[Federal Register: March 8, 2001 (Volume 66, Number 46)]
[Notices] 
[Page 13945-13947]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr08mr01-102] 
 
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DEPARTMENT OF THE INTERIOR
 
Office of the Secretary
 
RIN 1035
 
 
Privacy Act of 1974: As Amended; Revisions to Existing System of 
Records; Office of the Special Trustee for American Indians
 
AGENCY: Office of the Secretary, Department of the Interior.
 
ACTION: Proposed revisions to an existing system of records
 
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SUMMARY: Under the Privacy Act of 1974, as amended (5 U.S.C. 552a), the 
Office of the Secretary is issuing public notice of our intent to 
change an existing Privacy Act system of records notice entitled, 
Interior BIA-03 ``Indian Individual Monies''. The revisions will change 
the name and number of the system to Interior OS-02, ``Individual 
Indian Monies.'' Other changes to Interior BIA-03 include updating data 
in the following fields: System Locations, System Manager, Categories 
of Records Covered by the System, Authority for Maintenance of the 
System, Routine Uses of Records Maintained in the System, Storage, 
Retrievablility, Safeguards, Systems Manager, and Records Source 
Categories.
 
DATES: Any persons interested in commenting on the proposed revisions 
to this system of records may do so by submitting comments in writing 
to the Office of the Secretary Privacy Act Officer, U.S. Department of 
the Interior, MS 1414 MIB, 1849 C Street NW.,
 
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Washington, DC 20240. Comments received on or before April 17, 2001 
will be considered. The system will be effective as proposed unless we 
receive comments that lead us to change it. The Office of the Secretary 
will publish a revised notice if changes are made based upon a review 
of comments received.
 
FOR FURTHER INFORMATION CONTACT: Director, Office of Trust Records, 
6301 Indian School Road NE., Suite 300, Albuquerque, NM 87110.
 
SUPPLEMENTARY INFORMATION: In this notice, the Department of the 
Interior is proposing to amend Interior BIA-03, ``Individual Indian 
Monies,'' (now renamed and renumbered Interior OS-02) to reflect the 
organizational changes made by the transfer of the system from the 
Bureau of Indian Affairs to the Office of the Secretary, Office of the 
Special Trustee for American Indians (OST). These changes help the 
Secretary carry out fiduciary responsibilities required under the 
American Indian Trust Fund Management Reform Act of 1994, Pub. L. 103-
412, 108 Stat. 4239.
 Thus, the Office of the Secretary proposes to amend ``Individual 
Indian Monies,'' BIA-03 to read as shown below.
 
 Dated: March 5, 2001.
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer.
INTERIOR/OS-02
 
System Name:
 Individual Indian Money (IIM) Trust Funds--Interior, OS-02
 
System Locations:
 (a) U.S. Department of the Interior, Office of Trust Records (OTR), 
6301 Indian School Road NE., Suite 300, Albuquerque, NM 87110.
 (b) U.S. Department of the Interior, Office of Trust Funds 
Management (OTFM), 505 Marquette NW, Suite 1000, Albuquerque, NM 87102.
 (c) OTFM field locations including area, agency, and regional 
offices.
 (d) Office of contractors processing individual Indian trust fund 
accounts under contract to OTFM or OTR.
 (e) Tribal offices of tribes that have compacted or contracted the 
individual Indian trust fund management function from OTFM under the 
Indian Self-Determination and Education Assistance Act, Pub. L. 93-638, 
88 Stat. 2203, as amended.
 
Categories of Individuals Covered by the System:
 Individual Indians, or their heirs, who have accounts held in trust 
status by the Department of the Interior.
 
Categories of Records in the System:
 (a) Data on trust accounts in automated systems including the Trust 
Fund Accounting System (TFAS), the Trust Asset and Accounting 
Management System (TAAMS), and the Integrated Records Management System 
(IRMS).
 (b) Imaged documents on individual Indian trust accounts.
 (c) Data related to financial and investment activity from 
individual Indian trust accounts.
 (d) Data related to custodianship of investments for individual 
Indian trust accounts.
 (e) Paper records related to individual Indian trust accounts, 
including jacket folders, and financial documents such as accounting, 
reconciliation, and transaction data related to receipts, 
disbursements, investments, bonds, transfers, etc. This type of 
information includes a person's name, aliases, sex, birth date, 
address, Social Security Number, account number, tribal membership 
number, and blood quantum.
 
Authority for Maintenance of the System:
 25 U.S.C. 116, 117(a)(b)(c), 118, 119, 120, 121, 151, 159, 161(a), 
162(a), 4011, 4043(b)(2)(B).
 
Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
 The system's main purposes are to:
 (a) Manage the collection, investment, distribution, and 
disbursement of individual income for Indian trust land.
 
 
 (b) Disclose to the account holders of Indian trust funds, the 
status of their holding (by quarterly statements and on request).
 (c) Provide information for Indian trust funds program management 
purposes.
 Disclosures outside the Department of the Interior may be made to:
 (a) Individual Indian trust account holders (or their heirs).
 (b) Contractors who service and maintain the system for the 
Department ensuring that all provisions of the Privacy Act, the Trade 
Secrets Act, the Indian Minerals Development Act and all other 
applicable laws, regulations, and policies relating to contracting and 
record security are met.
 (c) 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:
 (1) One of the following is a party to the proceeding or has an 
interest in the proceeding:
 (i) The Department or any component of the Department;
 (ii) Any Department employee acting in his or her official 
capacity;
 (iii) Any Department employee acting in his or her individual 
capacity where the Department or the Department of Justice has agreed 
to represent the employee; or
 (iv) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and
 (2) We deem the disclosure to be:
 (i) Relevant and necessary to the proceeding; and
 (ii) Compatible with the purpose for which we compiled the 
information.
 (c) Another Federal agency to enable that agency to respond to an 
inquiry by the individual to whom the record pertains.
 (d) The appropriate Federal, state, tribal, or 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.
 (e) A congressional office in response to an inquiry by that office 
by the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
 
Storage:
 The OST stores records in one of two ways:
 (a) Current paper records (such as jacket files, financial data 
files, ledgers, and reports) placed in file cabinets; others are stored 
in boxes on shelves.
 (b) Automated data and images stored on magnetic tape and on 
optical disks in approved containers.
 
Retrievability:
 Records are retrieved using either:
 (a) Identifiers linked to individual Indian trust account holders 
such as name, social security numbers, tribe, tribal enrollment, or 
census numbers, or
 (b) Organizational links and identifiers such as account numbers, 
tribal codes, trust account codes, and other identifiers.
 
Safeguards:
 Following the requirements under 5 U.S.C. 552(e)(10) and 43 CFR 
2.51 (a)(b) for security standards, the Office of the Secretary has 
taken security measures to protect system documentation by equipping 
our offices and workplaces with the following safeguards:
 (a) Cypher-lock access or storing documents in locked file 
cabinets.
 
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 (b) Warning signs posted to limit access to authorized people.
 (c) Storage facilities protected by locked entryways or security 
guards.
 (d) Sign-in and sign-out logs for access to storage facilities by 
requestors researching, acquiring, or delivering documents.
 
Retention and Disposal:
 The OST receives and produces records that it sends to OTR and 
records service centers in Albuquerque, NM. After a period of time to 
be specified in an authorized OTFM Records Retention Schedule, OTR 
transfers records to the appropriate Federal Records Center or National 
Archives and Records Administration facility.
 
System Manager and Address:
 Director, Office of Trust Records, 6301 Indian School Road NE., 
Suite 300, Albuquerque, NM 87110.
 
Notification Procedures:
 To determine whether your records are in this Privacy Act system of 
records, contact the System Manager at the address listed above in 
writing. The request must meet the requirements of 43 CFR 2.60. Provide 
the following information with your request:
 (a) Proof of your identity.
 (b) List of all of the names by which you have been known, such as 
maiden name or alias.
 (c) Your Social Security Number.
 (d) Mailing address.
 (e) Tribe, tribal enrollment or census number.
 (f) Bureau of Indian Affairs home agency.
 (g) Time period(s) that records belonging to you may have been 
created or maintained, to the extent known by you. (See 43 CFR 
2.60(b)(3)).
 
Record Access Procedures:
 To request access to records, contact the System Manager at the 
address listed above in writing. The request must meet the requirements 
of 43 CFR 2.63. Provide the following information with your request:
 (a) Proof of your identity.
 (b) List of all of the names by which you have been known, such as 
maiden name or alias.
 (c) Your Social Security Number.
 (d) Mailing address.
 (e) Tribe, tribal enrollment or census number.
 (f) Bureau of Indian Affairs home agency.
 (g) Time period(s) that records belonging to you may have been 
created or maintained, to the extent known by you.
 (h) Specific description or identification of the records you are 
requesting (including whether you are asking for a copy of all of your 
records or only a specific part of them), and the maximum amount of 
money that you are willing to pay for their copying. (See 43 CFR 
4.63(b)(5)).
 
Contesting Record Procedures:
 To request an amendment of a record, contact the System Manager at 
the address listed above in writing. The request must meet the 
requirements of 43 CFR 2.71.
 
Records Source Categories:
 (a) Bureau of Indian Affairs, Office of Trust Funds Management, 
Minerals Management Service, Bureau of Land Management, Office of 
Hearings and Appeals, and other appropriate agencies in the Department 
of the Interior. Other Federal and State agencies.
 (b) Individual Indian trust account holders, or their heirs. 
Depositors into the accounts and claimants against the accounts.
 (c) Tribal offices if the IIM function is contracted or compacted 
under the Indian Self-Determination and Education Assistance Act, Pub. 
L. 93-638, 88 Stat. 2203, as amended.
 (d) Courts of competent jurisdiction, including tribal courts.
 
Exemptions Claimed for the System:
 None.
[FR Doc. 01-5665 Filed 3-7-01; 8:45 am]
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