Department-Wide Systems of Records Notices

  • DOI-01, Interior Child Care Subsidy Program (Text) - February 14, 2001, 66 FR 10309

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Category of individuals covered by the system: Present and former employees of the Department of the Interior who voluntarily apply for a child care subsidy, their spouses, and children.

  • DOI-02, Interior Relocation Assistance Program Records  (Text) - September 24, 2008, 73 FR 55125

    Categories of individuals covered by the system: The system covers individuals and businesses that are displaced as a result of Federal real estate acquisition.

  • DOI-03, Financial Interest Statements and Ethics Counselor Decisions (Text) - April 14, 1999, 64 FR 18437

    Categories of individuals covered by the system: Departmental employees required to file financial interests or disclosure statements as required by 5 CFR part 2634 and 5 CFR 3501.101, and Departmental employees subjected to remedial or disciplinary action for conflicts of interest or other ethics violations.

  • DOI-04, Employee Assistance Program Records (Text) - April 23, 1999, 64 FR 20011

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Employees of the Department of the Interior and their families who seek, are referred to, and/or receive assistance through the Employee Assistance Program.

  • DOI-05, Interior Volunteer Services File System (Text) - May 23, 2001, 66 FR 28536

    Categories of individuals covered by the system:  Persons performing work for the Department of Interior as volunteers but not as an employee of the agency.It includes interested persons, individuals involved in community, youth organizations, high schools and colleges.

  • DOI-06, America the Beautiful—The National Parks and Federal Recreational Lands Pass System (Text) - October 19, 2015, 80 FR 63246

    Categories of individuals covered by the system: (1) Members of the public who (a) Purchase the "America the Beautiful—The National Parks and Federal Recreational Lands Pass'' (hereinafter, "Pass") via the Internet, mail, or a telephone call-center, (b) Register online to receive information about the Pass program and stewardship opportunities, (c) Are awarded a Pass as a result of reaching the necessary threshold of hours volunteered at Federal recreation lands, or (d) Participate in the EKiP program or are awarded a Pass as a result of participation in Pass program promotions, educational programs, or initiatives to encourage individuals to visit Federal parks, lands, and waters, including volunteers, educators, students, and special groups; (2) Representatives and employees of businesses and organizations who are third party vendors of the Pass; and (3) Employees of DOI, Department of Agriculture, Forest Service, and Department of Defense, Army Corps of Engineers, or other Federal
    agency partners who serve as ordering contacts for the Pass for sale or distribution.

  • DOI-07, Federal and Non-Federal Aviation Personnel, Equipment, and Mishap Information System (Text) - September 24, 2009, 74 FR 48774

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: (1) Professional, dual-function and incidental pilots, air crews, mechanics and ground personnel employed by Interior bureaus. (2) Pilots, aircrews, mechanics, and ground personnel of commercial operators utilized by Interior bureaus. (3) Pilots, aircrews, mechanics, and ground personnel of cooperating government agencies, organizations and private individuals.

  • DOI-08, DOI Social Networks (Text) - July 22, 2011, 76 FR 44033

    Categories of individuals covered by the system: Individuals who contact the Department of the Interior through a social media outlet or other electronic means, including submitting feedback to the Department of the Interior, corresponding with the Department as a result of the Department's outreach using social networks, or requesting to be contacted by the Department.

  • DOI-10, Incident Management, Analysis and Reporting System (Text) - June 3, 2014, 79 FR 31974

    Final Rule for Privacy Act Exemptions (Text) - September 2, 2014, 79 FR 51916  

    Categories of individuals covered by the system: Current and former Federal employees and contractors, Federal, tribal, state and local law enforcement officers. Additionally, this system contains information regarding members of the general public, including individuals and/or groups of individuals involved with law enforcement incidents involving Federal assets or occurring on public lands and tribal reservations, such as witnesses, individuals making complaints, individuals being investigated or arrested for criminal or traffic offenses, or certain types of non-criminal incidents; and members of the general public involved in an accident on DOI properties or tribal reservations.

  • DOI-11, Debarment and Suspension Program (Text) - August 22, 2011, 76 FR 52341

    Final Rule for Privacy Act Exemptions (Text) - August 19, 2014, 79 FR 49013  

    Categories of individuals covered by the system: Individuals who have been suspended, proposed for debarment, or debarred from Federal procurement and assistance programs, individuals who have been the subject of Department inquiries to determine whether they should be debarred and/or suspended from Federal procurement and nonprocurement programs, and other individuals whose names appear in the files such as witnesses and investigators.

  • DOI-12, Donations Program Files (Text) - November 6, 2012, 77 FR 66628

    Categories of individuals covered by the system: Individuals who donate money, real property, personal property, services, or other gifts to the Department of the Interior, prospective donors, and other individuals who contact or correspond with the Department of the Interior officials on matters related to the Donations Program. This system may also include current and former Federal government employees, contractors, and volunteers who are involved in the management of the Donations Program. This system contains records concerning corporations and other business entities, which are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information.

  • DOI-16, DOI LEARN (Department-wide Learning Management System) (Text) - October 5, 2005, 70 FR 58230

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    All employees, contractors, volunteers and appointees of the Department of the Interior (DOI), who receive training related to their official duties, whether or not sponsored by DOI bureaus and offices. All non-DOI individuals who participate in DOI-sponsored training or attend DOI-sponsored meetings. Non-DOI individuals are defined as Federal employees from other agencies; personnel from states, private agencies, not-for-profit organizations, universities

  • DOI-18, Civil Rights Complaints and Compliance Review Files (Text) - April 8, 2008, 73 FR 19088

    Categories of individuals covered by the system:  Individuals who claim to have been discriminated against on the basis of race, color, sex, religion, national origin, disability, age, status as a parent, and sexual orientation in violation of various statutes and regulations including Title VI and Title VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d and 42 U.S.C. 2000e, et seq); Section 501, Section 504 and Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791, et seq) and its implementing regulations; the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 794, et seq) and its implementing regulations; the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 621, et seq); Title IX of the Education Amendments of 1972 (Pub. L. 92-318); Section 403 of the Trans-Alaska Pipeline Authorization Act (Pub. L. 93-153.87 Stat. 576); the Americans with Disabilities Act of 1990 (Pub. L. 101-336); the Age Discrimination Act of 1975 (29 U.S.C. 621); the Architectural Barriers Act of 1968 (Pub. L. 90-480); the Civil Rights Restoration Act of 1987 (Pub. L. 100-259); the Civil Rights Act of 1991 (Pub. L. 102-166); the Health Insurance Portability and Accountability Act of 1996 (Pub. L. 104-191); Department of the Interior Regulations at 43 CFR Parts 17 and 41; Presidential Executive Orders 12898, 13160, 13166, 13152, and 13145; and Departmental Manual 373 DM 8, dated July 1, 2005, subject: Procedures for Processing Complaints under Executive Order 13160, and 373 DM 7, dated December 1, 1998, subject: Equal Opportunity Procedures for Processing Complaints of Discrimination Based on Sexual Orientation.

  • DOI-24, Indian Arts and Crafts Board (Text) - May 14, 2015, 80 FR 27700

    Final Rule for Privacy Act Exemptions (Text) - August 3, 2015, 80 FR 45893  

    Categories of individuals covered by the system:  Individuals who donate collection objects or other materials to the IACB; request access to or information about collections materials; request usage of or rights to archival materials held by the IACB; participate in exhibits, lectures, conferences, contests, or similar events sponsored by the IACB; individuals investigated or arrested for offering or displaying for sale or selling any good, with or without a Government trademark, in a manner that falsely suggests it is Indian produced, an Indian product, or the product of a particular Indian or Indian tribe or Indian arts and crafts organization; complainants and witnesses of complaints or investigations; and individuals who contact or correspond with DOI officials on matters relating to the management of IACB activities or implementation of the Indian Arts and Crafts Act. This system includes current and former IACB Commissioners and Board members, DOI employees, contractors, and volunteers who are involved in providing the services or the management of IACB program activities, promotions, or initiatives; employees or officials from other agencies, museums, or organizations involved in IACB exhibits, promotions, or activities; and Federal, state, local, or tribal law enforcement officials involved in investigating complaints. This system contains records concerning corporations and other business entities, which are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information.

  • DOI-36, Telephone Call Detail Records (Text) - February 15, 1994, 59 FR 7260

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    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.

  • DOI-45, HSPD-12: Identity Management System and Personnel Security Files (Text) - March 12, 2007, 72 FR 11036

    Categories of Individuals:  Individuals who require regular, ongoing access to Departmental facilities, information systems and networks, and/or information classified in the interest of national security, including applicants for employment or contracts with the Department of the Interior, Departmental employees, contractors, students, interns, volunteers, affiliates, and individuals formerly in any of these positions. The system also covers individuals authorized to perform or use services provided in Departmental facilities (e.g., Credit Union, Fitness Center, etc.)  Note: This system notice does not apply to occasional visitors or short-term guests to whom the Department issues temporary identification and credentials. These records are covered by Interior/DOI-46, "HSPD-12: Physical Security System Files.'' This system notice also does not apply to individuals who require regular, ongoing access to facilities and information systems and networks managed by other Federal agencies on whose behalf the Department issues identification credentials, as a shared-service provider. Although data pertaining to these individuals are stored in the Department's identity management system, their records are covered, respectively, by their individual agency Privacy Act system of records notices. Additionally, this system notice does not apply to individuals accused of security violations or found to be in violation. Records relating to personnel and building security violations will be covered by Interior/OS-18: "Security Complaints and Investigations Files.''

  • DOI-46, HSPD-12: Physical Security Files (Text) - March 12, 2007, 72 FR 11043

    Categories of Individuals:  Individuals who require regular, ongoing access to Departmental facilities, including Departmental employees, contractors, students, interns, volunteers, affiliates, and individuals formerly in any of these positions. The system also includes individuals authorized to perform or use services provided in Departmental facilities (e.g., Credit Union, Fitness Center, etc.) NOTE: All of these individuals are required to have HSPD-12 compliant credentials issued from the National Business Center, within the Office of the Secretary of the Department of the Interior, if they are employed by DOI for more than 180 days.  (2) Individuals who have been issued HSPD-12 compliant credentials from other Federal agencies who require access to Departmental facilities. (3) Visitors and other individuals who require infrequent access to Department facilities including services provided in Departmental facilities (e.g., Departmental Museum, Indian Arts and Crafts Shop, etc.)

  • DOI-47, HSPD-12: Logical Security Files (Enterprise Access Control Service/EACS) (Text) - March 12, 2007, 72 FR 11040

    Categories of Individuals:  Individuals who require access to Departmental networks, information systems, and e-mail services, including Departmental employees, contractors, students, interns, volunteers, etc.   Note: All of these individuals are required to have HSPD-12 compliant credentials issued from the National Business Center, within the Office of the Secretary of the Department of the Interior, if they are employed by DOI for more than 180 days. Individuals who have been issued HSPD-12 compliant credentials from other Federal agencies who require access to Departmental networks, information systems and e-mail services.

  • DOI-50, Insider Threat Program (Text) - September 2, 2014, 79 FR 52033

    Final Rule for Privacy Act Exemptions (Text) - November 19, 2014, 79 FR 68799   

    Categories of individuals covered in the system: Current and former DOI employees, potential employees, and contractors; other officials or employees of Federal, state, tribal, territorial, and local law enforcement organizations; complainants, informants, suspects and witnesses; persons with access to DOI facilities and infrastructure; members of the general public, including individuals and/or groups of individuals involved with insider threat matters, complaints or incidents involving classified systems or classified information; individuals being investigated as potential insider threats; individuals identified as the result of an administrative, security or investigative function who could pose a threat to DOI operations, data, personnel, facilities and systems; and foreign visitors or foreign contacts that become involved in the Foreign Visitors Program, or insider threat matters. 

  • DOI-57, Privacy Act Files (Text) - July 12, 2016, 81 FR 45527

    Categories of individuals covered by the system: Individuals or their representatives who have submitted Privacy Act requests for notification of the existence of, access to, and petitions for amendment of records; individuals or their representatives who have filed a Privacy Act complaint; individuals or their representatives who have filed Privacy Act appeals; individuals who are the subject of such requests, complaints, or appeals; officials who may be involved in any Privacy Act request, complaint, or appeal; and DOI personnel assigned to handle such requests, complaints, or appeals.

  • DOI-58, Employee Administrative Records (Text) - April 20, 1999, 64 FR 19384

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: (1) 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).

  • DOI-60, Safety Management Information System (Text) - October 24, 2016, 81 FR 73135

    Categories of individuals covered by the system:  DOI employees, contractors, vendors, volunteers, and visitors who have accidents, injuries or illnesses on DOI property, or who file claims seeking benefits under the Federal Employees' Compensation Act by reason of injuries or illnesses sustained while in the performance of official duty.

  • DOI-71, Electronic FOIA Tracking System and FOIA Case Files (Text) - May 26, 2016, 81 FR 33544

    Categories of individuals covered by the system:  Individuals or their representatives who have submitted FOIA or combined FOIA and Privacy Act (PA) requests for records or information and administrative appeals, or have litigation pending with DOI or another Federal agency; individuals whose requests or records have been referred to the Department by other agencies; individuals who are the subject of such requests, appeals, and litigation; and/or the DOI personnel assigned to handle such requests, appeals, and litigation.

  • DOI-72, FECA Chargeback Case Files (Text) - April 20, 1999, 64 FR 19380

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    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.

  • DOI-74, Grievance Records (Text) - April 20, 1999, 64 FR 19381

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Departmental employees filing grievances in accordance with 370 DM 771.

  • DOI-76, Employee Training and Career Development Records (Text) - May 18, 1999, 64 FR 26999

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Current employees of DOI.

  • DOI-77, Unfair Labor Practice Charges/Complaints Files (Text) - April 14, 1999, 64 FR 18434

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Departmental employees filing unfair labor practice charges/complaints.

  • DOI-78, Negotiated Grievance Procedure Files (Text) - April 20, 1999, 64 FR 19383

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Departmental employees filing grievances/complaints. Categories of records in the system.

  • DOI-79, Interior Personnel Records (Text) - April 23, 1999, 64 FR 20010

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Current and recently separated employees of the Department of the Interior.

  • DOI-82, Executive Development Program Files (Text) - April 23, 1999, 64 FR 20014

    New routine use added to this notice - Feburary 13, 2008, 73 FR 8342

    Categories of individuals covered by the system: Departmental employees who apply for, participate in, and/or graduate from Department-wide executive development programs such as the Senior Executive Service Candidate Development Program and the Team Leadership Program.

  • DOI-84, National Business Center Datamart (Text) - December 8, 2008, 73 FR 74506

    Categories of individuals covered by the system: (1) Current and former employees of the Department of the Interior; (2) Current and former emergency workers of the Department of the Interior; (3) Current and former volunteers within the Department of the Interior (volunteers); (4) Current and former contractors within the Department of the Interior (contractors); (5) Individuals identified as emergency contacts for the above employees, emergency workers, and volunteers; and (6) Individual and corporate vendors who do business with the Department of Interior. (Only records containing personal information relating to individuals are subject to the Privacy Act.)

  • DOI-85, Payroll, Attendance, Retirement, and Leave Records (Text) - April 8, 2008, 73 FR 19090

    (1) Current and former employees of the Department of the Interior (employees). (2) Current and former emergency workers ("casuals") of the Department of the Interior (emergency workers). (3) Volunteers within the Department of the Interior (volunteers). (4) Contractors within the Department of the Interior (contractors).

  • DOI-86, Accounts Receivable: FBMS (Text) - July 28, 2008, 73 FR 43772

    Categories of individuals covered by the system: Individuals owing money to the Department of the Interior's (DOI) bureaus and offices, including employees of the Department, former employees of the Department, business firms, institutions, and private citizens.

  • DOI-87, Acquisition of Goods and Services: FBMS (Text) - July 28, 2008, 73 FR 43766

    Categories of individuals covered by the system: (1) Employees of the Department of the Interior's bureaus/offices who use the Government charge card for the purchase and fleet business lines. (2) Individual and corporate vendors, consultants, contractors, etc. from whom goods and services are acquired.

  • DOI-88, Travel Management: FBMS (Text) - July 28, 2008, 73 FR 43769

    Categories of individuals covered by the system: (1) Employees and former employees of the Department of the Interior's bureaus/offices; (2) Employees of independent agencies, councils, and commissions (which are supported, administratively, by the Department of the Interior); and (3) Persons serving the Department in other capacities, without compensation, to the extent authorized under 5 U.S.C. 5703.

  • DOI-89, Grants and Cooperative Agreements: FBMS (Text) - July 28, 2008, 73 FR 43775

    Categories of individuals covered by the system: Individual and corporate recipients of grants and cooperative agreement awards.

  • DOI-90, Federal Financial System (Text) - August 27, 1999, 64 FR 46930

    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; and (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.

  • DOI-91, Oracle Federal Financials (Text) - October 29, 2015, 80 FR 66551

    Categories of individuals covered by the system: Individuals covered by the system include employees of various Federal agencies that are Interior Business Center (IBC) clients using OFF, as well as employees or agents for third party vendors, contractors and suppliers who provide OFF clients with related financial services. This system also contains information about individuals, either employees or non-employees, who owe debts to the Federal agencies that use the system. Records relating to corporations and other business entities contained in this system are not subject to the Privacy Act, only records relating to individuals containing personal information are subject to the Privacy Act.