[Privacy Act Issuances (2005)]
[DEPARTMENT OF THE INTERIOR]
[Office of the Secretary]
[From the U.S. Government Printing Office, www.gpo.gov]
INTERIOR/DOI-16
System name:
DOI LEARN (Department-wide Learning Management System).
Security classification:
None.
System location:
The system of records is located at a digital safe in a facility
in Reston, Virginia, managed under contract to the Office of
Personnel Management (OPM).
Categories of individuals covered by the system:
All employees, contractors, volunteers and appointees of the
Department of the Interior (DOI), who receive training related to
their official duties, whether or not sponsored by DOI bureaus and
offices. All non-DOI individuals who participate in DOI-sponsored
training or attend DOI-sponsored meetings. Non-DOI individuals are
defined as Federal employees from other agencies; personnel from
states, private agencies, not-for-profit organizations, universities;
and private citizens.
Categories of records in the system:
Interior employee information will be primarily imported from the
Department of the Interior Federal Personnel and Payroll System
(FPPS) on a bi-monthly basis. Occasional specific data entry for an
individual Interior employee may be required if the employee is
requesting training registration and the scheduled routine import has
not yet added his/her information to the system. Specific data fields
include: name, social security number, address information, gender,
date of birth, organization code, position title, GS series, pay
plan, grade level, supervisory status, type of appointment, education
level, duty station code, department, bureau, date of Federal
service, date of last promotion, occupational category, race,
national origin, and adjusted basic pay.
Historical training records of current employees contained in the
DOI LEARN system will be derived initially from existing systems
where training data is currently being housed. Fields contained in
this subset of data include, but are not limited to, necessary course
information (e.g., course title and class name) and class status
information (e.g., begin/end dates, completion status, certification
requirements met, test scores, and acquired skills).
The personal information maintained on non-DOI individuals
include the participants' name, social security number, agency
address, agency affiliation, phone/fax numbers, e-mail address,
supervisor's name and phone number, job series/grade/title, billing
information (e.g., responsible agency, tax ID number, DUNS number,
purchase order numbers, agency location codes and credit card
information); necessary course information (e.g., course title, class
name, objectives, description, and who should attend); class status
information (begin/end dates, responsible class instructor,
completion status, certification requirements met); and student
transcripts (course(s) completed/not completed, test scores, acquired
skills).
Authority for maintenance of the system:
5 U.S.C. 4101, et seq. (Government Organization & Employee
Training); 5 U.S.C. 1302, 2951, 4118, 4308, 4506, 3101, 43 U.S.C.
1457, Title VI of the Civil Rights Act of 1964 as amended (42 U.S.C.
2000d) Executive Order 11348 (Providing for Further Training of
Government Employees); as amended by Executive Order 12107 (Relating
to Civil Service Commission and Labor Management in Federal Service);
Code of Federal Regulations; 5 CFR 410, Subpart C (Establishing and
Implementing Training Programs); Americans with Disabilities Act (42
U.S.C. 112101); and the E-government Act of 2002 (44 U.S.C. 3501, et
seq.).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The primary uses of the records will be:
(1) To validate training records for certification purposes;
(2) To meet statistical reporting requirements of the Office of
Personnel Management, Department of the Interior Office for Equal
Employment Opportunity, and individual bureau and sub-agency
management;
(3) To generate class rosters and transcript listings for use by
course administrators;
(4) To generate requested student or personnel transcripts;
(5) To generate budget estimates related to training
requirements;
(6) To ensure prompt and correct payment for services rendered;
(7) To report on mandatory training compliance;
(8) To determine enrollment numbers; and
(9) To review the exact dates of registration in order of
acceptance.
Disclosures will be made:
(1) To release statistical information and training reports to
other organizations who are involved with the training;
(2) To disclose information to other Government training
facilities (Federal, State, and local) and to non-Government training
facilities (private vendors of training courses or programs, private
schools, etc.) for training purposes;
(3) To provide transcript information to education institutions
upon the student's request in order to facilitate transfer of credit
to that institution, and to provide college and university officials
with information about their students working in the Student Career
Experiment Program, Volunteer Service, or other similar programs
necessary to a student's obtaining credit for the experience;
(4) To disclose to a Federal agency in the Executive,
Legislative, or Judicial branch of government, in response to its
request, information in connection with the hiring of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the letting of a
contract, the issuance of a license, grant, or other benefits by the
requesting agency, or the lawful statutory, administrative, or
investigative purpose of the agency to the extent that the
information is relevant and necessary to the requesting agency's
decision.
(5) To an expert, consultant, or contractor (including employees
of the contractor) of DOI that performs, on DOI's behalf, services
requiring access to these records;
(6) To share logistical or attendance information with partner
agencies (Government or non-Government) who, based on cooperative
training agreements, have a need to know;
(7) (a) To any of the following entities or individuals, when the
circumstances set forth in (b) are met:
i. The Department of Justice (DOJ);
ii. A court, adjudicative or other administrative body;
iii. The fiscally sponsoring organization or agency of the
student;
iv. A party in litigation before a court or adjudicative or
administrative body; or
v. Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any DOI employee acting in his or her official capacity;
(C) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(D) The United States, when DOJ determines that DOI is likely to
be affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purposes for which the records were
compiled.
(iii) The data fields disclosed are limited in scope and will NOT
include:
(A) Date of Birth;
(B) Social Security Number; and
(C) Race, national origin data
(8) To a congressional office in response to a written inquiry an
individual covered by the system has made to the congressional office
about him or herself;
(9) To an official of another Federal, State or local government
or Tribal organization to provide information needed in the
performance of official duties related to reconciling or
reconstructing data files, in support of the functions for which the
records were collected and maintained; and
(10) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2903 and 2904.
Disclosure to consumer reporting agencies:
Pursuant to 5 U.S.C. 552a (b), records can be disclosed to
consumer reporting agencies as they are defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a (f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C. 3701(a) (3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in electronic media on hard disks, magnetic
tapes, compact disks and paper media.
Retrievability:
Information from this system is retrieved by either unique
identifying fields (e.g., student name or social security number) or
by general category (e.g., course code, training location, class
start date, registration date, affiliation, mandatory training
compliance and payment status).
Safeguards:
DOI LEARN is maintained with controls meeting safeguard
requirements identified in Departmental Privacy Act Regulations (43
CFR 2.51) for manual and automated records. Access to records in the
system is limited to authorized personnel whose official duties
require such access. Paper records are maintained in locked file
cabinets and/or in secured rooms. Electronic records are maintained
in conformity with Office of Management and Budget and Departmental
guidelines reflecting the implementation of the Federal Information
Security Management Act. Electronic data will be protected through
user identification, passwords, database permissions and software
controls. These security measures will establish different degrees of
access for different types of users. A Privacy Impact Assessment for
the hosting facility was conducted by the OPM.
Retention and disposal:
Paper records serving as input documents to the DOI LEARN system
will be maintained in accordance with the General Records Schedule
(GRS-1, item 29), which prescribes that they be destroyed when 5
years old, or when superseded or obsolete, whichever is sooner,
unless covered by other applicable records schedules. Electronic
records maintained in the DOI LEARN system will be maintained for 65
years after separation of the individual receiving training from
affiliation with the Department, in accordance with item 3150 of a
new Office of the Secretary (OS) records schedule which is being
drafted to cover the system. Paper and electronic records generated
by the DOI LEARN system will also be maintained in accordance with
item 3150 of the OS records schedule, unless covered by other
applicable records schedules.
System manager(s) and address:
(1) The system manager of the data contained within the DOI LEARN
system is the Chief, Office of Human Resources, Department of the
Interior, Main Interior Building, 1849 C Street, NW., Washington, DC
20240. Communications to the system manager should be addressed to
the attention of the LMS Project Lead; and (2) the system manager for
the physical location and the hardware housing the data is the
Director, E-Training Initiative, Office of Personnel Management, 1900
E Street, NW., Room 3326, Washington, DC 20415.
Notification procedure:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the system
manager whose address is provided in (1) from the ``System Manager''
section above. The request must be in writing, signed by the
requester, and include the requester's full name and address, and
social security number. (See 43 CFR 2.60.)
Records access procedures:
An individual requesting access to records maintained on him or
herself should address his/her request to the system manager whose
address is provided in (1) from the ``System Manager'' section above.
The request must be in writing, signed by the requester, and include
the requester's full name and address, and social security number.
The request envelope and letter should be clearly marked ``PRIVACY
ACT REQUEST FOR ACCESS.'' (See 43 CFR 2.63.)
Contesting record procedures:
An individual requesting amendment of a record maintained on him
or herself should address his/her request to the system manager whose
address is provided in (1) from the ``System Manager'' section above.
The individual requesting the amendment must provide their full name
and social security number. The request must be in writing and signed
by the requester. (See 43 CFR 2.71.)
Record source categories:
Information on Interior employees is provided from the existing
Departmental Federal Personnel and Payroll System (FPPS) or directly
from employees in communication with data entry personnel when the
scheduled routine import has not yet added the employee information
to the system. Information from non-DOI employees and other
individuals registering for training through DOI LEARN is provided
directly by the individuals in question using paper and electronic
forms.
Exemptions claimed for the System:
None.