INTERIOR/DOI-36, Telephone Call Detail Records

59 FR 7260 (February 15, 1994); Modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021)
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DEPARTMENT OF THE INTERIOR
 
Office of the Secretary
 
Privacy Act of 1974--Revision of System of Records
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Pursuant to the provisions of the Privacy Act of 1974, as amended (5 U.S.C. 552a), notice is hereby given that the Department of the Interior proposes to revise a notice describing a Departmentwide system of records managed by the Office of Information Resources Management. Except as noted below, all changes are editorial in nature, clarify and update existing statements, and reflect organization, address and other miscellaneous administrative revisions which have occurred since the previous publication of the material in the Federal Register. The notice being revised, which is published in its entirety below, is: “Telephone Call Detail Records--Interior, DOI-36,” previously published on November 9, 1988 (53 FR 45394) as “Interior, Office of the Secretary-36.”
 
In this notice, the existing system name has been revised to more adequately convey the Departmentwide extent of the scope-of-system coverage. Additionally, the existing system location statement and the existing system manager(s) and address statement are revised to reflect changes in addresses of system managers, and the existing retention and disposal statement has been revised to incorporate the Department’s approved records management plan for this system. 
 
Since these changes do not involve any new or intended use of the information in the system of records, the notice shall be effective on publication in the Federal Register (February 15, 1994). Additional information regarding this action may be obtained from the Departmental Privacy Act Officer, Office of the Secretary, Office of Administrative Services, 1849 “C” Street NW., Mail Stop 5412 MIB, Washington, DC 20240, telephone (202) 208-6045.
 
Dated: February 8, 1994.
Albert C. Camacho,
Director, Office of Administrative Services.
 
INTERIOR/DOI-36
 
SYSTEM NAME:    
Telephone Call Detail Records Interior, DOI-36.
 
SYSTEM LOCATION:
  • (1) U.S. Department of the Interior, Office of Information Resources Management, Telecommunications Systems Division, m.s. 7355, 1849 C St. NW, Washington, DC 20240.
  • (2) U.S. Geological Survey, Information Systems Division, m.s. 7355, 1849 C St. NW, Washington, DC 20240.
  • (3) U.S. Geological Survey, Information Systems Division, m.s 809, 809 National Center, Reston, Virginia 22092.
  • (4) Offices of Bureau System Managers.
  • (5) Bureau offices nationwide.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals (generally Department, bureau/office, and contractor employees) who make long distance telephone calls and individuals who receive long distance telephone calls placed from or charged to DOI telephones.
 
CATEGORIES OF RECORDS IN THE SYSTEM:
Records relating to the use of DOI telephone systems to place long distance calls; records indicating assignment of telephone numbers of employees; and records relating to the location of telephones.
 
Note: Records of telephone calls made to the Department's Office of Inspector General Hotline number are excluded from the records maintained in this system pursuant to the provisions of 5 U.S.C., Appendix 3 Section 7(b) (Inspector General Act of 1978).
 
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
31 U.S.C. 1348(b), which prohibits agencies from using appropriated funds to pay for personal calls; 44 U.S.C. 3101, which authorizes agencies to create and preserve records documenting agency organizations, functions, procedures and transactions; and 43 CFR 201-38.007, which limits the use of Government telephone systems to the conduct of official business.
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
Disclosures within the Department of the Interior may be made to employees of the Department to determine responsibility for long distance telephone calls, and to resolve disputes and facilitate the verification of discrepancies relating to the billing, payment, or reconciliation of telephone operational or accountability records.
 
Disclosures outside the Department of the Interior may be made: 
  • (1)  To representatives of a telecommunications company providing telecommunications support to permit the servicing of the account; 
  • (2)  To representatives of the General Services Administration or the National Archives and Records Administration to conduct records management inspections under authority of 44 U.S.C. 2904 and 2906; 
  • (3)  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; 
  • (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)  To a Federal agency that has requested information necessary or relevant to the hiring, firing, or retention of an employee, or the issuance of a security clearance, contract, license, grant or other benefit, but only to the extent that the information disclosed is relevant and necessary to the requesting agency's decision on the matter; 
  • (6)  To a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; and 
  • (7) 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. 
  • (8) 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 AND ACCESSING, RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:
 
STORAGE:
Official records are stored in electronic form (at the U.S. Geological Survey.) Paper reference copies of official records are stored in file cabinets.
 
RETRIEVABILITY:
Records are retrieved by employee name, telephone number, identification number, or by account code.
 
SAFEGUARDS:
Access to the records is limited to Departmental employees who have an official need to use the records in the performance of their duties. Records are stored in a controlled area and maintained with safeguards meeting the requirements of 43 CFR 2.51 for computer and paper records. Automated records are protected from unauthorized access through password identification procedures and other system-based protection methods.
 
RETENTION AND DISPOSAL:
In accordance with National Archives and Records Administration’s General Records Schedule 12, Item 4, official (electronic) records are retained for three (3) years and then destroyed. Paper reference copies are destroyed when no longer needed or, if not before, when three (3) years old.

SYSTEM MANAGER(S) AND ADDRESS: 

  • (1)  Chief, Telecommunications Systems Division, Office of Information Resources Management, m.s. 7355 MIB, 1849 C St. NW., Washington , DC 20240.
  • (2)  Chief, Information Systems Division, U.S. Geological Survey, m.s. 809, 809 National Center, Reston, Virginia 22092.
  • (3)     a.  Telecommunications Manager, Office of Facilities Management, Bureau of Indian Affairs, P.O. Box 1248, Albuquerque, New Mexico 87103.
    • b.  Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.
    • c.  Telecommunications Manager, Property and General Services, Bureau of Mines, m.s. 2150,  810 7th St. NW., Washington, DC 20241.
    • d.  Telecommunications Manager, Bureau of Reclamation, Denver Federal Center, m.s. D-7140, P.O. Box 25007, Denver, Colorado, 80225.
    • e.  Telecommunications Manager, U.S. Fish and Wildlife Service, IRM/TFO, P.O. Box 25207, Denver, Colorado 80225.
    • f.  Chief, Branch of Telecommunications Services, U.S. Geological Survey, m.s. 809, 809 National Center, Reston, Virginia 22092.
    • g.  Chief, Safety and Facilities Management Branch, Minerals Management Service, 381 Elden Street (MS 2000), Herndon, Virginia 22070.
    • h.  Telecommunications Manager, Information and Telecommunications Division, National Park Service, m.s 270, P.O. Box 37127, NW., Washington, DC 20013-7127.
    • i.  Telecommunications Administrator, Office of Inspector General, m.s. 124 SIB, 1849 C St. NW., Washington, DC 20240.
    • j.  Chief, Branch of Telecommunications Management, Office of Administrative Services, Office of the Secretary, m.s. 1445 MIB, 1849 C St. NW., Washington, DC 20240.
    • k.  Telecommunications Manager, Office of Surface Mining Reclamation and Enforcement, m.s. 10 SIB, 1849 C St. NW., Washington, DC 20240.
NOTIFICATION PROCEDURE:
A request for notification of the existence of records shall be addressed to the appropriate 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 appropriate 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 appropriate 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:
Telephone assignment records, call detail listings, and results of administrative inquires relating to assignment of responsibility for placement of specific long distance calls.

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