[Federal Register Volume 76, Number 141 (Friday, July 22, 2011)]
[Notices]
[Pages 44033-44036]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-18508]
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DEPARTMENT OF THE INTERIOR
Office of the Secretary
Privacy Act of 1974, as Amended; Notice of a New System of
Records
AGENCY: Office of the Secretary, Interior.
ACTION: Notice of creation of a new system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Interior is issuing a public notice of
its intent to create the Department of the Interior system of records
titled, Department of the Interior Social Networks. The system will
assist the Department of the Interior by providing new ways to connect
and share information, and solicit and receive feedback freely with the
public. This newly established system will be included in the
Department of the Interior's inventory of record systems.
DATES: Comments must be received by August 31, 2011. This new system
will be effective August 31, 2011.
ADDRESSES: Any person interested in commenting on this new system of
records may do so by: submitting comments in writing to the OS/NBC
Privacy Act Officer, 1951 Constitution Avenue, NW., Mail Stop 116 SIB,
Washington, DC 20240; hand-delivering comments to the OS/NBC Privacy
Act Officer, 1951 Constitution Avenue, NW., Mail Stop 116 SIB,
Washington, DC 20240; or e-mailing comments to [email protected].
FOR FURTHER INFORMATION CONTACT: System Manager, Director of New Media,
1849 C Street NW., Mail Stop 6320 MIB, Washington, DC 20240, 202-208-
7975.
SUPPLEMENTARY INFORMATION:
I. Background
The Department of the Interior is creating the DOI Social Networks
system of records. The purpose of this system is to allow the
Department of the Interior to interact with the public using third
party or commercial social media applications. These applications
facilitate the sharing of information and ideas between the Department
of the Interior and the public. Many social media applications require
users to register or provide information to utilize their services.
While the Department of the Interior may use social media applications
to connect with the public in an official capacity, information
provided by an individual to register with the third party site is
rarely shared with the Department. Information collected and stored by
the social media applications is subject to the third party privacy
policies posted on their Web sites. The Department of the Interior may
receive contact information from the third party site for individuals
who wish to have further contact with the Department for additional
communications such as dissemination of information for an upcoming
event, notification of an emergency or breaking news, or solicitation
of feedback about a program. The Department may also receive user names
or e-mails for individuals who have commented or submitted information
on a Department of the Interior section on a social media Web site. The
Department may also receive information indirectly from social media
sites as part of specific programs or initiatives.
The Department may use social media applications to share
information with the public, to collect ideas and comments submitted by
the public, and to promote participation and collaboration with the
public. A list of the Department of the Interior's Social Media
presence can be found at: http://www.doi.gov/news/Social-Media.cfm. The
information provided by the Department on these social media sites is
also available on Department of the Interior public Web sites. If the
Department is requesting feedback from the public through the use of a
social media site, an alternative DOI e-mail address will also be
provided so that the public may interact with the Department without
having to use the social media site. When an individual submits an e-
mail directly to the Department, the Department will maintain the
individual's e-mail, and
[[Page 44034]]
any other personal information provided in their e-mail, in accordance
with applicable records retention policy. All interactions by the
public are voluntary. The Department of the Interior's Social Media
Policy can be found at: http://www.doi.gov/notices/Social-Media-Policy.cfm.
The system will be effective as proposed at the end of the comment
period (the comment period will end 40 days after the publication of
this notice in the Federal Register), unless comments are received that
would require a contrary determination. DOI will publish a revised
notice if changes are made based upon a review of the comments
received.
II. Privacy Act
The Privacy Act of 1974, as amended, embodies fair information
principles in a statutory framework governing the means by which
Federal agencies collect, maintain, use, and disseminate individuals'
personal information. The Privacy Act applies to information that is
maintained in a ``system of records.'' A ``system of records'' is a
group of any records under the control of an agency for which
information is retrieved by the name of an individual or by some
identifying number, symbol, or other identifying particular assigned to
the individual. The Privacy Act defines an individual as a United
States citizen or lawful permanent resident. As a matter of policy, DOI
extends administrative Privacy Act protections to all individuals.
Individuals may request access to their own records that are maintained
in a system of records in the possession or under the control of DOI by
complying with DOI Privacy Act Regulations, 43 CFR part 2.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains, the routine uses that are
contained in each system in order to make agency record keeping
practices transparent, to notify individuals regarding the uses of
their records, and to assist individuals to more easily find such
records within the agency. Below is the description of the Department
of the Interior Social Networks system of records.
In accordance with 5 U.S.C. 552a(r), DOI has provided a report of
this system of records to the Office of Management and Budget and to
Congress.
III. Public Disclosure
Before including your address, phone number, e-mail address, or
other personal identifying information in your comment, you should be
aware that your entire comment--including your personal identifying
information--may be made publicly available at any time. While you can
ask us in your comment to withhold your personal identifying
information from public review, we cannot guarantee that we will be
able to do so.
Dated: July 5, 2011.
Karen Burke,
OS/NBC Privacy Act Officer.
SYSTEM OF RECORDS:
DOI-08
SYSTEM NAME:
DOI Social Networks.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records contained in these systems of records are maintained by the
Bureau or Office conducting the social media outreach.
(1) Office of the Secretary, 1849 C Street, NW., Washington, DC
20240.
(2) Bureau of Land Management, 1120 20th Street, NW., Washington,
DC 20036.
(3) U.S. Bureau of Reclamation, Denver Federal Center, P.O. Box
25007, Denver, Colorado 80225-0007.
(4) U.S. Geological Survey, 12201 Sunrise Valley Drive, Reston,
Virginia 20192.
(5) National Park Service, 1201 I Street, NW., Org Code 2652,
Washington, DC 20005.
(6) U.S. Fish and Wildlife Service, 4501 N. Fairfax Drive,
Arlington, Virginia 22203.
(7) Bureau of Ocean Energy Management, Regulation and Enforcement,
381 Elden Street, Herndon, Virginia 20170.
(8) Office of Surface Mining Reclamation and Enforcement, 1951
Constitution Avenue, NW., Washington, DC 20240.
(9) Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA
20170.
Social media sites may retain separate records from the Department.
Please see the Department of the Interior Privacy Policy for more
information. http://www.doi.gov/privacy.cfm.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who contact the Department of the Interior through a
social media outlet or other electronic means, including submitting
feedback to the Department of the Interior, corresponding with the
Department as a result of the Department's outreach using social
networks, or requesting to be contacted by the Department.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system may contain information passed through a social media
site to facilitate interaction with the Department such as, but not
limited to: first name, last name, username, e-mail address, home or
work address, contact information, and phone numbers. It may also
include input and feedback from the public, such as comments, e-mails,
videos, and images, which may include tags, geotags or geographical
metadata. Depending on the circumstances of the individual's
interaction and the social media site being used, it may include data
provided to the Department such as date of birth, age, security
questions, IP addresses, passwords, financial data, educational,
business, or volunteer affiliation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Presidential Memorandum to the Heads of Executive Departments and
Agencies on Transparency and Open Government, January 21, 2009. OMB M-
10-06, Open Government Directive, Dec. 8, 2009. OMB M-10-22, Guidance
for Online Use of Web Measurement and Customization Technologies, June
25, 2010. OMB M-10-23, Guidance for Agency Use of Third-Party Web sites
and Applications, June 25, 2010. The Department of the Interior,
Establishment, 43 U.S.C. 1451.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The purpose of this system is to allow the Department of the
Interior to interact with the public and provide additional
transparency to the public through the use of social media.
Registration information, username, comments, and suggestions made by
the public on third party social networks where the Department has an
official presence may be collected by third party social networks for
registration or use of social media sites. Information and comments
provided may be utilized by the Department of the Interior to
facilitate interaction with the public, to disseminate information
regarding an upcoming event, to notify the public of an emergency or
breaking news, or solicit feedback about Departmental programs. The
Department of the Interior may also respond to information received
directly from individuals who provide feedback from social media
outreach using alternate methods, such
[[Page 44035]]
as an e-mail directly to the Department, a form on a DOI Web page, or
comments on a DOI blog.
A list of the Department of the Interior's Social Media presence
can be found at: http://www.doi.gov/news/Social-Media.cfm.
Disclosures outside DOI may be made without the consent of the
individual to whom the record pertains under the routine uses listed
below:
(1) (a) To any of the following entities or individuals, when the
circumstances set forth in paragraph (b) are met:
(i) The U.S. Department of Justice (DOJ);
(ii) A court or an adjudicative or other administrative body;
(iii) A party in litigation before a court or an adjudicative or
other administrative body; or
(iv) 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 other Federal agency appearing before the Office of
Hearings and Appeals;
(C) Any DOI employee acting in his or her official capacity;
(D) 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;
(E) 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 purpose for which the records were
compiled.
(2) To a congressional office in response to a written inquiry that
an individual covered by the system, or the heir of such individual if
the covered individual is deceased, has made to the office.
(3) To the Executive Office of the President in response to an
inquiry from that office made at the request of the subject of a record
or a third party on that person's behalf, or for a purpose compatible
for which the records are collected or maintained.
(4) To any criminal, civil, or regulatory law enforcement authority
(whether Federal, state, territorial, local, Tribal or foreign) when a
record, either alone or in conjunction with other information,
indicates a violation or potential violation of law--criminal, civil,
or regulatory in nature, and the disclosure is compatible with the
purpose for which the records were compiled.
(5) To an official of another Federal agency to provide information
needed in the performance of official duties related to reconciling or
reconstructing data files or to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(6) To Federal, state, territorial, local, Tribal, or foreign
agencies that have requested information relevant or necessary to the
hiring, firing or retention of an employee or contractor, or the
issuance of a security clearance, license, contract, grant or other
benefit, when the disclosure is compatible with the purpose for which
the records were compiled.
(7) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2904 and 2906.
(8) To state and local governments and Tribal organizations to
provide information needed in response to court order and/or discovery
purposes related to litigation, when the disclosure is compatible with
the purpose for which the records were compiled.
(9) To an expert, consultant, or contractor (including employees of
the contractor) of DOI that performs services requiring access to these
records on DOI's behalf to carry out the purposes of the system.
(10) 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.
(11) To the Office of Management and Budget during the coordination
and clearance process in connection with legislative affairs as
mandated by OMB Circular A-19.
(12) To the Department of the Treasury to recover debts owed to the
United States.
(13) To a consumer reporting agency if the disclosure requirements
of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have
been met.
(14) To the news media and the public, with the approval of the
Public Affairs Officer in consultation with Counsel and the Senior
Agency Official for Privacy, where there exists a legitimate public
interest in the disclosure of the information, except to the extent it
is determined that release of the specific information in the context
of a particular case would constitute an unwarranted invasion of
personal privacy.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are contained in file folders stored in file
cabinets; electronic records are contained in removable drives,
computers, e-mail and electronic databases.
RETRIEVABILITY:
Information may be retrieved by full-text search, name, image,
video, e-mail address, user name, or date received.
SAFEGUARDS:
The records contained in this system are safeguarded in accordance
with applicable security rules and policies. Access to the servers
containing the records in this system is limited to DOI personnel who
have a need to know the information for the performance of their
official duties. The DOI servers storing this information are located
in secured DOI facilities with access codes, security codes, and
security guards. Personnel authorized to access systems must complete
all Security, Privacy, and Records training and sign the DOI rules of
behavior. Access to DOI networks and data requires a valid username and
password. Manual records are maintained in file cabinets located in
secure DOI facilities under the control of authorized personnel.
RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with DOI social
media records schedule. The disposition is temporary, and records will
be destroyed when no longer needed for agency business.
SYSTEM MANAGER AND ADDRESS:
Policy official is the Director of New Media, 1849 C Street, NW.,
Washington,
[[Page 44036]]
DC 20240. Records holders are organizational elements of the Department
of the Interior Bureaus and Offices who utilize social networks:
(1) Director of New Media, 1849 C Street, NW., Washington, DC
20240.
(2) Office of the Secretary, 1849 C Street, NW., Washington, DC
20240.
(3) Bureau of Land Management, 1120 20th Street, NW., Washington,
DC 20036.
(4) U.S. Bureau of Reclamation, Denver Federal Center, P.O. Box
25007, Denver, Colorado 80225-0007.
(5) U.S. Geological Survey, 12201 Sunrise Valley Drive, Reston,
Virginia 20192.
(6) National Park Service, 1201 I Street, NW., Org Code 2652,
Washington, DC 20005.
(7) U.S. Fish and Wildlife Service, 4501 N. Fairfax Drive,
Arlington, Virginia 22203.
(8) Bureau of Ocean Energy Management, Regulation and Enforcement,
381 Elden Street, Herndon, Virginia 20170.
(9) Office of Surface Mining Reclamation and Enforcement, 1951
Constitution Avenue NW., Washington, DC 20240.
(10) Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA
20170.
A list of the Department of the Interior's Social Media presence
can be found at: http://www.doi.gov/news/Social-Media.cfm.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself should send a signed, written inquiry to the
Bureau FOIA Officer. A list of the FOIA Officers and their contact
information can be found at http://www.doi.gov/foia/contacts.html. The
request letter should be clearly marked ``PRIVACY ACT INQUIRY''. The
written inquiry should be signed and include as much of the following
information as possible: Name, address, the social media site used,
identifier used (username, e-mail address, pseudonym), and date range
if known. A request for notification must meet the requirements of 43
CFR 2.60.
RECORDS ACCESS PROCEDURES:
An individual requesting access to records on himself or herself
should send a signed, written inquiry to the Bureau FOIA Officer. A
list of the FOIA Officers and their contact information can be found at
http://www.doi.gov/foia/contacts.html. The request letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS''. The written inquiry
should be signed and include as much of the following information as
possible: Name, address, the social media site used, identifier used
(username, e-mail address, pseudonym), and date range if known. A
request for notification must meet the requirements of 43 CFR 2.63.
CONTESTING RECORDS PROCEDURES:
An individual requesting corrections or contesting information
contained in his or her records must send a signed, written request to
the Bureau Privacy Act Officer. A list of the Privacy Act Officers and
their contact information can be found at: http://www.doi.gov/ocio/privacy/doi_privacy_act_officers.htm. A request for corrections or
removal must meet the requirements of 43 CFR 2.71.
RECORD SOURCE CATEGORIES:
Individuals who interact with the Department of the Interior
through social media networks or who communicate electronically with
the Department in response to public outreach.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2011-18508 Filed 7-21-11; 8:45 am]
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