[Federal Register: July 12, 2002 (Volume 67, Number 134)]
[Notices]               
[Page 46202-46203]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr12jy02-73]                         

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DEPARTMENT OF THE INTERIOR

Office of the Secretary

 
Privacy Act of 1974, as Amended; Addition of a New System of 
Records

AGENCY: Department of the Interior.

ACTION: Proposed addition of a new system of records.

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SUMMARY: The Department of the Interior is issuing public notice of its 
intent to add a new Privacy Act system of records to its inventory of 
records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a). 
This action is necessary to meet the requirements of the Privacy Act to 
publish in the Federal Register notice of the existence and character 
of records systems maintained by the agency (5 U.S. C. 552a(e)(4)). The 
new system of records is called the Electronic Email Archive System 
(EEAS), Interior--OS-10.

EFFECTIVE DATE: 5 U.S.C. 552a(e)(11) requires that the public be 
provided a 30-day period in which to comment on the intended use of the 
information in the system of records. Any persons interested in 
commenting on this proposed system of records may do so by submitting 
comments in writing to the Departmental Privacy Act Officer, U.S. 
Department of the Interior, Office of the Chief Information Officer, MS 
5312 MIB, 1849 C Street NW., Washington, DC 20240.
    Comments received within 30 days of publication in the Federal 
Register will be considered. The system will be effective as proposed 
at the end of the comment period unless comments are received which 
would require a contrary determination. In that case the Department 
will publish any changes to the routine uses.

FOR FURTHER INFORMATION CONTACT: For information on the Electronic 
Email Archive System contact Regina Lawrence, Office of the Chief 
Information Officer, Department of the Interior at 202-208-5413, or 
mail at MS-5312-MIB, 1849 C St. NW., Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Interior Electronic Email Archive System 
(EEAS) will contain data from certain Department of the Interior 
bureaus/offices with Indian Trust program responsibilities for the 
purpose of responding to discovery requests from plaintiffs and 
requests from the Court, the Special Master, and the Court Monitor in 
Cobell et al. v. Norton, et al., U.S.D.C. D.C., No. 1:96CV01285. The 
capability of the system to retrieve information from an email archive 
depository will assist compliance with court requirements.

    Dated: July 9, 2002
Marilyn Legnini,
Departmental Privacy Act Officer, Office of the Chief Information 
Officer.
INTERIOR/OS-10.

System name:
    Electronic Email Archive System (EEAS).

Security classification:
    Sensitive, but unclassified.

System location:
    The records of this system are located at a digital safe site at a 
location managed by the contractor for the Department of the Interior. 
Only information maintained at this site by the contractor is 
considered a Privacy Act system of records covered by this notice.

Categories of individuals covered by the system:
    The system contains information on individuals who send and receive 
electronic messages using Internet email and interoffice email from and 
to those Departmental bureaus/offices involved with Indian Trust 
programs, and those individuals who are referred to in the electronic 
messages. These bureaus/offices are as follows: Office of the 
Solicitor, Bureau of Indian Affairs, Office of the Special Trustee for 
American Indians, Office of the Assistant Secretary--Indian Affairs, 
Bureau of Land Management, Office of the Assistant Secretary--Policy, 
Management, and Budget, Office of Hearings and Appeals, Office of 
Historical Trust Accounting, Office of the Secretary, and the Minerals 
Management Service.

Categories of records in the system:
    Records include information from Internet email and interoffice 
email, including address of sender and receiver(s), subject, date sent 
or received, text of the message, name of attachment, attachment text, 
and certification status. The name and email address of the sender and 
receiver are captured along with the bcc, cc, subject line, and text of 
the message.

Authority for maintenance of the system:
    5 USC 301, 43 CFR 1455, and 40 CFR part 1441.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    The system's main purpose is to respond to discovery requests from 
plaintiffs and requests from the Court, the Special Master, and the 
Court Monitor in the Cobell v. Norton litigation, filed in the U.S. 
District Court for the District of Columbia.
    Disclosures outside the Department of the Interior can be made to:
    (a) Contractors who service and maintain the system for the 
Department, ensuring that all provisions of the Privacy Act, and all 
other applicable laws, regulations, and policies relating

[[Page 46203]]

to contracting and record security are met.
    (b) Another Federal agency to enable that agency to respond to an 
inquiry by the individual to whom the record pertains.
    (c) 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:
    (1) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (a) The Department or any component of the Department;
    (b) Any Departmental employee acting in his or her official 
capacity;
    (c) Any Departmental employee acting in his or her individual 
capacity where the Department or the Department of Justice has agreed 
to represent the employee; and
    (2) We deem the disclosure to be:
    (a) Relevant and necessary to the proceeding; and
    (b) Compatible with the purpose for which we compiled the 
information.
    (d) The appropriate Federal agency that is responsible for 
investigating, prosecuting, enforcing or implementing a statute, rule, 
regulation or order, when we become aware of an indication of a 
violation or potential violation of the statute, rule, regulation, or 
order.
    (e) A congressional office in response to an inquiry to that office 
by the individual to whom the record pertains.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Information in this system of records is maintained in electronic 
format on a system hard drive.

Retrievability:
    This specific system has the capability of performing searches 
through email archive information identified in the ``Category of 
records'' section above using any word or number criteria. This 
capability makes it unique from other email archive systems that are 
maintained by Interior bureaus/offices, and therefore, this system 
becomes subject to Privacy Act requirements.

Safeguards:
    The contractor maintaining this system must follow the requirements 
under 5 U.S.C. 552a(e)(10) and 43 CFR 2.51 for security standards. A 
security plan was developed to prevent unauthorized access to the 
system. The plan addresses application security, administration/user 
security, and application agreements. Access to the system is limited 
to authorized personnel whose official duties require such access. The 
EEAS system will be maintained at the Government contractor's facility 
at a secured data center.

Retention and disposal:
    Records in this system will be retained indefinitely pending 
completion of Cobell et al. v. Norton, et al., U.S.D.C. D.C., No. 
1:96CV01285 or until the Court orders the Department to retain/dispose 
of these records differently.

System manager(s) and address:
    The Technology Services Division, Administrative Operations 
Directorate, National Business Center, Department of the Interior, MS-
1540-MIB, 1849 C St. NW., Washington, DC 20240.

Notification procedures:
    To determine whether your records are in this Privacy Act system of 
records, contact the Privacy Act Officer at the bureau/office from 
which your email message was sent or where it was received (see list of 
participating bureau/offices identified in the ``Categories of 
individuals'' section above). Interior bureaus/offices are listed at 
the Department of the Interior Web site at www.doi.gov. The request 
must meet the requirements of 43 CFR 2.60. Provide the following 
information with your request:
    (a) Proof of your identity;
    (b) List of all the names by which you have been known, such as 
maiden name or alias;
    (c) Your Social Security Number;
    (d) Your mailing address;
    (e) Time period(s) that records pertaining to you may have been 
created or maintained, to the extent known by you (See 43 CFR 
2.60(b)(3)); and
    (f) Specific description or identification of the records you are 
requesting (including whether you are asking for a copy of all of your 
records or only a specific part of them), and the maximum amount of 
money that you are willing to pay for their copying (See 43 CFR 
2.63(b)(4)).

Record access procedures:
    To request access to records, follow procedures in the 
``Notification procedure'' section above. The request must meet the 
requirements of 43 CFR 2.63. Provide with your request the same 
information identified in the ``Notification procedures'' sections.

Contesting record procedures:
    To request an amendment of a record, send requests in writing to 
the contacts identified in the ``Notification procedure'' section 
above. The request must meet the requirements of 43 CFR 2.71.

Records source categories:
    Some information maintained in the system is collected from mag-
tapes provided by Interior bureau/office email backup systems from 
those installations identified in the ``Categories of individuals'' 
section above. This information is downloaded onto a hard drive managed 
by the contractor and stored digitally. Information from Interior 
bureau/office e-mail servers will be captured in real time, transmitted 
electronically through secured networks, and captured and stored 
electronically into the EEAS.

Exemptions claimed for the system:
    None.

[FR Doc. 02-17587 Filed 7-11-02; 8:45 am]
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