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

• (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.