INTERIOR/OS-35, Library Circulation Control System

64 FR 16988 (April 7, 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 the Existing Systems 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–35, ‘‘Library Circulation Control System.’’ The revisions will update the address of the system location and system manager. 

EFFECTIVE DATE:  These actions will be effective April 7, 1999. 

FOR FURTHER INFORMATION CONTACT:  Library Contractor COTR, Division of Employee and Public Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240. 

SUPPLEMENTARY INFORMATION:  In this notice, the Department of the Interior is amending OS–35, ‘‘Library Circulation Control System,’’ to update the address of the system location and system manager. Accordingly, the Department of the Interior proposes to amend the ‘‘Library Circulation Control System,’’ OS–35 in its entirety to read as follows: 

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

INTERIOR/OS–35 

SYSTEM NAME
Library Circulation Control System— Interior, OS–35. 

SYSTEM LOCATION: 
U.S. Department of the Interior Library, 1849 C Street NW, Washington, DC 20240. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 
Individuals borrowing library materials from the Department of the Interior library. 

CATEGORIES OF RECORDS IN THE SYSTEM: 
Name and identification number of borrower; affiliation of borrower; work address and telephone number of borrower, call number and due date of items borrowed; other information identifying items borrowed.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 
43 U.S.C. 67a. 1456, 1467; 40 U.S.C. 483(b); 44 U.S.C. 3101. 

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 control library materials borrowed. 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 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 a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office. 
  • (3)  To Federal, State, or local agencies that have requested information necessary or relevant to the hiring, firing or retention of an employee, or the issuance of a security clearance, contract, license, grant or other benefit. 
  • (4)  To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing, implementing or administering a statute, rule, regulation, order, license, contract, grant or other agreement, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, order, license, contract, grant or other agreement. 
  • (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 maintained in computer data files. 

RETRIEVABILITY
Records are retrievable by name or identification number of borrower, and by call number, due date, or other information relating to items borrowed. 

SAFEGUARDS: 
Records are maintained in computer files, within the library, and are accessible only by authorized persons. Computers allowing access to records are attended constantly during working hours; the library is locked after working hours.

RETENTION AND DISPOSAL: 
Records are maintained for two years and then destroyed in accordance with instructions contained in the Office of the Secretary Administrative Handbook Number 7. 

SYSTEM MANAGER(S) AND ADDRESS:
Library Contractor COTR, Division of Employee and Public Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240. 

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 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 2.71. 

RECORD SOURCE CATEGORIES: 
Individuals borrowing materials from Departmental Library and materials borrowed from the Library. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 
None. 

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