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)  
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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 record. 
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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 ts intent to modify an existing Privacy Act system of records notice, OS-52, “Passport and Visa Records.” The revisions will update the address of the system location and the system manager.
 
EFFECTIVE DATE:  These actions will be effective on or before April 2, 1999.
 
FOR FURTHER INFORMATION CONTACT:  Chief, Division of Financial Management Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1313 MIB, Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  In this notice, the Department of the Interior is amending OS-52, “Passport and Visa Records,” to update the address of the system location and system manager. Accordingly, the Department of the Interior proposed to amend the ``Passport and Visa Records,'' OS-52 system notice in its entirety to read:
 
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.

INTERIOR/DOI-52
 
SYSTEM NAME
Passport and Visa Records--Interior, DOI-52.
 
SYSTEM LOCATION:
Data covered by this system are maintained at one of the following locations: U.S. Department of the Interior, Security Services Branch, 1849 C Street, NW., Washington, DC 20240; Bureau of Reclamation, Native American and International Office, 1849 C Street, NW., MS–7069–MIB, 96–43100, Washington, DC 20240; U.S. Geological Survey, International Programs Office, 12201 Sunrise Valley Drive, MS 917, Reston, VA 20192.

Additionally, records may be stored temporarily in local offices supervising employees with such passports who need access to such records. However, such storage will be temporary, and the three specific offices above are the permanent storage locations for passports in the custody of the Department of the Interior.
 
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.

CATEGORIES OF RECORDS IN THE SYSTEM:
Passports and visas, related application materials, and internal electronic tracking or work management files and their paper inputting documents. Application materials, passports, and visas may contain social security number, date and place of birth, full name, physical characteristics, and other personally identifying information. Electronic tracking and work management files may contain such information as full name, date of birth, passport number, bureau of passport holder, date of issuance, expiration date, active or inactive status, and notations about the last office action taken regarding the passport or visa.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 211a.
 
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 initiate, obtain and maintain passports and visas.

Disclosures outside the Department of the Interior may be made:

• (1)  To other Federal agencies, to transfer passports and visas.
• (2)  To the U.S. Department of Justice or in a proceeding before a court or adjudicative body 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.
• (3)  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 information indicating a violation or potential violation of a statute, rule, regulation, order or license.
• (4)  To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.
• (5)  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.  
• (6) 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:
Passports and visas are stored in a locked safe.
 
RETRIEVABILITY:
Passports and visas are filed and retrieved by the name of the individual to whom they are assigned.
 
SAFEGUARDS:
Physical security: Access to records covered by the system will be permitted only to authorized personnel in accordance with requirements found in the Departmental Privacy Act regulations (43 CFR 2.51). Paper records are stored in locked, fire-proof file cabinets or in safes located within locked offices of the Department.  Electronic files are locally stored internally in the secure, locked office space as well. Access to the Departmental buildings where these records are maintained is controlled by 24 hour guards and badges, and is limited to authorized personnel.

Technical security: The electronic files are maintained with safeguards meeting the requirements of 43 CFR 2.51 for automated records, which conform to Office of Management and Budget, National Institute of Standards and Technology, and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act.  The electronic data are protected through user identification, passwords, database permissions, encryption at rest where available, and software controls.  An audit trail is maintained and reviewed periodically to identify unauthorized access.

Administrative security: Before personnel are permitted access to these records, they have been screened by background checks, and they work under supervision of the respective system managers who are Directors of their respective Branch or Office. All personnel are required to receive training in Privacy and in Information Technology Security Awareness before beginning employment, and annually thereafter. Additionally, they have signed rules of behavior before accessing Departmental computer systems.
 
RETENTION AND DISPOSAL:
General Records Schedule No. 9, Item No. 4.
 
SYSTEM MANAGER(S) AND ADDRESS:
The three system managers are as follows:

• (1)  Chief, Security Services Branch, 1849 C Street, NW., Washington DC 20240;
• (2)  Director, Bureau of Reclamation, Native American and International Affairs Office, 1849 C Street, NW., MS–7069–MIB, 96–43100, Washington, DC 20240;
• (3)  Director, International Programs Office, U.S. Geological Survey, 12201 Sunrise Valley Drive, MS–917, Reston, VA 20192.

NOTIFICATION PROCEDURES:
Inquiries 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 request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
Employees of the Department who travel on official business; employees of independent agencies, councils, and commissions who are provided administrative support by the Department who travel on official business; and individuals who travel on official business on behalf of the Department.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.