DOI-90 Federal Financial System

64 FR 46930, August 27, 1999; Modification published 73 FR 8342, February 13, 2008

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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, 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-90, ``Federal Financial System.'' The revisions will update the

number and name of the system, categories of records, routine uses, the storage and safeguards statements, and the addresses of the system locations and system managers.

EFFECTIVE DATE: These actions will be effective August 27, 1999.

FOR FURTHER INFORMATION CONTACT: Director, Office of Financial Management, U.S. Department of the Interior, 1849 C Street NW, MS-5412 MIB, Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Department of the Interior is proposing to amend the system notice for OS-90, ``Federal Financial System,'' to update the number of the system to more accurately reflect its Department-wide scope, and to update the storage and safeguards statements and the address of the system locations and system managers to reflect changes that have occurred since the notice was last published.

Roy M. Francis,

Departmental Privacy Act Officer, Office of Information Resources

Management.

Accordingly, the Department of the Interior proposes to amend the ``Federal Financial System,'' OS-90, system notice in its entirety to read as follows:

INTERIOR/DOI-90

SYSTEM NAME:

Federal Financial System, Interior, DOI-90.

SYSTEM LOCATION:

(1) Office of Federal Systems and Services, National Business Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive, Room 6A231, MS-206, Reston, VA 20192.
(2) Financial Systems Division, Products and Services, National Business Center, MS D-2700, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
(3) Departmental offices which prepare, maintain, and provide input documents and information for data processing and administrative actions for financial functions implemented on the system.
(4) Other Federal agencies, councils and commissions using the system under a cross-servicing arrangement (an arrangement for the provision of computer and technical service support), with either of the National Business Center locations listed above.
(5) Commercial credit card contractor(s) maintaining information on employee usage of travel, purchasing and fleet management program credit cards.

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.
(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.

Note: This system also contains records relating to corporations and other business entities. These records are not subject to the Privacy Act. Only records relating to individuals containing

personal information are subject to the Privacy Act.

CATEGORIES OF RECORDS IN THE SYSTEM:

Names of individuals; Social Security numbers and tax identification numbers; addresses and organizational codes; amounts owed and reasons for debts and payments; expenses, vouchers and routine travel information and travel, purchasing, and fleet management credit card program usage information; and routine billing, payment, and property accountability information used in accounting and financial processing.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

(1) 31 U.S.C. 3512. (2) 31 U.S.C. 3711. (3) 5 U.S.C. 5701 et seq. (4) 5 U.S.C. 4111(b). (5) 41 CFR parts 301-304. (6) Treasury Financial Manual. (7) Pub. L. 97-365. (8) 26 U.S.C. 6103(m)(2). (9) 5 U.S.C. 5514. (10) 31 U.S.C. 3716.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:

The primary use of the records is to maintain accounting and financial information associated with the normal operations of government organizations. Specifically, records are used:

(1) For billing and follow-up.
(2) For paying creditors.
(3) For accounting for goods and services provided and received.
(4) For accounting for funds paid and received.
(5) For processing travel authorizations and claims.

Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes.

Disclosures of data provided by other Federal agencies, councils and commissions using the system under a cross-servicing arrangement may be made by these same organizations to individuals within these same organizations who maintain accounting and financial information

associated with the normal operations of government organizations.

Other disclosures outside the Department of the Interior be made:

(1) To the Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when:
- (a) One of the following is a party to the proceeding or has an interest in the proceeding:
  - (1) The Department or any component of the Department or any Federal agency, council or commission using the system under a cross-servicing arrangement;
  - (2) Any Departmental employee or employee of any Federal agency, council or commission using the system under a cross-servicing arrangement acting in his or her official capacity;
  - (3) Any Departmental employee or employee of any Federal agency, council or commission using the system under a cross-servicing arrangement acting in his or her individual capacity where the Department or the Federal agency, council or commission using the system under a cross-servicing arrangement or the Department of Justice has agreed to represent the employee; or
  - (4) The United States, when the Department or the Federal agency, council or commission using the system under a cross-servicing arrangement determines that the Department or the Federal agency, council or commission using the system under a cross-servicing arrangement is likely to be affected by the proceeding; and
- (b) We deem the disclosure to be:
  - (1) Relevant and necessary to the proceeding; and
  - (2) Compatible with the purpose for which we compiled the information.
(2) The appropriate Federal, State, tribal, local or foreign governmental agency that is responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation order or license, when we become aware of an indication of a violation or potential
violation of the statute, rule, regulation, order or license.
(3) A congressional office in response to an inquiry to that office by the individual to whom the record pertains.
(4) To consumer reporting agencies to facilitate collection of debts owed the Government.
(5) To disclose debtor information to the Internal Revenue Service, or to another Federal agency or its contractor solely to aggregate information for the Internal Revenue Service to collect debts owed to the Federal government through the offset of tax refunds.
(6) To other Federal agencies for the purpose of collecting debts owed to the Federal government by administrative or salary offset.
(7) To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for the recoupment of debts owed to the Department of the Interior.
(8) To the State Department in connection with the application for official government employee passports.
(9) To a Federal agency which has requested information relevant or necessary to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit.
(10) To a Federal, State, tribal, territorial, or government agency where necessary for the Department to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant, or other benefit.
(11) To a commercial credit card contractor(s) for the accounting
and payment of employee obligation for travel, purchasing and fleet management credit card usage.
(12) 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are maintained in manual, microfilm, microfiche, electronic, imaged and computer printout form. Electronic records are stored on magnetic media at the central computer processing centers. Original input documents are stored in standard office filing equipment

and/or as imaged documents on magnetic media at all locations which prepare and provide input documents and information for data processing.

RETRIEVABILITY:

Records are retrieved by name, Social Security number, organizational code, vendor code or number, and appropriation or fund to be credited.

SAFEGUARDS:

Access to all records in the system is limited to authorized personnel whose official duties require such access. Agency officials generally have access only to records pertaining to employees of their agencies. Paper or micro format records are maintained in locked metal file cabinets in secured rooms. Electronic records are maintained with safeguards meeting the security requirements of 43 CFR 2.51.

RETENTION AND DISPOSAL:

Records are retained and disposed of in accordance with the Treasury Financial Manual, the National Archives and Records Administration General Records Schedules, and the National Archives and Records Administration-approved Agency Records Schedules.

SYSTEM MANAGER(S) AND ADDRESS:

(1) The following system manager has overall responsibility for the Federal Financial System: Director, Office of Financial Management, U.S. Department of the Interior, 1849 C Street NW, MS-5412 MIB, Washington, DC 20240.
(2) The following system managers have responsibility for the management and operation of the computing centers on which the Federal Financial System has been implemented:
- (a) Director, Office of Federal Systems and Services, National Business Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive, Room 6A231, MS-206, Reston, VA 20192.
- (b) Chief, Financial Systems Division, Products and Services, National Business Center, MS D-2700, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
(3) The following Department of the Interior bureau/office system managers have responsibility for the data input into and maintained on the Federal Financial System by or for their respective bureaus/offices:
- (a) Chief, Division of Accounting Management, Bureau of Indian Affairs, PO Box 127, Albuquerque, NM 87112.
- (b) Director, Office of Trust Responsibilities, Bureau of Indian Affairs, Office of Trust Responsibilities, 1849 C Street NW, MS-4513 MIB, Washington, DC 20240.
- (c) Chief, Division of Finance, Bureau of Land Management, Building 50, Denver Federal Center, PO Box 25047, Denver, CO 80225.
- (d) Chief, Financial Branch, Bureau of Reclamation, PO Box 25007, DFC Attn: D-360, Denver, CO 80225.
- (e) Finance Officer, Division of Fiscal Services, National Business Center, Office of the Secretary, 1849 C Street NW, MS-1313 MIB, Washington, DC 20240.
- (f) Director, Finance Center, U.S. Fish and Wildlife Service, PO Box 272060, Denver, CO 80227.
- (g) Chief, Financial Branch, Royalty Management Program, Minerals Management Service, PO Box 25162, MS 3131, Denver, CO 80225.
- (h) Chief, Accounting Operations Division, National Park Service, PO Box 4800, Reston, VA 22090.
- (i) Chief, Division of Financial Management, Office of Surface Mining Reclamation and Enforcement, PO Box 25065 DFC, Denver, CO 80225.
- (j) U.S. Geological Survey, Office of Financial Management, 12201 Sunrise Valley Drive, Reston, VA 20192.
(4) The following system managers have responsibility for the data input into and maintained on the Federal Financial System by or for their respective organizations:
The Financial Officers of all Federal agencies, councils and commissions using the system under a cross-servicing arrangement. (To obtain a current list of these organizations and the addresses of their respective Financial Officers, contact the system managers responsible for the management and operation of the computing centers, as listed in (2), above.)

NOTIFICATION PROCEDURES:

Inquiries regarding the existence of records should be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

RECORDS ACCESS PROCEDURES:

A request for access may be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

CONTESTING RECORDS PROCEDURES:

A petition for amendment should be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:

Individuals on whom the records are maintained; supervisors of such individuals; contracting officers; employing offices; and standard travel, finance and accounting documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

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