INTERIOR/OS-69, Freedom of Information Act Appeals Files

64 FR 16986 (April 7, 1999); Modification published 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 notice, OS-69, ‘‘Freedom of Information Appeal Files.’’ The revisions will update the name of the system and address of the system location and system manager.
 
EFFECTIVE DATE: These actions will be effective on May 7, 1999.
 
FOR FURTHER INFORMATION CONTACT: Department Freedom of Information Act Appeals Officer, Office of Information Resources Management, MS-5312 MIB, 1849 C Street NW, Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  The Department of the Interior is proposing to amend the system notice for OS-69, ‘‘Freedom of Information Appeal Files,’’ to more accurately identify the system of records and to update the address of the system location and system manager. Accordingly, to the Department of the Interior proposes to amend the ‘‘Freedom of Information Appeal Files,’’ OS–69, in its entirety to read as follows:
 
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer,
National Business Center.
 
INTERIOR/OS–69
 
SYSTEM NAME:
Freedom of Information Act Appeals Files—Interior, OS–69.
 
SYSTEM LOCATION:
U.S. Department of the Interior, Office of Information Resources Management, MS-5312 MIB, m 1849 C Street NW, Washington, DC 20240.
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 
Individuals who have filed appeals under Department of the Interior Freedom of Information Act (FOIA) appeal procedures
 
CATEGORIES OF RECORDS IN THE SYSTEM:
FOIA appeals, FOIA requests and decisions on requests issued by bureaus and offices, records which track the processing of FOIA appeals, extension of-time letters and related records, recommendations of the Office of the Solicitor and of other Department officials on appeals; and final decisions on appeals
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552.
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
The primary purposes of the system are:
  • (1) To support action on FOIA appeals.
  • (2) To gather information for management and reporting purposes.

Disclosure outside the Department of the Interior may be made:

  • (1) To other Federal agencies having a subject matter interest in an appeal of a decision on a request.
  • (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 or for enforcing or implementing the statute, rule, regulation, order, or license, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, 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 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:
Appeal records are maintained in manual form in file folders. Appeal tracking information is maintained in computerized form on magnetic media.
 
RETRIEVABILITY:
Manual records are indexed by appeal number. A cross-reference list permits retrieval of records by appellant’s name. Computer records are indexed by name of appellant, appeal number, date and subject of appeal.
 
SAFEGUARDS:
Records are maintained with safeguards meeting the requirements of 43 CFR 2.51.
 
RETENTION AND DISPOSAL:
Records are destroyed six years after final determination by agency, or three years after final adjudication by courts, in accordance with General Records Schedule No. 14, Item 12.
 
SYSTEM MANAGER(S) AND ADDRESS:
Freedom of Information Act Appeals Officer, U.S. Department of the Interior, Office of Information Resources Management, MS-5312 MIB, 1849 C Street NW, Washington, DC 20240.
 
NOTIFICATION PROCEDURES:
A request for notification of the existence of records shall be addressed to the System Manager. The request shall be in writing, signed by the requester, and comply with 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 shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.63.
 
CONTESTING RECORDS PROCEDURES:
A request for amendment of a record shall be addressed to the System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
Appellants; bureau, office, and Department officials.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.

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