Department-Wide Systems of Records Notices

  • INTERIOR/DOI-01, Interior Child Care Subsidy Program - 66 FR 10309 (February 14, 2001); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

    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 - 73 FR 55125 (September 24, 2008); modification published 86 FR 50156 (September 7, 2021)

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

  • INTERIOR/DOI-04, Employee Assistance Program Records - 64 FR 20011 (April 23, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

    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.

  • INTERIOR/DOI-05, Interior Volunteer Services File System - 66 FR 28536 (May 23, 2001); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-06, America the Beautiful—The National Parks and Federal Recreational Lands Pass System - 80 FR 63246 (October 19, 2015); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-07, Federal and Non-Federal Aviation Personnel, Equipment, and Mishap Information Systems - 74 FR 48774 (September 24, 2009); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-08, DOI Social Networks - 76 FR 44033 (July 22, 2011); modification published 86 FR 50156 (September 7, 2021)

    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 - 79 FR 31974 (June 3, 2014); modification published 86 FR 50156 (September 7, 2021)

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

    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 - 76 FR 52341 (August 22, 2011); modification published 86 FR 50156 (September 7, 2021)

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

    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 non-procurement programs, and other individuals whose names appear in the files such as witnesses and investigators.

  • INTERIOR/DOI-12, Donations Program Files - 83 FR 32678 (July 13, 2018)

    Categories of individuals covered by the system: Individuals who donate money, real property, personal property, services, or other gifts to DOI and its officials, prospective donors, and other individuals who contact or correspond with the DOI officials on matters related to the Donations Program. This system may also include information on current and former Federal government employees, contractors, and volunteers who support or 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 that may be maintained in the Donations Program system of records.

  • INTERIOR/DOI-16, Learning Management System - 83 FR 50682 (October 9, 2018)

    Categories of individuals covered by the system: DOI employees, contractors, interns, emergency workers, volunteers and appointees who receive training related to their official duties, whether or not sponsored by DOI bureaus and offices.  Non-DOI individuals who participate in DOI-sponsored training and educational programs, or participate in DOI-sponsored meetings and actvities relates to training and educational programs.  Non-DOI individuals may include individuals from other Federal, state or local agencies, private or not-for-profit organizations, universities and other schools, and members of the public.

  • INTERIOR/DOI-18, Civil Rights Complaints and Compliance Review Files - 73 FR 19088 (April 8, 2008); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-20, Paleontological Resources Preservation System - 84 FR 52530 (October 2, 2019)

    Categories of individuals covered by the system: Individuals covered by this system include members of the public who apply for paleontological resources use permits; permittees and persons working under a permit (support personnel); persons who file a written objection to a proposed notice of violation and assessment of civil penalty and/or request a hearing on a final assessment of civil penalty; DOI employees, contractors, or partners who perform paleontological investigations for scientific research; employees located at a facility that curate Federal collections; and DOI employees who serve as contacts for processing applications and managing permits.

  • INTERIOR/DOI-21, eRulemaking Program - 85 FR 33701 (June 2, 2020)

    Categories of individuals covered by the system: Individuals covered by the system are any individuals—including public citizens; representatives of Federal, state, Tribal, or local governments; businesses; and industries—who provide personal information while submitting a comment or supporting materials on a Federal agency rulemaking.

  • INTERIOR/DOI-24, Indian Arts and Crafts Board 80 FR 27700 (May 14, 2015); modification published 86 FR 50156 (September 7, 2021)

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

    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.

  • 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) 

    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.

  • INTERIOR/DOI-45, Personnel Security Program Files - 87 FR 54242 (September 2, 2022)

    Notice of Proposed Rulemaking for Privacy Act Exemptions - 87 FR 54442 (September 6, 2022)

    Categories of individuals covered by the system:  (1) Individuals who require regular, ongoing access to Departmental facilities, information systems and networks, that will grant them access to either classified and unclassified information in the interest of national security, including applicants for employment or contracts with DOI,  Departmental employees, contractors, subcontractors, students, interns, volunteers, affiliates, or individuals appointed to commissions and boards, including Bureau of Indian Education agency or local school boards, and individuals formerly in any of these positions. In addition, it will cover individuals needing access to a uniform system of classification management.  (2) Employees of independent agencies, councils and commissions, which are provided administrative support by DOI.

  • INTERIOR/DOI-46, Physical Security Access Files - 85 FR 3406 (January 21, 2020)

    Final Rule for Privacy Act Exemptions - 86 FR 49927 (September 7, 2021)

    Categories of individuals covered in the system: (1) Individuals who require regular, ongoing access to Departmental facilities, including DOI employees, contractors, consultants, volunteers, Federal emergency response officials, Federal employees on detail or assigned to work at DOI facilities, students, interns, affiliates, and individuals formerly in any of these positions.  The system also includes individuals authorized to perform or use services provided in DOI facilities (e.g., Credit Union, Fitness Center, Library, Indian Craft Shop, Museum, Child Care Center, etc.).  Note: These individuals are required to have HSPD-12 compliant credentials issued by a certified USAccess credentialing center 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 DOI facilities.  (3) Federal government officials, visiting dignitaries, visitors, guests, and other individuals who require infrequent access to DOI facilities, including services provided in DOI facilities (e.g., Credit Union, Fitness Center, Library, Indian Craft Shop, Museum, Child Care Center, etc.). 

  • INTERIOR/DOI-47, HSPD-12: Logical Security Files (Enterprise Access Control Service/EACS) - 72 FR 11040 (March 12, 2007); modification published 86 FR 50156 (September 7, 2021)

    Categories of individuals covered by the system: 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.

  • INTERIOR/DOI-50, Insider Threat Program - 86 FR 48753 (August 31, 2021)

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

    Final Rule for Privacy Act Exemptions - 87 FR 8427 (February 15, 2022)

    Categories of individuals covered by the system: The categories of individuals covered in the system include 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; covered individuals who have been granted access to controlled unclassified information or classified information, or who hold a sensitive position; persons requesting or having access to DOI facilities, information systems, programs, and infrastructure; members of the general public, including individuals and/or groups of individuals who report or are involved with counterintelligence or insider threat matters, complaints or incidents involving classified information or systems, or controlled unclassified information; individuals being investigated as potential insider threats; individuals desiring to conduct business with DOI; individuals involved in contracts, bids, or proposals related to procurement or acquisition activities; 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; family members, dependents, relatives, and individuals with a personal association to an individual who is the subject of an insider threat investigation; and foreign visitors or foreign contacts that become involved in potential counterintelligence or insider threat matters.  This system maintains records on U.S. citizens, non-U.S. citizens and foreign nationals; however, the Privacy Act only applies to individuals who are U.S. citizens or aliens lawfully admitted for permanent residence.

  • INTERIOR/DOI-52, Passport and Visa Records 64 FR 16981 (April 7, 1999); modification published 73 FR 8342 (February 13, 2008), 74 FR 34588 (July 16, 2009), and 86 FR 50156 (September 7, 2021) 

    Categories of individuals covered by the system: (1) Employees of the Department of the Interior who travel on official business. (2) Employees of independent agencies, councils, and commissions who are provided administrative support by the Department of the Interior who travel on official business. (3) Individuals who travel on official business on behalf of the Department of the Interior.

  • DOI-57, Privacy Act Files - 81 FR 45527 (July 14, 2016); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-58, Employee Administrative Records - 64 FR 19384 (April 20, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021)

    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 (SMIS) - 81 FR 73135 (October 24, 2016); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-71, Electronic FOIA Tracking System and FOIA Case Files - 81 FR 33544 (May 26, 2016); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-72, FECA Chargeback Case Files - 64 FR 19380 (April 20, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

    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.

  • INTERIOR/DOI-74, Grievance Records - 64 FR 19381 (April 20, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

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

  • INTERIOR/DOI-76, Employee Training and Career Development Records - 64 FR 26999 (May 18, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

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

  • INTERIOR/DOI-77, Unfair Labor Practice Charges/Complaints Files64 FR 18434 (April 14, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

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

  • INTERIOR/DOI-78, Negotiated Grievance Procedures Files 64 FR 19383 (April 20, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

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

  • INTERIOR/DOI-82, Executive Development Program Files - 64 FR 20014 (April 23, 1999); modification published 73 FR 8342 (February 13, 2008) and 86 FR 50156 (September 7, 2021) 

    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.

  • INTERIOR/DOI-85, Payroll, Attendance, Retirement, and Leave Records - 83 FR 34156 (July 19, 2018)

    Categories of individuals covered by the system: Individuals covered by the system include current and former DOI employees, emergency workers, volunteers, contractors, and applicants for Federal employment.  This system may also include limited information regarding employee spouses, dependents, emergency contacts, beneficiaries, or estate trustees who meet the definition of "individual" as defined in the Privacy Act.

  • INTERIOR/DOI-86, Accounts Receivable: FBMS73 FR 43772 (July 28, 2008); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-87, Acquisition of Goods and Services: FBMS - 73 FR 43766 (July 28, 2008); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-88, Travel Management: FBMS - 73 FR 43769 (July 28, 2008); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-89, Grants and Cooperative Agreements: FBMS - 73 FR 43775 (July 28, 2008); modification published 86 FR 50156 (September 7, 2021)

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

  • INTERIOR/DOI-90, Federal Financial System - 64 FR 46930 (August 27, 1999); modification published 73 FR 8342 (February 13, 2008)

    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 (OFF) - 80 FR 66551 (October 29, 2015); modification published 86 FR 50156 (September 7, 2021)

    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.

  • INTERIOR/DOI-92, Public Health Emergency Response Records - 86 FR 60900 (November 4, 2021)

    Categories of individuals covered by the system: DOI personnel, including non-Title 5 employees, contractors, detailees, interns, volunteers, long-term trainees; DOI partners and employees and detailees from other Federal agencies; visitors or participants at DOI managed meetings, events and conferences; visitors or individuals who participate in health screening at DOI owned, operated, managed, or leased buildings and facilities; and visitors or individuals who are suspected or confirmed to have a disease or illness that is the subject of a declared public health emergency, or may have been exposed to someone who is suspected or confirmed to have a disease or illness that is the subject of a declared public health emergency.

  • INTERIOR/DOI-93, Reasonable Accommodation Request Records - 86 FR 60648 (November 3, 2021)

    Categories of individuals covered by the system: This system includes individuals who request reasonable accommodation, and agency officials processing or making reasonable accommodation assessments and decisions. These records also include information on authorized individuals, such as a family member, health professional, or other representative submitting the request on behalf of an individual.

  • Notice of Modified Systems of Records; Breach Routine Use - 86 FR 50156 (September 7, 2021)

 

Rescindment Notices


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