
(d) Bureau of
Reclamation, PO Box 25001, Denver, CO 80225.
(e) Bureau of Land Management, Division of Personnel (530),
1849
C Street NW, Washington,
DC 20240.
(f) National Park
Service, Division of Personnel, Branch of Labor
Management Relations, 1849 C Street NW,
Washington, DC 20240.
(g)
Minerals Management Service, Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division
of Personnel, 1951
Constitution
Avenue NW, Washington, DC 20245.
Categories of individuals covered by the system:
Current and recently separated
employees of the Department of the
Interior.
Categories of
records in the system:
Current and historical personnel data for each employee of the
Department.
Authority for maintenance of the system:
5 U.S.C. 2951, 5 U.S.C. 2954.
Routine uses of records maintained in the
system, including
categories of
users and the purposes of such uses:
The official personnel records (in paper or micro format)
maintained by the servicing
personnel offices on all Departmental
employees provide basic data for preparation and verification of
personnel reports and documents. They also
provide a comprehensive
and
continuing record of each employee's service, status, skills, and
personnel history, for use in the merit
promotion program, reduction
in
force program, and to effect other personnel actions. Automated
records are used to generate reports and
listings, produce standard
personnel management documents, establish and verify entitlements to
pay and benefits, and provide
historical data.
Routine use
disclosures outside the Department are the same as
those listed in, and can be found in, the
system notice for OPM/GOVT-
1,
the Government wide system for general personnel records
maintained by the Office of Personnel
Management.
Policies and
practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored
in file folders, on lists and forms, on
microfilm or microfiche, and in computer-processible storage
media.
Retrievability:
Records are retrieved by a variety of personal
identifiers,
including name of
individual, birth date, Social Security number,
and/or other identification number.
Safeguards:
Access to all records in the system is
limited to authorized
personnel
whose official duties require such access. Bureau officials
generally have access only to records
pertaining to employees of
their bureaus. Paper or micro 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 maintained in accordance
with approved retention and
disposal schedules. Some records may be retained indefinitely as a
basis for longitudinal work
history statistical studies.
System manager(s) and address:
(1) Director, Office of Personnel Policy, U.S. Department of
the
Interior, 1849 C Street NW,
MS-5221 MIB, Washington, DC 20240.
(2) Chief, FPPS Program Management Division, National Business
Center, U.S. Department of the Interior,
7301 West Mansfield Avenue,
MS
D-2400, Denver, CO 80235.
(3) Bureau personnel officers:
(a) Director of Administration, Bureau of Indian Affairs,
Division of Personnel
Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological Survey, National
Center,
12201 Sunrise Valley
Drive, Reston, VA 22092.
(c)
Personnel Officer, U.S. Fish and Wildlife Service, Division
of Personnel Management and Organization,
1849 C Street NW,
Washington,
DC 20240.
(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.
Notification procedure:
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, signed by the
requestor, and comply with the content requirements of 43 CFR
2.60.
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, signed by the requestor, and comply
with the requirements of 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,
signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental employees and agency
officials.
Exemptions claimed
for the system:
None.
#..INTERIOR/DOI-82
#....System name:
Executive Development Programs
Files--Interior, DOI-82.
System location:
(1)
Office of Personnel Policy, U.S. Department of the Interior,
1849 C Street NW, MS-5221 MIB, Washington,
DC 20240.
(2) Department of
the Interior University, National Business
Center, U.S. Department of the Interior, 1849 C Street NW,
MS-7129
MIB, Washington, DC
20240.
(3) Bureau personnel
offices:
(a) Bureau of
Indian Affairs, Division of Personnel Management,
1951 Constitution Avenue NW, Washington, DC
20245.
(b) U.S. Geological
Survey, National Center, 12201 Sunrise Valley
Drive, Reston, VA 22092.
(c) U.S. Fish and Wildlife Service, Division of Personnel
Management and Organization,
1849 C Street NW, Washington, DC 20240.
(d) Bureau of Reclamation, PO Box 25001, Denver, CO
80225.
(e) Bureau of Land
Management, Division of Personnel (530), 1849
C Street NW, Washington, DC 20240.
(f) National Park Service, Division of
Personnel, Branch of Labor
Management Relations, 1849 C Street NW, Washington, DC 20240.
(g) Minerals Management Service,
Personnel Division, 1110 Herndon
Parkway, Herndon, VA 22070.
(h) Office of Surface Mining, Division of Personnel, 1951
Constitution Avenue NW, Washington, DC
20245.
Categories of
individuals covered by the system:
Departmental employees who apply for, participate in, and/or
graduate from Departmentwide executive
development programs such as
the Senior Executive Service Candidate Development Program and the
Team Leadership Program.
Categories of records in the system:
Application and nomination
documents, reports of training
assignments, evaluation statements, and lists of graduates.
Application and nomination documents
contain personal information
that may include the following (or similar) data elements: Name, date
of birth, Social Security
number, home address and telephone number,
physical limitations or interests which might affect type of
location
of assignment, career
interests, education history, work or skills
experience, outside activities (including membership in
professional
organizations),
listing of special qualifications, licenses and
certificates held, listing of honors and
awards, career goals and
objectives, and annual supervisory evaluations.
Authority for maintenance of the system:
5 U.S.C. 3301; Pub. L.
91-616, Pub. L. 92-255, Pub. L. 93-282,
Pub. L. 79-258 (5 U.S.C. 7901); OMB Circular A-72.
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) By personnel staffing specialists,
evaluation panel members,
and
selecting officials to determine selections for the programs.
(b) By employee development specialists
for purposes of review in
connection with training and employee development activities,
transfers, promotions, reassignments,
adverse actions, disciplinary
actions, and determination of qualifications, of an individual.
(c) By bureau and Departmental
officials for setting out
developmental goals and objectives of the employee and for
documenting attainment of these goals.
Disclosures outside the
Department of the Interior may be made:
(1) To the Office of Personnel Management for the purpose of
obtaining Qualifications Review
Board certification of the executive
qualifications of Senior Executive Service Candidate Development
Program participants.
(2) Educational institutions providing
training and development
opportunities.
(3) To
the U.S. Department of Justice, or to a court,
adjudicative or other administrative body, or to a party in
litigation before a court or
adjudicative or administrative body,
when: (a) One of the following is a party to the proceeding or has an
interest in the proceeding: (1)
The Department or any component of
the Department; (2) Any Department employee acting in his or her
official capacity; (3) Any departmental
employee acting in his or her
individual capacity where the Department or the Department of Justice
has agreed to represent the
employee; or (4) The United States, when
the Department determines that the Department is likely to be
affected by the proceeding; and
(b) The Department deems the
disclosure to be: (1) Relevant and necessary to the proceeding; and
(2) Compatible with the purpose
for which the Department compiled the
information.
(4) To
appropriate Federal, State, tribal, local or foreign
agency that is responsible for
investigating, prosecuting, enforcing
or implementing a statute, rule, regulation order or license, when we
become aware of an indication
of a violation or potential violation
of the statute, rule regulation, order or license.
(5) To a congressional office in
response to an inquiry to that
office by the individual to whom the record pertains.
(6) To a Federal, State, or local
agency which has requested
information relevant or necessary to the hiring or retention of an
employee, or the issuing of a
security clearance, license, grant or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's
decision on the matter.
(7)
To a Federal, State, or local agency where necessary to
obtain information relevant to the hiring
or retention of an
employee, or
the issuing of a security clearance, license, grant or
other benefit.
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper
records are stored in file folders, in file cabinets.
Electronic records are stored on disk, tape
or other appropriate
media.
Retrievability:
Records are retrieved by
name of individual.
Safeguards:
Access
to records is limited to authorized personnel. Paper
records are maintained in locked file
cabinets. Electronic records
are maintained with safeguards meeting minimum security requirements
of 43 CFR 2.51.
Retention and disposal:
Records on applicants are retained for
two years after close of
selection process. Records on current participants and graduates are
retained in accordance with
established retention and disposal
schedules.
System
manager(s) and address:
(1) Team Leader, Executive Resources and
Career Management Group,
Office
of Personnel Policy, U.S. Department of the Interior, 1849 C
Street NW, MS-5221 MIB, Washington, DC
20240.
(2) Vice President,
Department of the Interior University,
National Business Center, U.S. Department of the Interior, 1849 C
Street NW, MS-7129 MIB, Washington, DC
20240.
(3) Bureau personnel
officers:
(a) Director of
Administration, Bureau of Indian Affairs,
Division of Personnel Management, 1951 Constitution Avenue NW,
Washington, DC 20245.
(b) Personnel Officer, U.S. Geological
Survey, National Center,
12201
Sunrise Valley Drive, Reston, VA 22092.
(c) Personnel Officer, U.S. Fish and Wildlife Service,
Division
of Personnel Management and Organization,
1849 C Street NW,
Washington,
DC 20240.
(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.
Notification procedures:
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, signed by the
requestor, and comply with the content requirements of 43 CFR
2.60.
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, signed by the requestor, and comply
with the requirements of 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,
signed by the requestor, and
comply with the content requirements of 43 CFR 2.71.
Record source categories:
Departmental applicants and agency
officials.
Exemptions claimed
for the system:
None.
#..INTERIOR/OS-84
#....System name:
Delinquent Debtor File--Interior, OS-84.
System location:
Office of Financial
Management, U.S. Department of the Interior,
1849 C Street NW, MS-5412 MIB, Washington, DC 20240.
Categories of individuals covered by the
system:
Employees, former employees, and other
Federal employees indebted
and
owing money to the Department of the Interior.
Authority for maintenance of the system:
Federal Claims Collection Act of 1965, Pub. L. 89-508, Debt
Collection Act of 1982, Pub. L. 97-365,
E.O. 9397, and Debt
Collection
Improvement Act of 1996, Pub. L. 104-134.
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
collect debts owed to the
Department using salary offset or administrative offset
procedures.
Disclosures
outside the Department of the Interior may be made:
(1) To the General Accounting Office,
Department of Justice,
United
States Attorney, or other Federal agencies for further
collection action on any delinquent account
when circumstances
warrant.
(2) To a
commercial credit reporting agency for the purpose of
either adding to a credit history file or
obtaining a credit history
file
for use in the administration of debt collection.
(3) To a debt collection agency for the
purpose of collection
services
to recover indebtedness owed to the Department.
(4) To any Federal
agency where the individual debtor is employed
or receiving some form of remuneration for the purpose of
enabling
that agency to collect
debts on the Department's behalf by
administrative or salary offset procedures under the provisions of
the Debt Collection Act of 1982
(Pub. L. 97-365).
(5) To any
other Federal agency including, but not limited to,
the Internal Revenue Service pursuant to 31
U.S.C. 3702A, for the
purpose
of effecting an administrative offset against the debtor of a
delinquent debt owed to the Department by
the debtor.
(6) To the
Internal Revenue Service by computer matching to
obtain the mailing address of a taxpayer
for the purpose of locating
such taxpayer to collect or to compromise a Federal claim by the
Department against the taxpayer pursuant to
26 U.S.C. 6103(m)(2) and
in
accordance with 31 U.S.C. 37121, 3716, and 3718. Note: The
Department will disclose an individual's
mailing address obtained
from
the IRS pursuant to 26 U.S.C. 6103(m)(2) only for the purpose of
debt collection. Disclosures to a debt
collection agency will be made
only to facilitate the collection or compromise of a Federal claim
under the Debt Collection Act
of 1982. Disclosures to a consumer
reporting agency will be made only for the limited purpose of
obtaining a commercial credit report on the
individual taxpayer.
Address
information obtained from the Interior Revenue Service will
not be used or shared for any other
Departmental purpose or disclosed
to another Federal, state, or local agency which seeks to locate the
same individuals for its own
debt collection purpose.
(7)
To any creditor Federal agency seeking assistance for the
purpose of that agency implementing administrative or salary
offset
procedures in the
collection of unpaid financial obligations owed the
United States Government from an
individual.
(8) 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 records were compiled.
(9) To appropriate Federal, State, local, or foreign agencies
responsible for investigating 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 or potential of a statute, rule, regulation,
rule, order, or license.
(10) To a congressional office in
response to an inquiry the
individual has made to the congressional office.
Disclosure to consumer reporting
agencies:
Disclosure
pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this system to consumer reporting
agencies as defined in
the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal
Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3))
Policies and
practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in automated and manual form.
Retrievability:
Records are retrieved by the name or
Social Security number of
the
individual debtor.
Safeguards:
Records are maintained with access
controls meeting the
requirements of 43 CFR 2.51.
Retention and disposal:
Records are retained in the Office of Financial Management only
for the duration of computer matching
programs. Upon conclusion of
these programs, records are returned to their respective, originating
bureaus/offices, where they are
retained and disposed of in
accordance with approved agency schedules.
Backup copies are retained
in
the Office of Financial Management for one calendar year, and then
destroyed.
System manager(s) and address:
Director, Office of Financial
Management, U.S. Department of the
Interior, MS-5412-MIB, 1849 C Street NW, Washington, DC 20240.
Notification procedure:
An individual requesting notification
of the existence of records
on
him or her should address his/her request to the System Manager.
The
request must be in writing, signed by the requestor, and comply
with the content requirements of 43 CFR
2.60.
Record access
procedures:
An individual requesting access to
records maintained on him or
her should address his/her request to the System Manager. The request
must be in writing, signed by
the requestor, and comply with the
requirements of 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 System Manager. The
request must be in writing, signed by the requestor, and comply
with
the content requirements
of 43 CFR 2.71.
Record source
categories:
Departmental and bureau financial
offices.
Exemptions claimed
for the system:
None.
#..INTERIOR/DOI-85
#....System name:
Payroll, Attendance, Retirement, and
Leave Records--Interior,
DOI-85.
System
location:
(1) FPPS Program
Management Division, National Business Center,
U.S. Department of the Interior, 7301 West Mansfield Avenue, MS
D-
2400, Denver, CO
80235-2230.
(2) All
Departmental offices and locations which prepare and
provide input documents and information for
data processing and
administrative actions.
Categories of individuals covered by the system:
(1) All employees of the Department of
the Interior.
(2) Employees
of independent agencies, councils, and commissions
(which are supported, administratively, by
the Office of the
Secretary.)
Categories
of records in the system:
Employee name, Social Security number, and organizational code;
pay rate and grade, retirement, and
location data; length of service;
pay, leave, time and attendance, allowances, and cost distribution
records; deductions for
Medicare or FICA, savings bonds, FEGLI, union
dues, taxes, allotments, quarters, charities, health benefits,
Thrift
Savings Fund
contributions, awards, shift schedules, pay
differentials, IRS tax lien data, commercial garnishments, child
support and/or alimony wage
assignments; and related payroll and
personnel data. Also included is information on debts owed to the
government as a result of overpayment,
refunds owed, or a debt
referred for collection on a transferred employee. The payroll,
attendance, retirement, and leave records
described in this notice
form a
part of the information contained in the Department's
integrated Federal Personnel Payroll System
(FPPS). Personnel records
contained in the system are covered under the government wide system
of records notice published by
the Office of Personnel Management
(OPM/GOVT-1) and the Departmentwide system of records notice,
``Interior Personnel Records,''
DOI-79.
Authority for
maintenance of the system:
5 U.S.C. 5101, et seq; 31 U.S.C. 3512.
Routine uses of records maintained in the system, including
categories of users and the
purpose of such uses:
The
primary uses of the records are for fiscal operations for
payroll, attendance, leave, insurance, tax,
retirement, budget, and
cost
accounting programs; and to prepare related reports to other
Federal agencies including the Department
of the Treasury and the
Office
of Personnel Management. Disclosures outside the Department of
the Interior may be made:
(1) To the Department of the Treasury
for preparation of payroll
(and
other) checks and electronic funds transfers to Federal, State,
and local government agencies,
non-governmental organizations, and
individuals.
(2) To
the Internal Revenue Service and to State, local, tribal
and territorial governments for tax
purposes.
(3) To the Office
of Personnel Management in connection with
programs administered by that office.
(4) To another Federal agency to which
an employee has
transferred.
(5) To
the Department of Justice, or to a court, adjudicative or
other administrative body, or to a party in
litigation before a court
or
adjudicative or administrative body, when: (a) One of the
following is a party to the proceeding or
has an interest in the
proceeding: (1) The Department or any component of the Department;
(2) Any Departmental employee
acting in his or her official capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department
or the Department of Justice has agreed
to represent the employee; or (4) The United States, when the
Department determines that the
Department is likely to be affected by
the proceeding; and (b) The Department deems the disclosure to be:
(1) Relevant and necessary to
the proceeding; and (2) Compatible with
the purpose for which it compiled the information.
(6) To the appropriate Federal, State,
tribal, local or foreign
governmental agency that is responsible for investigating,
prosecuting, enforcing or implementing a
statute, rule, regulation
order
or license, when the Department becomes aware of an indication
of a violation or potential violation of
the statute, rule,
regulation,
order or license.
(7) To a
congressional office in response to an inquiry to that
office by the individual to whom the record
pertains.
(8) 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.
(9) To Federal, State or local agencies where necessary to
enable
the Department of the
Interior to obtain information relevant to the
hiring or retention of an employee, or the issuance of a
security
clearance, contract,
license, grant or other benefit.
(10) To appropriate Federal and State agencies to provide
required reports including data on
unemployment insurance.
(11)
To the Social Security administration to report FICA
deductions.
(12) To labor unions to report union dues deductions.
(13) To insurance carriers to report
withholdings for health
insurance.
(14) To
charitable institutions to report contributions.
(15) To a Federal agency for the
purpose of collecting a debt
owed the Federal government through administrative or salary
offset.
(16) To other
Federal agencies conducting computer matching
programs to help eliminate fraud and abuse and to detect
unauthorized
overpayments made
to individuals.
(17) To provide
addresses obtained from the Internal Revenue
Service to debt collection agencies for purposes of locating a
debtor
to collect or compromise
a Federal claim against the debtor.
(18) With respect to Bureau of Indian Affairs employee records,
to a Federal, State, local agency, or
Indian tribal group or any
establishment or individual that assumes jurisdiction, either by
contract or legal transfer, of any program
under the control of the
Bureau
of Indian Affairs.
(19) With
respect to Bureau of Reclamation employee records, to
non-Federal auditors under contract with
the Department of the
Interior
or Energy or water user and other organizations with which
the Bureau of Reclamation has written
agreements permitting access to
financial records to perform financial audits.
(20) To the Federal Retirement Thrift
Investment Board with
respect
to Thrift Savings Fund contributions.
(21) To disclose debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor solely to
aggregate information for the Internal
Revenue Service, to collect
debts owed to the Federal government through the offset of tax
refunds.
(22) To disclose the names, social security numbers, home
addresses, dates of birth,
dates of hire, quarterly earnings,
employer identifying information, and State of hire of employees to
the Office of Child Support
Enforcement, Administration for Children
and Families, Department of Health and Human Services for the
purposes of locating
individuals to establish paternity, establishing
and modifying orders of child support,
identifying sources of income,
and for other child support enforcement actions as required by the
Personal Responsibility and
Work Opportunity Reconciliation Act
(Welfare Reform Law, Pub. L. 104-193 ).
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C.
552a(b)(12). Disclosures may be
made from this system to consumer reporting agencies as defined in
the Fair Credit Reporting Act
(15 U.S.C. 1681a(f)) or the Federal
Claims Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing,
retrieveing, accessing,
retaining, and disposing of records in the system:
Storage:
Records are
maintained in manual, microfilm, microfiche,
electronic, imaged and computer printout form. Current records
are
stored on magnetic media at
the central computer processing center;
historic records are stored on magnetic media at the central
computer
center. Original input
documents are stored in standard office filing
equipment and/or as imaged documents on magnetic media at all
locations which prepare and
provide input documents and information
for data processing.
Retrievability:
Records are retrieved by name, Social Security number, and
organizational code.
Safeguards:
Access to all records in the system is
limited to authorized
personnel
whose official duties require such access. Office officials
generally have access only to records
pertaining to employees of
their offices. Paper or micro 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:
The records contained in this system of
records have varying
retention
periods as described in General Records Schedule 2, (which
you can find at http://www.nara.gov),
issued by the Archivist of the
United States, and are disposed of in accordance with the National
Archives and Records
Administration Regulations, 36 CFR part 1228 et
seq.
System manager(s) and
address:
The following
system manager is responsible for the payroll
records contained in the Department's integrated Federal
Personnel
Payroll System
(FPPS). Personnel records contained in the system fall
under the jurisdiction of the Office of
Personnel Management as
prescribed in 5 CFR part 253 and 5 CFR part 297: Chief, FPPS
Management Division, National Business
Center, U.S. Department of the
Interior, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
Notification procedure:
Inquiries regarding the existence of
records should 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 may 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 petition for amendment should be addressed to the System
Manager. The request must be in
writing, signed by the requester, and
meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are
maintained, official
personnel
records of individuals on whom the records are maintained,
supervisors, timekeepers, previous
employers, and the Internal
Revenue Service.
Exemptions claimed for the system:
None.
#..INTERIOR/OS-86
#....System name:
Accounts Receivable--Interior, OS-86.
System location:
Divisional of Financial Management Services, National Business
Center, U.S. Department of the Interior,
1848 C Street NW, MS-1313
MIB,
Washington, DC 20240.
Categories of individuals covered by the system:
Individuals owing money to the Office
of the Secretary, including
employees of the Department, former employees of the Department,
business firms, institutions, and private
citizens.
Note: Most
of the records in this system which are pertain to
individuals contain information about
``sole proprietorships.''
However, some of the records which pertain to individuals also
contain personal information. Only those
records containing personal
information are subject to the Privacy Act. The manual and automated
filing systems in which these
records are maintained also contain
records concerning corporations and other business entities or
organizations. These records, which do not
pertain to individuals,
are not
subject to the Privacy Act.
Categories of records in the system:
Name, address, amount of money owed, basis for inclusion in
system (including itemization
of goods and services received or
provided, and/or overpayments or under payments made by them or
provided to them.)
Authority for maintenance of the system:
(1) U.S.C. 5710-09. (2)
FPMR 101-7. (3) Treasury Fiscal
Requirements Manual. (4) 31 U.S.C. 3711.
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
bill debtors for amounts
owed
and to follow-up on unpaid debts.
Disclosure 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 investigating 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 or potential violation of a statute, rule,
regulation, order or license.
(3) To a congressional office in
connection with an inquiry an
individual covered by the system has made to a congressional
office.
(4) To disclose
debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor, solely
to
aggregate information for
the Internal Revenue Service, to collect
debts owed the Federal government through the offset of tax
refunds.
Disclosure to consumer
reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting
agency
as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or
the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and
practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are
maintained in manual and electronic form.
Retrievability:
Records are retrieved by appropriation or fund to be credited.
Safeguards:
Manual records are stored in a locked
room when not in active
use.
Automated records are maintained with safeguards meeting the
requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 6, Item No. 1.
System manager(s) and address:
Chief, Division of Financial Management
Services, National
Business
Center, U.S. Department of the Interior, 1848 C Street NW,
MS-1313 MIB, Washington, DC 20240.
Notification procedure:
Inquiries 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 request
must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.71.
Record source categories:
Individuals owing money to the Office
of the Secretary and
relevant
accounting records.
Exemptions
claimed for the system:
None.
#..INTERIOR/OS-88
#....System name:
Travel Management Records--Interior, OS-88.
System location:
Division of Financial Management
Services, National Business
Center, U.S. Department of the Interior, 1849 C Street NW., MS-1313
MIB, Washington, DC
20240.
Categories of
individuals covered by the system:
(1) Employees of the Office of
the Secretary.
(2) Employees
of independent agencies, councils, and commissions
(which are supported, administratively, by
the Office of the
Secretary).
(3)
Persons serving the Department in other capacities, without
compensation, to the extent authorized
under 5 U.S.C.
Categories of
records in the system:
Name, home address and Social Security number of traveler;
destination, travel itinerary, mode and
purpose of travel, date(s) of
travel, expenses incurred, advances received, claims, reimbursements,
and authorizations.
Authority for maintenance of the system:
5 U.S.C. 5701 et seq.
Routine uses of records maintained in the
system, including
categories of
users and the purpose of such uses:
The primary purpose of the system is to process travel
authorizations and claims. Disclosures
outside the Department of the
Interior may be made:
(1) To the U.S. Treasury for payment of claims.
(2) To the State Department for passports.
(3) To the U.S. Department of Justice
or in a proceeding before 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.
(4) To appropriate Federal, State,
local or foreign agencies
responsible for investigating or prosecuting the violation of or for
enforcing, implementing or
administering a statute, rule, regulation,
order, license, contract, grant or other agreement, when the
disclosing agency becomes aware
of information indicating a violation
or potential violation of a statute, regulation, rule, order,
license, contract, grant or other
agreement.
(5) To a Federal
agency which has requested information relevant
or necessary to the hiring or retention of
an employee, or issuance
of a
security clearance, license, contract, grant or other benefit.
(6) To Federal, State, local agencies
or commercial businesses
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.
(7) To a congressional office in
connection with an inquiry an
individual covered by the system has made to the congressional
office.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C.
552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are
maintained in manual and automated form.
Retrievability:
Records are retrieved by name and/or account number of traveler.
Safeguards:
Manual records are stored in a locked
room when not in active
use.
Automated records are maintained with safeguards meeting the
requirements of 43 CFR 2.51 for
computerized records.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule No. 9, Item No. 3.
System manager(s) and address:
Chief, Division of Financial Management
Services, National
Business
Center, U.S. Department of the Interior, 1848 C Street NW.,
MS-1313 MIB, Washington, DC 20240.
Notification procedure:
Inquiries 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 request must be in writing, signed by the
requester, and meet the content
requirements of 43 CFR 2.71.
Record source categories:
Travelers, employing offices of travelers, and standard travel
management sources.
Exemptions claimed for the system:
None.
#..INTERIOR/DOI-90
#....System name:
Federal Financial System, Interior,
DOI-90.
System location:
(1) Office of Federal
Systems and Services, National Business
Center, U.S. Department of the Interior, 12201 Sunrise Valley
Drive,
Room 6A231, MS-206,
Reston, VA 20192.
(2)
Financial Systems Division, Products and Services, National
Business Center, MS D-2700, 7301 West
Mansfield Avenue, Denver, CO
80235-2230.
(3)
Departmental offices which prepare, maintain, and provide
input documents and information for data
processing and
administrative
actions for financial functions implemented on the
system.
(4) Other Federal agencies, councils and commissions using
the
system under a
cross-servicing arrangement (an arrangement for the
provision of computer and technical service
support), with either of
the
National Business Center locations listed above.
(5) Commercial credit card
contractor(s) maintaining information
on employee usage of travel, purchasing and fleet management program
credit cards.
Categories of individuals covered by the
system:
(1) Employees and
former employees of the Department of the
Interior.
(2)
Employees of other Federal agencies, councils and commissions
using the system under a cross-servicing
arrangement.
(3) Persons
serving without compensation to the extent authorized
under 5 U.S.C. 5703, consultants, foreign
participants, volunteers,
contractors, and private citizen debtors and creditors who are
serviced by either of the National Business
Center locations listed
above.
Note:
This system also contains records relating to corporations
and other business entities. These records
are not subject to the
Privacy
Act. Only records relating to individuals containing personal
information are subject to the Privacy
Act.
Categories of records in
the system:
Names of
individuals; Social Security numbers and tax
identification numbers; addresses and organizational codes;
amounts
owed and reasons for
debts and payments; expenses, vouchers and
routine travel information and travel, purchasing, and fleet
management credit card program
usage information; and routine
billing, payment, and property accountability information used in
accounting and financial processing.
Authority for maintenance of the system:
(1) 31 U.S.C. 3512. (2) 31
U.S.C. 3711. (3) 5 U.S.C. 5701 et seq.
(4) 5 U.S.C. 4111(b). (5) 41 CFR parts 301-304. (6) Treasury
Financial Manual. (7) Pub. L. 97-365. (8)
26 U.S.C. 6103(m)(2). (9) 5
U.S.C. 5514. (10) 31 U.S.C. 3716.
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 maintain accounting and
financial information associated with the
normal operations of
government
organizations. Specifically, records are used:
(1) For billing and follow-up.
(2) For paying creditors.
(3) For accounting for goods and
services provided and received.
(4) For accounting for funds paid and received.
(5) For processing travel
authorizations and claims.
Records in this system are subject to use in approved computer
matching programs authorized under the
Privacy Act of 1974, as
amended, for debt collection purposes.
Disclosures of data provided by other Federal agencies,
councils
and commissions using
the system under a cross-servicing arrangement
may be made by these same organizations to individuals within
these
same organizations who
maintain accounting and financial information
associated with the normal operations of government
organizations.
Other
disclosures outside the Department of the Interior be made:
(1) To the Department of Justice, or to
a court, adjudicative or
other
administrative body, or to a party in litigation before a court
or adjudicative or administrative body,
when:
(a) One of the
following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of
the Department or any
Federal
agency, council or commission using the system under a cross-
servicing arrangement;
(2) Any Departmental employee or
employee of any Federal agency,
council or commission using the system under a cross-servicing
arrangement acting in his or her official
capacity;
(3) Any
Departmental employee or employee of any Federal agency,
council or commission using the system
under a cross-servicing
arrangement acting in his or her individual capacity where the
Department or the Federal agency, council
or commission using the
system
under a cross-servicing arrangement or the Department of
Justice has agreed to represent the
employee; or
(4) The United
States, when the Department or the Federal agency,
council or commission using the system
under a cross-servicing
arrangement determines that the Department or the Federal agency,
council or commission using the system
under a cross-servicing
arrangement is likely to be affected by the proceeding; and
(b) We deem the disclosure to be:
(1) Relevant and necessary to the
proceeding; and
(2) Compatible
with the purpose for which we compiled the
information.
(2) The appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for
investigating,
prosecuting,
enforcing or implementing a statute, rule, regulation
order or license, when we become aware of
an indication of a
violation or
potential violation of the statute, rule, regulation,
order or license.
(3) A congressional office in response
to an inquiry to that
office by
the individual to whom the record pertains.
(4) To consumer reporting agencies to facilitate collection
of
debts owed the
Government.
(5) To disclose
debtor information to the Internal Revenue
Service, or to another Federal agency or its contractor solely
to
aggregate information for
the Internal Revenue Service to collect
debts owed to the Federal government through the offset of tax
refunds.
(6) To other Federal agencies for the
purpose of collecting debts
owed to the Federal government by administrative or salary offset.
(7) To any other Federal, state or
local agency for the purpose
of
conducting an authorized computer matching program to identify and
locate delinquent debtors for the
recoupment of debts owed to the
Department of the Interior.
(8) To the State Department in connection with the application
for official government employee
passports.
(9) To a Federal
agency which has requested information relevant
or necessary to the hiring or retention of
an employee, or the
issuance of
a security clearance, license, contract, grant or other
benefit.
(10) To a Federal, State, tribal, territorial, or government
agency where necessary for the
Department 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.
(11) To a commercial credit card contractor(s) for the
accounting
and payment of employee
obligation for travel, purchasing and fleet
management credit card usage.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C.
552a(b)(12). Disclosures may be
made from this system to consumer reporting agencies as defined in
the Fair Credit Reporting Act
(15 U.S.C. 1681a(f) or the Federal
Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are
maintained in manual, microfilm, microfiche,
electronic, imaged and computer printout form. Electronic
records are
stored on magnetic
media at the central computer processing centers.
Original input documents are stored in
standard office filing
equipment and/or as imaged documents on magnetic media at all
locations which prepare and provide input
documents and information
for
data processing.
Retrievability:
Records are retrieved by name, Social Security number,
organizational code, vendor code or number,
and appropriation or fund
to be
credited.
Safeguards:
Access to all records in the system is
limited to authorized
personnel
whose official duties require such access. Agency officials
generally have access only to records
pertaining to employees of
their agencies. Paper or micro 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 the
Treasury
Financial Manual, the National Archives and Records
Administration General Records Schedules,
and the National Archives
and
Records Administration-approved Agency Records Schedules.
System manager(s) and address:
(1) The following system manager has
overall responsibility for
the
Federal Financial System: Director, Office of Financial
Management, U.S. Department of the
Interior, 1849 C Street NW, MS-
5412 MIB, Washington, DC 20240.
(2) The following system managers have responsibility for
the
management and operation of
the computing centers on which the
Federal Financial System has been implemented:
(a) Director, Office of Federal Systems
and Services, National
Business
Center, U.S. Department of the Interior, 12201 Sunrise
Valley Drive, Room 6A231, MS-206, Reston,
VA 20192.
(b) Chief,
Financial Systems Division, Products and Services,
National Business Center, MS D-2700, 7301
West Mansfield Avenue,
Denver,
CO 80235-2230.
(3) The
following Department of the Interior bureau/office system
managers have responsibility for the data
input into and maintained
on
the Federal Financial System by or for their respective bureaus/
offices:
(a) Chief, Division of Accounting Management, Bureau of
Indian
Affairs, PO Box 127,
Albuquerque, NM 87112.
(b)
Director, Office of Trust Responsibilities, Bureau of Indian
Affairs, Office of Trust Responsibilities,
1849 C Street NW, MS-4513
MIB,
Washington, DC 20240.
(c)
Chief, Division of Finance, Bureau of Land Management,
Building 50, Denver Federal Center, PO Box
25047, Denver, CO 80225.
(d)
Chief, Financial Branch, Bureau of Reclamation, PO Box 25007,
DFC Attn: D-360, Denver, CO 80225.
(e) Finance Officer, Division of Fiscal
Services, National
Business
Center, Office of the Secretary, 1849 C Street NW, MS-1313
MIB, Washington, DC 20240.
(f) Director, Finance Center, U.S. Fish
and Wildlife Service, PO
Box
272060, Denver, CO 80227.
(g) Chief, Financial Branch, Royalty Management Program, Minerals
Management Service, PO Box 25162, MS 3131,
Denver, CO 80225.
(h) Chief,
Accounting Operations Division, National Park Service,
PO Box 4800, Reston, VA 22090.
(i) Chief, Division of Financial
Management, Office of Surface
Mining Reclamation and Enforcement, PO Box 25065 DFC, Denver, CO
80225.
(j) U.S. Geological Survey, Office of Financial Management,
12201
Sunrise Valley Drive,
Reston, VA 20192.
(4) The
following system managers have responsibility for the
data input into and maintained on the
Federal Financial System by or
for their respective organizations:
The Financial Officers of all Federal agencies, councils and
commissions using the system
under a cross-servicing arrangement. (To
obtain a current list of these organizations and the addresses
of
their respective Financial
Officers, contact the system managers
responsible for the management and operation of the computing
centers, as listed in (2), above.)
Notification procedure:
Inquiries regarding the existence of records should be
addressed
to the appropriate
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 may be addressed
to the appropriate 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
petition for amendment should be addressed to the appropriate
System Manager.
The request must be in writing, signed
by the requester, and meet
the
content requirements of 43 CFR 2.71.
Record source categories:
Individuals on whom the records are maintained; supervisors of
such individuals; contracting officers;
employing offices; and
standard
travel, finance and accounting documents.
Exemptions claimed for the system:
None.
#.. INTERIOR/AAS--97
#....System name: Pilot Flight Time Report--Interior, Office of the
Secretary.
System location: (1) National Headquarters, Office of
Aircraft
Services, Division of
Technical Services, 3905 Vista Avenue, Boise,
Idaho, 83705. (2) Regional Office--Regional Director, Office of
Aircraft Services, 4343
Aircraft Drive, Anchorage, Alaska 99503.
Categories of individuals covered by the system: Professional,
dual-function and incidental pilots
employed by Interior Bureaus/
Offices.
Categories of records in the system: The system contains
information relative to certificates, qualifications, experience
levels, currency and proficiency.
Authority for maintenance of the
system: 5 USC 301, 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 use
of the record is to determine pilot
qualifications and to monitor
compliance with OAS directives and Federal Aviation Regulations.
Disclosure outside the Department of the
Interior may be made, (1) to
the U.S. Department of Justice when related to litigation or
anticipated litigation, (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 Federal agency which has requested information relevant or
necessary to its hiring or retention of an
employee, or issuance of a
security clearance, license, pilot qualification card, grant or other
benefit, (4) to Federal, State,
local agencies or commercial business
where necessary to obtain information relevant to the hiring or
retention of an employee, or the issuance
of a security clearance,
license, pilot qualification card, grant or other benefit.
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual and automated.
Retrievability: Indexed Social
Security Account Number, Name,
Agency and Location.
Safeguards: Access to and use of these records are limited to
those persons whose official duties require
such access.
Retention and
disposal: According to approved records
disposal
schedules.
System manager(s) and address: (1) National Headquarters--Chief,
Technical Services Division, Office of
Aircraft Services, 3905 Vista
Avenue, Boise, Idaho, 83705. (2) Regional Office--Regional Director,
Office of Aircraft Services,
4343 Aircraft Drive, Anchorage, Alaska,
99503.
Notification procedure:
Inquiries regarding the existence of
records shall be addressed to the appropriate System Manager. A
written, signed request stating
that the requester seeks information
concerning records pertaining to him is required. See 43 CFR 2.60.
Record access procedures: A request for access shall be addressed
to the appropriate System
Manager. 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
shall be
addressed to the
appropriate System Manager and must meet the content
requirements of 43 CFR 2.71.
Record source categories: Information in this system comes from
the individual to whom it applies and from
OAS records.
Bureau of Indian Affairs
#..INTERIOR/BIA-1
#....System name: Property Loan Agreement
Files--Interior, BIA--1.
System location:
All
Area and Agency Offices (For a listing of specific locations,
contact the Systems Manager.)
Categories of individuals covered by the
system:
Individual Indians
or non-Indians having a need for Government-
owned real or personal property for use in a Bureau
program.
Categories of records
in the system:
(1) Records
of accountability for Government-owned real or
personal property loaned to individuals, and (2) records
concerning
individuals which
have arisen as a result of that individual's misuse
of or damage to Government-owned or
Government-leased real or
personal property.
Authority for maintenance of the system:
40 U.S.C. 483(6).
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 identify individuals
responsible for
government-owned real or personal property by
agreement. Disclosures outside the Department of the Interior
may be
made (1) to the U.S.
Department of Justice when related to litigation
or anticipated litigation, (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) from the record of an individual in respone to an
inquiry from a Congressional office made at
the request of that
individual.
Disclosure to
consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b) (12). Pursuant to 5
U.S.C. 552a (b)(12), disclosures may be
made to a consumer reporting
agency as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed by individual name and
cross-referenced by tribal
name, contract or use permit number; (b) retrieved by manual
search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Destroy one year after property is
returned.
System manager(s)
and address:
Director,
Office of Administration, Bureau of Indian Affairs,
Department of the Interior, 1951
Constitution Avenue, NW, Washington,
DC 20245.
Notification
procedure:
To determine
whether the records are maintained on you in this
system, write to the System Manager or,
with respect to records
maintained in the office for which he is responsible, an Area
Director or Agency Superintendent. See 43
CFR 2.60.
Record access
procedures:
To see your
records, write the officials listed in the
Notification procedure. Describe as specifically as possible the
records sought. If copies are
desired, indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal of material from your
files, write the System
Manager. See 43 CFR 2.71
Record source categories:
Individual on whom the record is maintained, Bureau of Indian
Affairs employees, supervisors.
#..INTERIOR/BIA-2
#....System name: Safety Management
Information--Interior, BIA--2.
System location:
(1)
All Area, Agency and Field Offices of the BIA. (2) Director,
Office of Administration, Bureau of Indian
Affairs, Department of the
Interior, 1951 Constitution Avenue, NW, Washington, DC 20245. (For a
listing of specific locations,
contact the Systems Manager.)
Categories of individuals covered by the system:
(1) Employee operators and incidental
operators of government-
owned
vehicles and equipment. (2) Federal employees who have had an
accident or incident. (3) Injured employees
who submit claims for
medical
attention or loss of earning capability due to on-the-job
injury. (4) Individuals filing tort claims
against the U.S.
Government.
Categories
of records in the system:
(1) Documents supporting the issuance of SF-46 Motor Vehicle
Identification Cards to employees, (2)
reports of accident/incident
by
agency, area, name of person involved and social security number,
(3) employee claims case files pertaining
to claims submitted to the
Office of Workmen's Compensation, and (4) case files with supporting
documents pertaining to tort
claims filed by an individual against
the U.S. Government, and (5) records concerning individuals which
have arisen as a result of that
individual's misuse of or damage to
Government-owned or Government-leased motor vehicles, other
equipment/facilities, and salary
overpayments as a result of misuse
of leave relating to Office of Workmen's Compensation claims deemed
to be invalid.
Authority for maintenance of the system:
5 U.S.C. 7902, 28 U.S.C.
2671-2680, 31 U.S.C. 242-243.
Routine uses of records maintained in the system, including
categories of users and the purposes of
such uses:
The primary use
of the record is to provide complete
recordkeeping on qualified motor vehicle operators in BIA, employee
accidents or incidents, Federal
employees compensation claims and
adjudication of tort claims. Disclosures outside the U.S. Department
of the Interior may be made (1)
to the U.S. Department of Justice
when related to litigation or anticipated litigation, (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) from the record of
an individual in response to an inquiry from a Congressional
office
made at the request of
that individual, (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, (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, contract, license, grant or
other benefit.
Disclosure to
consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a (b)(12), disclosures may be
made to a consumer reporting
agency as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed alphabetically by name of
employee. (b) Retrieved by
manual search.
Safeguards:
In
accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained.
System manager(s) and address:
Director, Office of Administration, Bureau of Indian
Affairs,
Department of the
Interior, 1951 Constitution Avenue, NW, Washington,
DC 20245.
Notification procedure:
To determine whether the records are maintained on you in
this
system, write to the
System Manager or with respect to records
maintained in the office for which he is responsible, the Agency
or
School Superintendent, the
Area or Field Office Director. See 43 CFR
2.60.
Record
access procedures:
To see
your records, write the officials listed in the
Notification procedure. Describe as
specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the System Manager. See 43 CFR
2.71.
Record source
categories:
Claimants.
Individuals on whom the record is maintained.
#..INTERIOR/BIA-4
#....System name: Indian Land
Records--Interior, BIA-4.
System location: (1) Land
Records Improvement Program Liaison
Office, Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM
87103. (2) Title plants at the
following five Area Offices of the
BIA: Portland, Billings, Anadarko, Aberdeen and Albuquerque. (3)
Central Area, Agency and Field Offices of
the BIA. (For a listing of
specific locations, contact the Systems Manager.)
Categories of individuals covered by the
system: Individual
Indians and Indian tribal groups that
owners of land held in trust by
the government.
Categories of records in the system:
(1) Land description, current
ownership, probate and title history of Indian trust lands, and (2)
records concerning individuals
which have arisen as a result of that
individual's receipt of overpayment(s) relative to land disposal,
leases, sales and rentals.
Authority for maintenance of the
system: 25 U.S.C. 392.
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) to identify individual Indians' and Indian
Tribal Groups' interest in lands held in
trust, (b) land acquisition
and
disposal and tenure and management purposes, (c) adjudication of
rights to the land or resources, (d)
administration leases, sales,
rentals, transfers, (e) land statistics for BIA personnel information
uses, and (f) to answer
questions regarding land rights. Disclosures
outside the Department of the Interior may be made (1) to
transfer or
disclose to another
Federal agency, a State or local government, or
to any individual or establishment that has
been appointed to act as
trustee for Indian lands, (2) to the Department of Justice when
related to litigation or aniticipated
litigation, (3) 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, (4) from the record of
an individual or tribe in response to an
inquiry from a Congressional
office made at the request of that individual or authorized tribal
official, (5) to title
insurance and abstracting companies and
attorneys for the purposes of determining ownership of an encumbrance
against title.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5
U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Basic legal documents in letter files at the five
title
plants and input
documents and printed copies in letter files at the
Albuquerque Office, the five title plants,
and the Area, Agency and
Field
Offices. Computer: Mag-tape and disk.
Retrievability:
(a)
Indexed by name of identification number of individual.
Historical Index Computer files are in
order by land location.
Current
owners are in order by land location and then by owner
identification number. (b) Retrieved by
manual search, use of
computer
printouts and batch inquiries of the computer.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Records permanently retained
for
historical index. Prior
information on mag-tape and disk is erased as
new data is added for the current owner files.
System manager(s) and address: Director, Office of Trust
Responsibilities, Bureau of Indian Affairs,
18th and C Streets, NW,
Washington,
DC 20245.
Notification
procedure: To determine whether the
records are
maintained on you
in this system, write to the System Manager or,
with respect to records maintained in the
office for which he is
responsible, an Area or Field Office Director, or an Agency
Superintendent. See 43 CFR 2.60.
Record access procedures: To see your records, write the officials
listed in the Notification
procedure. Describe as specifically as
possible the records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR
2.63.
Contesting record
procedures: To request corrections or
the
removal of material from
your files, write the System Manager. See 43
CFR 2.71.
Record source categories: Legal
records such as titles, deeds,
probates and birth notices.
#..INTERIOR/BIA-5
#....System name: Indian Land Leases--Interior, BIA-5.
System location:
(1) Area, Agency and Field Offices of
the BIA. (2) Division of
Automatic Data Processing Services, Bureau of Indian Affairs, 500
Gold Ave., SW, Albuquerque, NM 87103. (3)
Contractors, including
Indian
tribal groups and other federal agencies. (For a listing of
specific locations, contact the Systems Manager.)
Categories of individuals covered by the
system:
Individual Indian
and Indian tribal groups that are owners of
real property held in trust by the government, and individuals
or
groups that are potential or
actual lessees of that property.
Categories of records in the system:
Land description, heirship and current ownership of Indian
trust
lands and real property;
identification of owners and lessees; water,
surface and subsurface rights on that land; conservation,
irrigation
and land use
projects; and information on all types of leases,
including grazing, farming, minerals and
mining, timber, business,
etc;
and records concerning individuals which have arisen as a result
of that individual's receipt of
overpayment(s) relative to the
distribution of leased income.
Authority for maintenance of the system:
25 U.S.C. 415.
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) to control leases on
Indian trust lands and real
property, (b) for the collection and
distribution of lease income (c) protection of water, surface and
subsurface rights on Indian trust lands,
and (d) planning, and
implementing conservation, irrigation and land use projects on Indian
lands. Disclosures outside the
Department of the Interior may be
made, (1) to another Federal agency, a State or local government,
Indian tribal group or contractor having
jurisdiction of programs
ordinarily the responsibility of the BIA, (2) to the Department of
Justice when related to
litigation or anticipated litigation, (3) 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, (4) to title insurance
and abstracting companies and
attorneys for the purposes of
determining ownership of and encumbrances against title.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5
U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Letter files and maps. Computer: Mag-tape.
Retrievability: (a) Indexed by name of identification number of
the individual. Computer file is in order
by reservation and then by
land
lease numbers. (b) Retrieved by manual search, use of computer
printouts, and batch inquiries of the
computer.
Safeguards: Most records are maintained in accordance
with 43 CFR
2.51 for both
manual and computer records. A program will be
initiated to bring the safeguards for the remaining systems of
records up to the same
standards.
Retention and
disposal: Records held two years after
lease
expiration and then
transferred to the Federal Records Center.
Records permanently retained on mag-tape. Prior information on
mag-
tape is erased as new data
or changes are added.
System
manager(s) and address: Director,
Office of Trust
Responsibilities, Bureau of Indian Affairs, 18th and C Streets NW,
Washington, DC 20245.
Notification procedure: To determine whether the records are
maintained on you in this system, write to
the System Manager or,
with
respect to records maintained in the office for which he is
responsible, an Area or Field Office
Director, or an Agency
Superintendent See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials
listed in the Notification procedure.
Describe as specifically as
possible the records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the System Manager. See 43 CFR
2.71.
Record source
categories:
Individual on
whom record is maintained. Titles, deeds, birth and
death notices, all types of land and water
rights and usages
documents.
#..INTERIOR/BIA-6
#....System name: Navajo-Hopi Joint Use Project--Interior, BIA-6.
System location:
(1) Joint Use Administrative Office,
125 E. Birch St. Arizona
Bank
Bldg., Flagstaff, Arizona 86001. (2) Division of Automatic Data
Processing Services, Bureau of Indian
Affairs, 500 Gold Ave., SW,
Albuquerque, NM 87103.
Categories of individuals covered by the system:
Navajo and Hopi Indians who are
residents of the Joint Use Area
in Arizona.
Categories
of records in the system:
Census enumerations, and inventories and ownerships of property
improvements (includes livestock
inventories).
Authority for
maintenance of the system:
25 U.S.C. 631, et seq.
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 identify improvements
locations, ownership and residents of the Joint Use
Administration.
Disclosures
outside the Department of the Interior may be made (1)
for Tribal Government use in adjudicating
land disputes, (2) to
Relocation Commission to identify resident and location and ownership
of improvements, (3) U.S.
Federal Courts concerned with the project,
(4) to the U.S. Department of Justice when related to litigation
or
anticipated litigation, (5)
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, and (6)
from the record of an
individual in response to an inquiry from a
Congressional office made at the request of that
individual.
Policies and
practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Letter files and computer printouts at the JUA
Office.
Computer: Disk files
with mag-tape backup.
Retrievability:
(a)
Indexed by name of individual. (b) Retrieved by manual
search. Computer listings are by name in
alphabetical order, also
location and individual assigned number. Records are accessed from
disk by location and
individual's assigned number or a real estate
improvement number in a batch process mode.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Disk files are perpetual. Prior
information on disk is erased as
new data is added.
System manager(s) and address:
Project Officer, Joint Use Administrative Office, 125 E.
Birch
St., Arizona Bank
Building, Flagstaff, Arizona 86001.
Notification procedure:
To determine whether the records are maintained on you in this
system, write to the System Manager. See 43
CFR 2.60.
Record access
procedures:
To see your
records, write the System Manager or the Offices
cited under ``Systems Location''. Describe
as specifically as
possible the
records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the System Manager. See 43 CFR
2.71.
Record source
categories:
Navajo and Hopi
residents of the Joint Use Area and enumeration
surveyors who are interviewing claimants
and physically examining
property improvements.
#..INTERIOR/BIA-7
#....System name: Tribal Rolls--Interior, BIA-7.
System location:
(1) All Area, Agency and Field Offices
of the BIA. (2) Director,
Office of Indian Services, Bureau of Indian Affairs, 18th and C
Streets, NW, Washington, DC 20245. (3)
Division of Automatic Data
Processing Services, Bureau of Indian Affairs, 500 Gold Ave., SW,
Albuquerque, NM 87103. (For a listing of
specific locations, contact
the
System Manager.)
Categories of
individuals covered by the system:
Individual Indians who are applying for or have been assigned
interests of any kind in Indian tribes,
bands, pueblos or
corporations.
Categories of records in the system:
Documents supporting Individual Indians claims to interests
in
Indian tribal groups,
including birth, marriage and death notices;
records of actions taken (approvals, rejections, appeals); rolls
of
approved individuals;
records of actions taken (judgement
distributions, per capita payments, shares of stocks); ownership and
census data taken using the
rolls as a base; and records concerning
individuals which have arisen as a result of that individual's
receipt of funds or income to
which that individual was not entitled
or the entitlement was exceeded in the distribution of such funds.
Authority for maintenance of the system:
25 U.S.C. 163.
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) to determine eligibility
of individuals who participate in or enjoy benefits from an
interest
in a tribal group, and
(b) provide lists of approved enrollees used
to distribute funds or income, or as a base to gather census or
ownership data for planning
purposes. Disclosures outside the
Department of the Interior may be made (1) to the Tribe, Band, Pueblo
or corporation of which the
individual to whom a record pertains is a
member or a stockholder, (2) to the U.S. Department of Justice
when
related to litigation or
anticipated litigation, (3) of information
indicating a violation or potential violation of a statute,
regulation, rule, order or
license, to appropriated 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, (4) from the record of
an individual in response to an
inquiry from a Congressional office
made at the request of that individual, (5) 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,
(6) 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, contract, license, grant or other benefit.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5
U.S.C. 552a (b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Letter files and computer printouts. Computer: Disk
files
with mag-tape backup
protection.
Retrievability:
(a) Indexed by name,
identification numbers, family numbers, etc.
(b) Retrieved by manual search or computer inquiry.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Disk
files are perpetual. Prior
information on disk is erased as new data is added or changed.
System manager(s) and address:
Director, Office of Indian Services,
Bureau of Indian Affairs,
18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in
this
system, write to the
System Manager or with respect to records
maintained in the office for which he is responsible, an Agency
Superintendent or an Area or
Field Office Director. See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the
Notification procedure.
Describe as specifically as possible the
records sought. If copies are desired, indicate the maximum you
are
willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the System Manager. See 43 CFR
2.71.
Record source
categories:
Individual on
whom record is maintained. Birth, marriage and
death certificates, and family and tribal histories.
#.. INTERIOR/BIA-8
#....System name: Indian Social Services
Case Files--Interior, BIA 8.
System location:
All
Area, Agency and Field Offices of the BIA. (For a listing of
specific locations, contact the System
Manager.)
Categories of
individuals covered by the system:
Individual Indians who apply and receive social services and
direct assistance from the Bureau of Indian
Affairs on Indian
reservations.
Categories of records in the system:
Case files and related card files giving history of social
services and direct assistance
to individual Indians; and records
concerning, individuals which have arisen as a result of that
individual's receipt of payment or
overpayment of direct assistance
funds which the individual was not entitled and/or for the misuse of
funds disbursed under the
direct entitlement program.
Authority for maintenance of the system:
25 U.S.C. 13.
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) provides permanent
individual records on social
services and direct assistance to
individual Indians; (b) provides management with an automated
information system for program planning,
reporting and management
utilization. Disclosures outside the Department of the Interior may
be made (1) granting access or
transfer to another Federal agency, a
State or local government, Indian tribal group or to any individual
or establishment that will have
jurisdiction whether by contract to
the BIA, by assumption of trust responsibilities or by other means,
for social services programs
now controlled by the BIA, (2) to the
U.S. Department of Justice when related to litigation or anticipated
litigation, (3) of information
indicating a violation or potential
violation of a statute, regulation, rule, order or license to
appropriate Federal, State, local, foreign
or tribal agencies
responsible
for investigating or prosecuting the violation or for
enforcing or implementing the statute,
rule, regulation, order or
license, (4) from the record of an individual in response to an
inquiry from a Congressional office made at
the request of that
individual,
(5) to Federal, State, local or tribal agencies where
necessary and relevant to the hiring or
retention of an employee, or
the issuance of a security clearance, contract, license, grant or
other benefit, (6) to federal, state, local
or tribal governmental
officials responsible for administering child protective services in
carrying out his or her
official duties, (7) to a guardian or
guardian ad litem of a child named in the report, (8) to agencies
authorized to care for, treat, or supervise
abused or neglected
children
whose policies also require confidential treatment of
information, and (9) to members of
community child protective teams
for the purposes of establishing a diagnosis, formulating a treatment
plan, monitoring the plan, investigating
reports of suspected
physical
child abuse or neglect and making recommendations to the
appropriate court of competent
jurisdiction, whose policies also
require confidential treatment of information.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5
U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting
agency
as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or
the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and
practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual; letter files; computer-maintained in computer
translatable form on magnetic tape for
automated areas.
Retrievability:
(a)
Indexed alphabetically by name of applicant and/or recipient.
(b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Transfer inactive files to GSA Federal
Records Center in five
years.
System
manager(s) and address:
Deputy to the Assistant Secretary--Indian Affairs (Tribal
Services), Bureau of Indian Affairs, 1849 C
Street, MS 4614 MIB,
Washington, DC 20240.
Notification procedure:
To determine whether the records are maintained on you in this
system write to the System Manager, or,
with respect to records
maintained in the office for which he is responsible, an Agency
Superintendent or an Area or Field Office
Director. (See 43 CFR
2.60.)
Record access
procedures:
To see your
records, write the officials listed in the
Notification procedure. Describe as specifically as possible the
records sought. If copies are
desired, indicate the maximum you are
willing to pay. (See 43 CFR 2.63.)
Contesting record procedures:
To request corrections or the removal of material from your
files, write the System
Manager. (See CFR 2.71.)
Record source categories:
Individual on whom record is maintained.
#..INTERIOR/BIA-9
#....System name: Traders License
Files--Interior, BIA-9.
System location:
All
Area and Agency Offices of the BIA. (For a listing of
specific locations, contact the Systems
Manager.)
Categories of
individuals covered by the system:
Applicants requesting licenses to trade on Indian reservations.
Categories of records in the system:
Case files containing
applications, bond forms, copies of
licenses and related correspondence.
Authority for maintenance of the system:
25 U.S.C. 261.
Routine uses of records maintained in the
system, including
categories of
users and the purposes of such uses:
The primary use of the record is to identify individuals
authorized to trade Indian
reservations. Disclosures outside the
Department of the Interior may be made (1) to the U.S. Department of
Justice when related to
litigation or anticipated litigation, and (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.
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Letter files at Area and Agency Offices.
Retrievability:
(a) Indexed alphabetically by name of
applicant. (b) Retrieved by
manual search.
Safeguards:
In
accordance with 43 CFR 2.51.
Retention and disposal:
Transfer to the GSA Federal Records Center five years after case
becomes inactive.
System manager(s) and address:
Director, Office of Indian Services,
Bureau of Indian Affairs,
18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in
this
system, write to the
System Manager or, for records maintained in the
office for which he is responsible, an
Agency Superintendent or an
Area Director See 43 CFR 2.60.
Record access procedures:
To see your records, write the officials listed in the
Notification procedure. Describe as
specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the System Manager. See 43 CFR
2.71.
Record source
categories:
Individual on
whom record is maintained.
#..INTERIOR/BIA-10
#....System name: Indian Housing Improvement Program--Interior,
BIA-
10.
System location:
(1) Division of Housing Services,
Bureau of Indian Affairs, 1951
Constitution Avenue, NW, Washington, DC 20245. (2) All Area and
Agency Offices. (For a listing of specific
locations, contact the
System
Manager.)
Categories of
individuals covered by the system:
Individual Indians who qualify as housing improvement
participants.
Categories of records in the system:
(1) Housing applications,
financial records, and engineering
drawing material, and (2) records concerning individuals which have
arisen as a result of that
individual's receipt of Housing
Improvement Program funds for which the individual did not meet
prescribed eligibility criteria, or as a
result of the individual's
misuse of funds for the purpose(s) disbursed.
Authority for maintenance of the system:
25 U.S.C. 13.
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) to maintain a
management
control of funds
distributed to each individual and (b) to provide a
progress report on housing improvements.
Provides management with an
automated information system for program planning, reporting and
management utilization. disclosures outside
the Department of the
Interior
may be made (1) disclosure or transfer to another Federal
agency, a State or local government, an
Indian tribal group or a
contractor that will have jurisdiction over programs now controlled
by the BIA (2) to the U.S.
Department of Justice when related to
litigation or anticipated litigation, (3) of information indicating a
violation or 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, (4) from the record of an individual in response to an
inquiry from a Congressional
office made at the request of that
individual, (5) 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.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5
U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing,
retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual letter files. Computer: Maintained in computer
translatable form on magnetic tape for
automated areas.
Retrievability:
(a)
Indexed by name of applicant. (b) Retrieved by manual search.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained.
System manager(s) and address:
Director, Office of Indian Services,
Bureau of Indian Affairs,
18th
and C Sts, NW, Washington, DC 20245
Notification procedure:
To determine whether the records are maintained on you in this
system, write to the System Manager or,
with respect to records
maintained in the office for which he is
responsible, the Agency
Superintendent or the Area or Field Office Director. See 43 CFR
2.60
Record access procedures:
To see your records, write
the officials listed in the
Notification procedure. Describe as specifically as possible the
records sought. If copies are desired,
indicate the maximum you are
willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request correction or the removal of material from your
files,
write the System
Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.
#..INTERIOR/BIA-11
#....System name: Indian Business
Development Program (Grants)--
Interior, BIA-11.
System location:
(1) Office of Indian Services, Bureau
of Indian Affairs, 18th and
C
Streets, NW, Washington, DC 20245. (2) Division of ADP Services,
Bureau of Indian Affairs, 500 Gold Ave.,
SW, Albuquerque, NM 87103.
(3)
Area and Agency Offices. (For a listing of specific locations,
contact the Systems Manager.)
Categories of individuals covered by the
system:
Indian Business
Grant applicants.
Categories
of records in the system:
(1) Grant application and supporting documents including
financial transactions recording
obligations and disbursements of
grant funds, and (2) records concerning individuals which have arisen
as a result of that
individual's receipt of grant funds for which the
individual did not meet prescribed
eligibility criteria or as a
result of the individual's misuse of funds for the purpose(s)
disbursed.
Authority for maintenance of the system:
88 Stat. 77 (1974).
Routine uses of records maintained in the
system, including
categories of
users and the purposes of such uses:
The primary use of the record is to identify individual
receiving
grant. Disclosures
outside the Department of the Interior may be made
(1) transfer or disclosure to another
Federal agency, a State or
local government, an Indian tribal group or a contractor that will
have jurisdiction over programs
now managed by the BIA, (2) to the
Economic Development Administration, Farmers Home Administration and
Small Business Administration
in regard to participating funding
packages between these agencies and BIA, (3) to the U.S. Department
of Justice when related to
litigation or anticipated litigation, (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) from the record of
an individual in response to an
inquiry from a Congressional office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C.
552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting
agency as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of
records in the system:
Storage:
Manual:
Letter files and computer printouts. Computer: Mag-tape/
disk.
Retrievability:
(a) Indexed by individual's name or control number. (b) Retrieved
by manual search and through batch
inquiries of computer.
Safeguards:
In
accordance with 43 CFR 2.51.
Retention and disposal:
Records permanently retained. Prior information on mag-tape is
erased as new data is added.
System manager(s) and address:
Director, Office of Indian Services,
Bureau of Indian Affairs,
18th
and C Streets NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in
this
system, write to the
Systems Manager or, with respect to records
maintained in the office for which he is responsible, an Area
Director or an Agency
Superintendent. (See 43 CFR 2.60).
Record access procedures:
To see your records, write the Systems Manager or the offices
cited under ``Systems Location''. Describe
as specifically as
possible the
records sought. If copies are desired, indicate the
maximum you are willing to pay. See 43 CFR
2.63.
Contesting record
procedures:
To request
corrections or the removal of material from your
files, write the Systems Manager. See 43
CFR 2.71.
Record source
categories:
Individual on
whom record is maintained. Legal records such as
titles, deeds, probates and birth
notices.
#..INTERIOR/BIA-12
#....System name: Indian Trust Land Mortgages--Interior, BIA-12.
System location:
Area and Agency Offices. (For a listing
of specific locations,
contact
the Systems Manager.)
Categories of individuals covered by the system:
Individual Indians who mortgaged trust
land to customary lenders.
Categories of records in the system:
Mortgage records and supporting documents.
Authority for maintenance of the system:
25 U.S.C. 483(a).
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) to furnish lender
with
information on applicant
and on status of land and (b) to maintain
current information on payments and balances of loan.
Disclosures
outside the
Department of the Interior may be made (1) to disclose or
transfer to another Federal agency, a State
of local government, an
Indian
tribal group or a contractor that will have jurisdiction over
programs now managed by the BIA, (2) to the
Economic Development
Administration, Farmers Home Administration and Small Business
Administration in regard to participating
funding between those
agencies
and BIA, (3) to the U.S. Department of Justice when related
to litigation or anticipated litigation,
(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, and (5) from the record
of an individual in response to an inquiry from a Congressional
office made at the request of
that individual, (6) to title insurance
and abstracting companies and attorneys for the purposes of
determining ownership of and
encumbrances against title.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the
system:
Storage:
Manual: Letter files.
Retrievability:
(a) Indexed by individual's name. (b)
Retrieved by manual search.
Safeguards:
In
accordance with 43 CFR 2.51.
Retention and disposal:
Records are permanently retained.
System manager(s) and address:
Director, Office of Trust
Responsibilities, Bureau of Indian
Affairs, 18th and C Streets NW, Washington, DC 20245
Notification procedure:
To determine whether the records are
maintained on you in this
system, write to the System Manager or, with respect to records
maintained in the office for which he is
responsible, an Area or
Field
Office Director, or any Agency Superintendent. (See 43 CFR
2.60.)
Record access procedures:
To see your records, write the officials listed in the
Notification procedure. Describe
as specifically as possible the
records sought. If copies are desired, indicate the maximum you are
willing to pay. (See 43 CFR
2.63.)
Contesting record
procedures:
To request
correction or the removal of material from your files,
write the System Manager. (See 43 CFR
2.71.)
Record source
categories:
Mortgage
applicants.
#..INTERIOR/BIA-13
#....System name: Indian Loan Files--Interior, BIA-13.
System location:
(1) Office of Indian Services, Bureau
of Indian Affairs, 18th and
C
Streets, NW, Washington, DC 20245. (2) Division of ADP Services,
Bureau of Indian Affairs, 500 Gold Ave.,
SW, Albuquerque, NM 87103.
(3)
Area and Agency offices. (For a listing of specific locations,
contact the System Manager.)
Categories of individuals covered by the
system:
Applicants who
applied for or received loans. Applicants who
applied for or received guaranteed loans.
Categories of records in the system:
(1) Loan applications and
supporting documents, record of payment
cards, guaranty agreements, eligibility certificates, default
documents, and/or promissory
notes, and (2) records concerning an
individual's refusal to make required loan payments when it is
determined by the United States that the
individual has sufficient
assets to pay and/or as a result of the individual's misuse of loan
proceeds.
Authority for maintenance of the system:
25 U.S.C. 482, 461, et
seq.
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)
to maintain a record of
payments and unpaid balances and (b) to provide information on
payments made for paying interest subsidy,
credits obtained, service
loans, and premiums paid by lenders. Disclosures outside the
Department of the Interior may be made (1)
disclosure or transfer to
another Federal agency, a State or local government, an Indian tribal
group or a contractor that will
have jurisdiction over programs now
maintained by the BIA, (2) to the Economic Development
Administration, Farmers Home Administration
and Small Business
Administration, in regard to participating funding between those
agencies and BIA, (3) to the U.S.
Department of Justice when related
to litigation or anticipated litigation, (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) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that
individual.
Disclosure to
consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5
U.S.C. 552a(b)(12), disclosures may be made
to a consumer reporting
agency
as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual: Letter files, applications and computer printouts.
Computer: Mag-tape/disk.
Retrievability:
(a)Indexed by individual's name,
control number or tribal name.
(b) Retrieved by manual search and through batch inquiries.
Safeguards:
In accordance with 43 CFR 2.51.
Retention and disposal:
Destroy seven years after loan is paid,
cancelled, or otherwise
disposed of. Prior information on mag-tape is erased as new data is
added.
System manager(s) and address:
Director, Office of Indian Services,
Bureau of Indian Affairs,
18th
and C Street NW, Washington, DC 20245.
Notification procedure:
To determine whether the records are maintained on you in
this
system, write to the
Systems Manager or, with respect to records
maintained in the office for which he is responsible, an Area
Director or an Agency
Superintendent. See 43 CFR 2.60.
Record access procedures:
To see your records, write the Systems Manager or the offices
cited under `Systems Location'. Describe as
specifically as possible
the
records sought. If copies are desired, indicate the maximum you
are willing to pay. See 43 CFR 2.63.
Contesting record procedures:
To request corrections or the removal
of material from your
files,
write the System Manager. See 43 CFR 2.71.
Record source categories:
Individual on whom record is maintained.