INTERIOR/OIG-1

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

System location:
       (1) Office of Inspector General, U.S. Department of the Interior, 8th and C Streets NW, Washington, DC 20240; (2) Office of Inspector General Regional Offices and Regional Suboffices (A current listing of such offices and their locations can be obtained from the System Manager).

Categories of individuals covered by the system:
       Past, present and prospective departmental employees, contractors, subcontractors, grantees, subgrantees, lessees, licensees, and other persons doing business with the Department, or having contact with the Department or geographical areas under its jurisdiction. 

Categories of records in the system:
       (a) OIG Employee Resources file will contain information regarding OIG employee assignments, distribution of time, training completed and performance; (b) Audit Status file will contain status information on all audits from point of request or annual planning through follow-up and eventual closure; (c) Investigation Status file will contain status information on all investigations from point of receipt or acceptance of a case through closure; (d) Audit and Investigations History file will contain the findings, recommendations and actions on all audits and investigations; (e) Audit Inventory file will contain a record of each auditable entity of the Department, including its contracts, grants, cooperative agreements, organizations, programs and functions; and (f) Freedom of Information Act and Privacy Act file will contain information relating to requests for access to OIG records and other kinds of requests under those Acts, and OIG action on such requests.

Authority for maintenance of the system:
       Inspector General Act of 1978, 5 U.S.C.A. app. 1, sections 1-12.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
       The primary uses of the records are: (a) Personnel information will be used by staff managers to determine training needs, quality of performance, and promotional eligibility; (b) assignment information and workload status information will be used by managers to control audits and investigations, and to maximize effectiveness of staff resources; (c) the Audit Status file will be used to track all audits from point of request or actual planning through follow-up and eventual closure; (d) the Investigation Status file will be used to track all investigations from point of receipt or acceptance through closure; (e) the Audit and Investigation History file will record the findings, recommendations, and actions on all audits and investigations and will serve to archive pertinent history of audits and investigation; (f) to conduct and report investigations of serious misconduct or irregularities, mismanagement, gross waste of funds, abuse of authority, danger to public health and safety, or violation of law, to ensure compliance by Departmental employees, contractors, subcontractors, grantees, subgrantees, lessees, licensees and other persons doing buisness with the Department with federal statutes, regulations, policies, and procedures; (g) to   develop audit reports which bring to the attention of management officials, the Congress, contractors, and grantees, etc., existing deficiencies and recommendations for correcting those deficiencies; (h) the Audit Inventory file will be used to forecast budget requirements for auditing each entity, review of contracts and grants for compliance and detections or prevention of fraud, waste and abuse, and to conduct trend analysis and review of expenditures; (i) the Freedom of Information Act and Privacy Act file will improve efficiency in responding to requests under those Acts; and (j) to prevent and detect fraud and abuse and to promote economy, efficiency, and effectiveness in the program and operations of the Department of the Interior.  Disclosures outside of the department may be made: (1) To the U.S. Department of Justice when related to litigation or anticipated litigation: (2) to a Member of Congress from the record of an individual in response to an inquiry made at the request of that individual; (3) to a federal, state, tribal, territorial or local government agency which has funds involved to alert that agency to the deficiencies so that the agency may take corrective action; (4) to another federal, state, tribal, territorial or local government agency having partial or complete jurisdiction over the auditee or subject matter of the audit; (5) to appropriate federal, state, tribal, territorial, local, foreign agencies responsible for investigating or prosecuting the violation of, or for enforcing, implementing, or administering a statute, rule, regulations, order, program, facility, lease, license, contract, grant, or other agreement; (6) to a federal, state, tribal, territorial, local or foreign agency, or an organization, or an individual when reasonably necessary to obtain information or assistance relating to an audit, investigation, trial, hearing preparation for trial or hearing, or any other authorized activity of the Office of Inspector General; (7) to federal, state, tribal, territorial, local or foreign agenices where necessary to obtain information or assistance relating to the hiring or retention of an employee, or the issuance of a security clearance, contract, license, grant, or other benefit; (8) to a federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of security clearance, license, contract, grant, or other benefits; (9) to an actual or potential party or his or her attorney for the purpose of negotiation or discussion on such matter as settlement of the case or matter, plea bargaining, or informal discovery proceedings; (10) to a foreign government pursuant to an international treaty, convention, or executive agreement entered into by the United States; (11) to complainants for the purpose of notifying them of the progress and disposition of their complaints.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:
       Password files on an automated data processing system.

Retrievability:
       Most files in the system are accessed by case number or report title (which may incorporate the name of an individual), but the Employee Resources Personnel file is accessed by social security account number; the Freedom of Information Act and Privacy Act file is accessed also by name of requester or submitter.

Safeguards:
       Manual files are in locked rooms. Electronic files are protected by passwords accessible only to authorized persons. Computerized files will be safeguarded in accordance with 43 CFR 2.51(c).

Retention and disposal:
       General personnel information is destroyed when no longer needed for administrative use; the continous update files are closed at the end of an audit or investigation and transferred to the Audit and Investigative history files for retention; the Audit Inventory, Audit and Investigation History, and Freedom of Information Act and Privacy Act files will be destroyed when no longer needed for agency use.

System manager(s) and address:
       Assistant Inspector General for Administration, Office of Inspector General, U.S. Department of the Interior, 18th and C Sts. NW, Washington, DC 20240.

Notification procedure:
       Inquiries may be addressed to the System Manager as indicated above. (See 43 CFR 2.60 details on inquiries.)

Record access procedures:
       A request for access may be addressed to the System Manager. The request must be in writing and signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

Contesting record procedures:
       A petition for amendment shall be addressed to the System Manager and must the requirements of 43 CFR 2.71.

Record source categories:
       Departmental employees, departmental employment records, reports and notices, present and prospective contractors, subcontractors, grantees, subgrantees, lessees, licensees, and other persons doing official business with the Department, or having contact with the Department or geographical areas under its jurisdiction.