INTERIOR/OS-46, Secretarial Subject Files

64 FR 16983 (April 7, 1999); 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; As Amended; Revisions to the Existing System
of Records

 
AGENCY:  Office of the Secretary, Department of the Interior.
 
ACTION:  Proposed revisions 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 Office of the Secretary is issuing public notice of its intent to modify an existing Privacy Act system of records, OS-46, “Secretarial Subject Files.” The revisions will update the address of the system location and the system manager, and the storage, retrievability, safeguards, and records retention and disposal statements.
 
EFFECTIVE DATE:  These actions will be effective on April 7, 1999.
 
FOR FURTHER INFORMATION CONTACT:  Office of the Secretary Records Officer, Division of Technology Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1414 MIB, Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  The Office of the Secretary is amending OS-46, “Secretarial Subject Files,”' to update the address of the system location and system manager and to more accurately describe how records contained in the system are stored, retrieved, safeguarded, retained and disposed of. Accordingly, the Department of the Interior proposes to amend the system notice for “Secretarial Subject Files,”' OS-46 in its entirety to read as follows:

Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.

INTERIOR/OS-46
 
SYSTEM NAMED:

Secretarial Subject Files--Interior, OS-46.
 
SYSTEM LOCATION:
Division of Technology Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1414 MIB, Washington, DC 20240.
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals writing to or receiving correspondence from the following Department of the Interior officials: The Secretary, the Under Secretary, the Deputy Secretary, the Solicitor, the Assistant Secretaries, the Deputy Assistant Secretaries, and individuals serving in these capacities.
 
CATEGORIES OF RECORDS IN THE SYSTEM:
Names of correspondents, date and subject of correspondence, official record copies of correspondence.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 391; 43 U.S.C. 1457; 44 U.S.C. 3101; Reorganization Plan 3 of 1950.
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
The primary purpose of the system is to document and support the operational, program and policy decisions of Departmental officials at the Secretarial level. 

Disclosures outside the Department of the Interior may be made:

  • (1)  To the U.S. Department of Justice or to a court or adjudicative body with jurisdiction 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.
  • (2)  To appropriate Federal, State, local or foreign agencies responsible for investigation or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or
  • license, when the disclosing agency becomes aware of information indicating a violation of or a potential violating of a statute, regulation, rule, order or license.
  • (3)  To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.
  • (4)  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.  
  • (5) 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:
Official record copies of correspondence are stored in file folders; an electronic copy of correspondence (dated January 1, 1997 or later) is stored in image files in a computer database. Index terms (for correspondence dated December 31, 1996 or earlier) are stored in index cards; index terms (for correspondence dated January 1, 1997 or later) are stored in a computer database.
 
RETRIEVABILITY:
Records are retrieved by name of correspondent and/or date or subject for correspondence.
 
SAFEGUARDS:
Official records copies of correspondence are stored in locked file cabinets, in a locked room. Computer image files are maintained in accordance with 43 CFR 2.51. Access to both paper and automated records is limited to persons whose official duties require such access.
 
RETENTION AND DISPOSAL:
Records are retained in accordance with the Office of the Secretary Comprehensive Records Disposal Schedule K-1. Official record copies of correspondence are stored on site for ten (10) years, at a Federal Records Center for an additional ten (10) years, and are offered to the National Archives and Records Administration for permanent retention after twenty (20) years.
 
SYSTEM MANAGER(S) AND ADDRESS:
Office of the Secretary Records Officer, Division of Technology Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW. MS-1414 MIB, Washington, DC 20240.
 
NOTIFICATION PROCEDURES:
Inquires regarding the existence of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.
 
RECORD ACCESS PROCEDURES:
A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.
 
CONTESTING RECORD PROCEDURES:
A request for amendment of records shall be addressed to the System Manager. The requests must be writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
Individuals corresponding with or on behalf of the Department at the Secretarial level.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.

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