INTERIOR/BLM-15, Correspondence

65 FR 1911 (January 12, 2000); Modification published 73 FR 17376 (April 1, 2008) and 86 FR 50156 (September 7, 2021)

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DEPARTMENT OF THE INTERIOR
 
Bureau of Land Management
 
Privacy Act of 1974; as Amended; Revisions of Existing System of Records
 
AGENCY:  Bureau of Land Management, Department of the Interior.
 
ACTION:  Proposed revision to an existing system of records.
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SUMMARY:  In accordance with the Privacy Act of 1974, as amended (5 U.S.C. 552a), the Bureau of Land Management (BLM), is issuing public notice of its intent to modify an existing Privacy Act system of records notice, BLM-15, "Correspondence."  The revision will change the system location and Systems Manager.
 
EFFECTIVE DATES:  5 U.S.C. 552a(e)(11), requires that the public be provided a 30-day period in which to comment on the intended use of the information in the system of records. The Office of Management and Budget, in its Circular A-130, requires an additional 10-day period (for a total of 40 days) in which to make these comments. Any persons interested in commenting on this revised system of records may do so by submitting comments in writing to the BLM Privacy Act Officer, Information Resources Management Policy Group, U.S. Department of the Interior, WO520/725 LS, 1849 C Street, NW., Washington, DC 20240. Comments received on or before February 2, 2000, will be considered. The system will be effective, as proposed, at the end of the comment period unless comments are received which would require a contrary determination.
 
ADDRESSES:  Send written comments to the BLM Privacy Act Officer, Information Resources Management Policy Group, U.S. Department of the Interior, WO-520/725 LS, 1849 C Street, NW, Washington, DC 20240. Hand deliver comments to the Information Resources Management Policy Group, Room 725, 1620 L Street, NW., Washington, DC.
 
FOR FURTHER INFORMATION CONTACT:  Peggy Britell, Correspondence Unit, BLM, WO-615/406C LS, 1849 C Street, NW., Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  The BLM is proposing to amend the system notice for BLM-15, "Correspondence," to more accurately and clearly describe the system. The revisions also reflect changes in the system location and Systems Manager. Accordingly, the BLM proposes to amend BLM-15, "Correspondence," in its entirety to read as follows:
 
Dated:  December 21, 1999
Michael D. Nedd,
Deputy Assistant Director, Information Resources.
 

INTERIOR/BLM–15

SYSTEM NAME: 
Correspondence—Interior, BLM–15. 
 
SYSTEM LOCATION: 
Communications Directorate, U.S. Department of the Interior, Bureau of Land Management, 1849 C Street, NW., Washington, DC 20240. 
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 
Public officials and private individuals who have corresponded with the BLM Director, and other Department of the Interior officials on BLM issues, and whose correspondence has been responded to by the Correspondence Unit.
 
CATEGORIES OF RECORDS IN THE SYSTEM: 
The record contains the correspondent’s name, address, and correspondence history, which includes subject matter, text, and tracking, if applicable. 
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of 1950.
 
ROUTINE USE OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES OF USERS AND PURPOSES OF USES: 
The primary use of the records is to identify correspondents to the BLM Director and other Department of the Interior officials on BLM issues, and their subject matter of interest whose correspondence has been responded to by the Correspondence Unit. Disclosures outside the Department of the Interior may be made: 
  • (1)  Another Federal agency to enable that agency to respond to an inquiry by the individual to whom the record pertains. 
  • (2)  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 proceedings, and
      • (2)  Compatible with the purpose for which we compiled the information. 
  • (3)  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.
  • (4)  A congressional office in response to an inquiry to that office by the individual to whom the records pertains.
  • (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 appropriate agencies, entities, and persons when:
    • (a)  It is suspected or confirmed that the security or confidentiality of information in the system of Records has been compromised; and 
    • (b) The Department has determined that as a result of the suspected or confirmed Compromise there is a risk of harm to economic or property  interest, identity theft, or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and
    • (c) The disclosure is made to such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
  • (7)  To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:  
    • (a)  Responding to a suspected or confirmed breach; or 
    • (b) Preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: 
 
STORAGE: 
Computer database:  Paper records are maintained in folders, by year. 
 
RETRIEVABILITY: 
Computer database files are retrievable by name of correspondent. Paper file copies are retrievable by subject matter.
 
SAFEGUARDS: 
Records are stored in a controlled area where access is controlled by a key card and is limited to BLM personnel, and maintained with safeguards meeting the requirements of 43 CFR 2.51, ‘‘Assuring Integrity of Records.’’ Paper records are maintained in folders in locked file cabinets. Access to computerized records requires use of proper passwords and user identification codes. 
 
RETENTION AND DISPOSAL: 
Computer database-and file copies destroyed in accordance with National Archives and Records Administration procedures and General Record Schedule 23/8.
 
SYSTEMS MANAGER(S) AND ADDRESS: 
Assistant Director for Communications, U.S. Department of the Interior, Bureau of Land Management, 1849 C Street, NW., Washington, DC 20240.

NOTIFICATION PROCEDURE:
To determine whether the records are maintained on you in this system, inquiries should be made to the Systems Manager identified above. A written, signed request stating that the requester seeks 
information concerning records pertaining to him/her is required. The request envelope and letter should be clearly marked "PRIVACY ACT INQUIRY." (See 43 CFR 2.60 for procedures on making inquiries.)

RECORD ACCESS PROCEDURES:
To see your records, write to the Systems Manager above. Describe as specifically as possible the records sought. The request envelope and letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the content requirements of 43 CFR 2.63. If copies are sought, indicate the maximum you are willing to pay (43 CFR 2.63(b)(4)).

CONTESTING RECORDS PROCEDURES:
Follow procedures addressed in the "Records Access Procedures" section above.

RECORD SOURCE CATEGORIES:
Correspondence responded to by the BLM Correspondence Unit.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.

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