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)
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DEPARTMENT OF THE INTERIOR
 
Office of the Secretary
 
Privacy Act of 1974; As Amended; Revisions to an 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 notice, OS-58, “Administrative Operations Records on Employees.” The revisions will update the system name and number and the system location and system manager and address statements.
 
EFFECTIVE DATE:  These actions will be effective on April 20, 1999.
 
FOR FURTHER INFORMATION CONTACT:  Director, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  The Department of the Interior is proposing to amend the system notice for OS-58, “Administrative Operations Records on Employees,” to update the name and number of the system to more accurately reflect its Department-wide scope, and to update the system location and system manager and address statements to provide a current list of specific locations and system managers rather than a generic reference to the Department's organizational structure. Accordingly, the Department of the Interior proposes to amend the “Administrative Operations records on Employees,” OS-58, system notice in its entirety to read as follows:
 
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
 
INTERIOR/DOI-58
 
SYSTEM NAME:
Employee Administrative Records--Interior, DOI-58.
 
SYSTEM LOCATION:
  • (1)  Departmental personnel office: Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
  • (2)  Bureau personnel offices:
    • (a)  Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.
    • (b)  U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.
    • (c)  U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.
    • (d)  Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
    • (e)  Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.
    • (f)  National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.
    • (g)  Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.
    • (h)  Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
  • (3)  Administrative components of the offices (within the bureaus listed above) in which individuals covered by the system are employed.
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).
CATEGORIES OF RECORDS IN THE SYSTEM:
Records involving the administrative or operational relationships between the employee and the office in which the employee works, including, but not limited to, the following types of records: Workload and productivity records for scheduling purposes; travel activity records; employee time and attendance records; budget records; accident and safety records, property accountability records; study and special project records; committee and detail assignments; locator indexes; parking space assignments; mailing lists; and similar records. These records may contain one or more of the following (or similar) data elements: Name and Social Security number of employee, office telephone number, organizational location, occupational series and grade, position title, organizational title assigned for program management purposes, home address and home telephone number (for emergency contact purposes only).
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, 3101, 5105-5115, 5501-5516, 5701-5709; 31 U.S.C. 66a, 240-243; 40 U.S.C. 483(b); 43 U.S.C. 1467; 44 U.S.C. 3101; Executive Order 11807.
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
The primary purpose of the system is to support the administration and operation of the offices in which individuals covered by the system are employed. Disclosures outside the Department of the Interior may be made:
  • (1)  To the U.S. Department of Justice or in a proceeding before 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 investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.
  • (3)  To a congressional office in response to an inquiry an individual has made to the congressional office.
  • (4)  To another Federal agency for related program management purposes when the Department determines that the disclosure is compatible with the purpose for which the records were compiled.
  • (5)  To the public in the form of agency directories of office telephone numbers.
  • (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:
Records are stored in paper format, in file folders in locked cabinets, and in electronic format, on disk or tape.
 
RETRIEVABILITY:
Records are retrieved by name of employee or control number assigned to employee.
 
SAFEGUARDS:
Access to records is limited to authorized personnel. Records are maintained in locked filing cabinets or secure electronic systems.
 
RETENTION AND DISPOSAL:
Records are retained until completion of the assignment or activity to which they pertain, or until separation of covered employees, at which time they are disposed of in accordance with appropriate records schedules.
 
SYSTEM MANAGER(S) AND ADDRESS:
  • (1)  Departmental office: Director, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.
  • (2)  Bureau personnel offices:
    • (a)  Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.
    • (b)  Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.
    • (c)  Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.
    • (d)  Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
    • (e)  Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.
    • (f)  Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.
    • (g)  Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.
    • (h)  Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
  • (3) Administrative officers of the offices (within the bureaus listed above) in which individuals covered by the system are employed. (Contact the appropriate bureau system manager to obtain the address of the office system manager.)
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.
 
RECORD ACCESS PROCEDURES:
An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.
 
CONTESTING RECORD PROCEDURES:
An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
Individuals covered by the system, agency officials, and agency records or documents.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.

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