INTERIOR/OS-51, Property Accountability and Control System

64 FR 17404 (April 9, 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-51, “Property Accountability and Control System.” The revisions will update the address of the system location and system manager and the categories of individuals covered by the system and categories of records in the system statements.
 
EFFECTIVE DATE:  These actions will be effective April 9, 1999.
 
FOR FURTHER INFORMATION CONTACT:  Chief, Property Management Section, Division of Logistic Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1731 MIB, Washington, DC 20240.
 
SUPPLEMENTARY INFORMATION:  In this notice, the Department of the Interior is amending OS-51, “Property Accountability and Control System,” to update the address of the system location and system manager, and to clarify the description of individuals covered by the system and categories of records in the system statements. Accordingly, the Department of the Interior proposes to amend the “Property Accountability and Control System,” OS-51 in its entirety to read as follows:
 
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
 
INTERIOR/OS-51.
 
SYSTEM NAME:
Property Accountability and Control System--Interior, OS-51
 
SYSTEM LOCATION:
Property Management Section, Division of Logistic Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1731 MIB, Washington, DC 20240.
 
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

  • (1)  Individuals designated as Custodial Officers in the Office of the Secretary.
  • (2)  Individuals in independent agencies, councils, and commissions (which are supported, administratively, by the Office of the Secretary) who are charged with the management of property assigned to their agency, council, or commission.

CATEGORIES OF RECORDS IN THE SYSTEM:
Name and identification code assigned to individual Custodial Officer or property manager. Data describing each piece of property assigned.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
40 U.S.C. 483.
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
The primary purpose of the system is to manage property assigned to offices, agencies, councils and commissions.
 
Disclosure 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 with jurisdiction when 
    • (a)  The United States, the Department of 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)  The 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.
  • (3)  To the General Accounting Office, in response to audits.
  • (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:
Records are maintained in computer data files.
 
RETRIEVABILITY:
Records are retrieved by Custodial Officer (or property manager) codes, and by codes describing and identifying property managed.
 
SAFEGUARDS:
Records are accessible only by authorized persons and are maintained in accordance with safeguards meeting the Computer Security Act of 1987.
 
RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with General Records Schedule No. 3, Item No. 10a.
 
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Property Management Section, Division of Logistic Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1731 MIB, 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 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:
Custodial Officer or property manager.
 
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.

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