Grants SORN 78 FR 43775

[Federal Register Volume 73, Number 145 (Monday, July 28, 2008)]
[Notices]
[Pages 43775-43777]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-17264]

[[Page 43775]]
----------------------------------------------------------------------DEPARTMENT OF THE INTERIOR
Office of the Secretary
Privacy Act of 1974, As Amended; Establishment of a New System of
Records
AGENCY: Office of the Secretary.
ACTION: Proposed establishment of a new system of records.
----------------------------------------------------------------------SUMMARY: In accordance with the Privacy Act of 1974, as amended (5
U.S.C. 552a), the Department of the Interior is issuing public notice
of its intent to add a new Privacy Act system of records notice to its
inventory: Interior, DOI-89, ``Grants and Cooperative Agreements:
FBMS.'' This new notice covers records previously covered in Privacy
Act system of records notice Interior, DOI-90, ``Federal Financial
System.''
DATES: Comments must be received by September 8, 2008.
ADDRESSES: Any persons interested in commenting on this new, proposed
system of records may do so by submitting comments in writing to the
Office of the Secretary Acting Privacy Act Officer, Linda Thomas, U.S.
Department of the Interior, MS-116 SIB, 1951 Constitution Avenue, NW.,
Washington, DC 20240, or by e-mail to [email protected].
FOR FURTHER INFORMATION CONTACT: Office of the Secretary Acting Privacy
Act Officer, Linda Thomas, U.S. Department of the Interior, MS-116 SIB,
1951 Constitution Avenue, NW., Washington, DC 20240, or by e-mail to
[email protected].
SUPPLEMENTARY INFORMATION: The records covered by this notice were
previously covered by another Privacy Act System of Records Notice:
Interior, DOI-90, ``Federal Financial System.'' The Office of the
Secretary is proposing to establish a separate notice to cover records
relating to grants and cooperative agreements to identify more clearly
the categories of records included in this system and the parties to
whom these records may be disclosed on a routine basis.
The Office of the Secretary is proposing to establish this notice
at this time because the Department of the Interior (DOI) is in the
process of replacing the Federal Financial System (FFS) with the
Financial and Business Management System (FBMS), and because Interior,
DOI-90 is being amended to cover only those records relating to DOI's
acquisition of goods and services. Upon its amendment, Interior DOI-90
will be renamed DOI-87, ``Acquisition of Goods and Services: FBMS.''
Other portions of the records previously covered by Interior, DOI-90
will be covered by Interior, DOI-86, ``Accounts Receivable: FBMS,'' and
Interior, DOI-88, ``Travel Management: FBMS.''
FBMS will provide the Department of the Interior with standard
business practices supported by a single, integrated finance and
administrative system for all bureaus; it will help DOI manage a

variety of business functions, including the awarding of grants and
establishing of cooperative agreements. FBMS takes a comprehensive
approach to improving the current business functions in its core
systems by replacing DOI's current computer systems with modern
software. The combination of standardized business practices and
enhanced computer system functionality will enable DOI's bureaus and
offices to improve service to their customers and to operate more
efficiently. Benefits gained from implementing this suite of
applications will include the ability to access and share real-time,
accurate business information; to support effective business decisions
for mission delivery; to issue accurate financial reports and analysis
of managerial data; to support timely decision-making in the field; to
free-up more time for mission-focused activities; to focus on valueadded analysis rather than data gathering; and to eliminate redundant
administrative tasks and multiple login screens.
DOI has adopted a multi-year, phased approach to implementing FBMS,
both in terms of functionality, and in terms of the migration of the
Department's component bureaus and offices from FFS and other
associated systems, to FBMS. DOI plans to complete its implementation
of FBMS by calendar year 2013.
Towards that end, this new system will be effective as proposed at
the end of the comment period unless comments are received which would
require a contrary determination. The Department will publish a revised
notice if changes are made based upon a review of comments received.
Linda Thomas,
Office of the Secretary Acting Privacy Officer.
SYSTEM NAME:
Interior, DOI-89, ``Grants and Cooperative Agreements: FBMS.''
SYSTEM LOCATION:
Financial and Procurement Systems Division, Budget and Finance,
National Business Center, MS D-2790, 7301 West Mansfield Avenue,
Denver, CO 80235-2230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individual and corporate recipients of grants and cooperative
agreement awards.
Note: This system contains records relating to non-profit and
not-for-profit institutions, as well as other business entities.
However, only records containing personal information relating to
individuals are subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names of individuals; Social Security Numbers; tax identification
numbers; recipient addresses, email addresses, telephone, and fax
numbers; and payment information used in accounting and financial
processing of grant and cooperative agreement awards.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 5701 et seq.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The primary purpose of the records is to award and manage grant and
cooperative agreement awards.
Other disclosures outside the Department of the Interior may be
made:
(1) To the Department of the Treasury for payment of claims.
(2) To the Department of Health and Human Services in the form of
grant and cooperative agreement announcements and application packages.
(3) To the Department of Commerce in the form of reports listing
all grant and cooperative agreement awards.
(4) To other Federal agencies for the purpose of collecting debts
owed to the Federal government.
(5)(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;
[[Page 43776]]
(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.
(6) 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.
(7) 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.
(8) 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.
(9) 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.
(10) 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.
(11) 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.
(12) 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.
(13) 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.
(14) 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.
(15) To the Department of the Treasury to recover debts owed to the
United States.
(16) To the news media when the disclosure is compatible with the
purpose for which the records were compiled.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a
consumer reporting agency as 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 maintained in manual, microfilm, microfiche,
electronic, imaged and computer printout form. Electronic records are
stored on magnetic media at the central computer processing center.
Original input documents are stored in standard office filing equipment
and/or as imaged documents on magnetic media at all locations which
prepare and provide input documents and information for data
processing.
RETRIEVABILITY:
Records are retrieved by document award number and recipient name
or Social Security Number/Taxpayer Identification Number (individuals).
SAFEGUARDS:
FBMS 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 is limited to
authorized personnel whose official duties require such access; agency
officials have access only to records pertaining to their agencies.
(1) Physical Security: Paper or micro format records are maintained
in locked file cabinets and/or in secured rooms.
(2) Technical Security: 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 is protected through user
identification, passwords, database permissions, and software controls.
These security measures establish different degrees of access for
different types of users. An audit trail is maintained and reviewed
periodically to identify unauthorized access. A Privacy Impact
Assessment was completed for the FBMS and is updated at least annually
to ensure that Privacy Act requirements and personally identifiable
information safeguard requirements are met.
(3) Administrative Security: All DOI and contractor employees with
access to FBMS are required to complete Privacy Act, Federal Records
Act and Security Awareness training prior to being given access to the
system, and on an annual basis, thereafter.
RETENTION AND DISPOSAL:
While records are generally retained and disposed of in accordance
with General Records Schedule No. 3, a new records schedule for FBMS is
in process in the Office of the Secretary.
SYSTEM MANAGER(S) AND ADDRESS:
(1) The following co-system owners have overall responsibility for
the Financial and Business Management System:
(a) Director, Office of Acquisition and Property Management, U.S.
Department of the Interior, Office of the Secretary, 1849 C Street,
NW., MS-2607 MIB, Washington, DC 20240; and
(b) Director, Office of Financial Management, U.S. Department of
the Interior, Office of the Secretary, 1849 C Street, NW., MS-2557,

Washington, DC 20240.
(2) The following system manager has responsibility for the
management and operation of the computing center on which the Financial
and Business Management System is being implemented: Chief, Financial
and Procurement Systems Division, Budget and Finance, National Business
Center,
[[Page 43777]]
MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.
(3) The following Department of the Interior bureau/office system
managers have responsibility for the data input into and maintained on
the Financial and Business Management System by or for their respective
bureaus/offices:
(a) Chief, Division of Financial Management, Office of Surface
Mining Reclamation and Enforcement, P.O. Box 25065, Denver Federal
Center, Building 25, Room 1501, Denver, CO 80225-0065.
(b) Chief, Finance Division, Minerals Management Service, Mail Stop
2310, 381 Elden Street, Herndon, VA 20170-4817.
(c) Chief, Division of Financial Management, U.S. Fish and Wildlife
Service, Mail Stop 7029-43, 4401 North Fairfax Drive, Arlington, VA,
22203.
(d) Chief, Office of Financial Management, Indian Affairs, Ely S.
Parker Building, 2051 Mercator Drive, Reston, VA 20191.
(e) Finance Officer, Bureau of Land Management, Building 50, Denver
Federal Center, P.O. Box 25047, Denver, CO 80225.
(f) Manager, Finance and Accounting Division, Bureau of
Reclamation, P.O. Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.
(g) Finance Officer, Office of Financial Management, Office of the
Secretary, 1849 C Street, NW., MS-2557 MIB, Washington, DC 20240.
(h) Manager, Accounting Operations Center, National Park Service,
13461 Sunrise Valley Drive, 2nd Floor, Herndon, VA 20171.
(i) U.S. Geological Survey, Office of Accounting and Financial
Management, Mail Stop 270, 12201 Sunrise Valley Drive, Reston, VA
20192.
(j) Chief, Accounting Operations Division, National Business
Center, 7301 West Mansfield Avenue, Mail Stop D-2770, Denver, CO 802352230.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself should address his/her request to the appropriate
bureau/office System Manager. The request must be in writing, signed by
the requester, and meet the content requirements of 43 CFR 2.60.
RECORDS ACCESS PROCEDURES:
An individual requesting access to records maintained on himself or
herself should address his/her request to the appropriate bureau/office
System Manager. The request must be in writing, signed by the
requester, and meet the content requirements of 43 CFR 2.63.
CONTESTING RECORDS PROCEDURES:
An individual requesting amendment of a record maintained on
himself or herself should address his/her request to the appropriate
bureau/office 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:
Grant and cooperative agreement award recipients; grants and
cooperative agreement officers, finance and accounting personnel
(certifying officials); and application, award, finance, and accounting
documents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. E8-17264 Filed 7-25-08; 8:45 am]
BILLING CODE 4310-RK-P