INTERIOR/OS-20, Secretarial Controlled Correspondence File

64 FR 20013 (April 23, 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–20, ‘‘Secretarial Controlled Correspondence File.’’ The revisions will update the record source categories statement and the address of the system location and system manager. 

EFFECTIVE DATE:  These actions will be effective on April 23, 1999. 

FOR FURTHER INFORMATION CONTACT:  Director, Office of Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS–7229 MIB, Washington, DC 20240. 

SUPPLEMENTARY INFORMATION:  The Department of the Interior is proposing to amend the system notice for OS–20, ‘‘Secretarial Controlled Correspondence File,’’ to update the record source categories statement and the address of the system location and system manager to reflect changes that have occurred since the notice was last published. Accordingly, the Department of the Interior proposes to amend the ‘‘Secretarial Controlled Correspondence File,’’ OS–20, system notice in its entirety to read as follows: 

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

INTERIOR/OS–20 

SYSTEM NAME: 
Secretarial Controlled Correspondence File—Interior, OS—20. 

SYSTEM LOCATION: 
Office of Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS–7229 MIB, Washington, DC 20240. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 
Persons who have written to the Secretary of the Interior on official business. 

CATEGORIES OF RECORDS IN THE SYSTEM: 
Information identifying the author(s) of correspondence received, date and subject of the correspondence, disposition of the correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 
5 U.S.C. 301; 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 use of the records is to ascertain the status of official correspondence sent to the Secretary of the Interior. 

Disclosures outside the Department of the Interior may be made: 

• (1)  To another Federal agency to enable that agency to respond to an inquiry by the individual to whom the record pertains. 
• (2)  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; 
    • (2)  Any Departmental employee acting in his or her official capacity; 
    • (3)  Any Departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee; or 
    • (4)  The United States, when the Department determines that the Department is likely to be affected by the proceeding; and
  • (b)  The Department deems the disclosure to be: 
    • (1)  Relevant and necessary to the proceeding; and 
    • (2)  Compatible with the purpose for which it compiled the information. 
• (3)  To 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 the Department becomes aware of an indication of a violation or potential violation of the statute, rule, regulation, order or license. 
• (4)  To a congressional office in response to an inquiry to that office by the individual to whom the record pertains. 
• (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: 
Records are stored in an automated database. 

RETRIEVABILITY: 
Records are retrieved by a unique number assigned by the automated system to each letter received, name of correspondent(s), subject(s) of correspondence, date of correspondence, date correspondence received in the Office of Executive Secretariat, and disposition of correspondence. 

SAFEGUARDS: 
Records are maintained in a secure database with access limited by security software. Database is installed on hardware located in a secure room. 

RETENTION AND DISPOSAL: 
Records are retained and disposed of in accordance with General Records Schedule No.23, Item No.3, which you can find at . 

SYSTEM MANAGER(S) AND ADDRESSES:
 Director, Office of Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS–7229 MIB, Washington, DC 20240. 

NOTIFICATION PROCEDURES: 
An individual requesting notification of the existence of records on him or her should address his/her request to the System Manager. The request must be in writing, signed by the requestor, state that the requester seeks information on his/her records, 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 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 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: 
The information contained in this system of records is obtained both from the individuals to whom the records pertain and the agency officials who respond to the correspondence received. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 
None.