[Federal Register: October 8, 1999 (Volume 64, Number 195)]
[Notices]
[Page 54934-54937]

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OFFICE OF PERSONNEL MANAGEMENT

Privacy Act of 1974: Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend two existing systems of records.

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SUMMARY: OPM proposes to amend two existing systems of records 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 systems of records
maintained by the agency (5 U.S.C. 552a(e)(4)).

DATES: The changes will become effective without further notice
November 17, 1999, unless comments are received that would result in a
contrary determination.

ADDRESSES: Written comments must be sent to the U.S. Office of
Personnel Management, ATTN: Mary Beth Smith-Toomey, Office of the Chief
Information Officer, 1900 E Street NW., Room 5415, Washington, DC
20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.

SUPPLEMENTARY INFORMATION: This notice serves to update the System
Location and System Manager for OPM/Internal-12 (Telephone Call Detail
Records) and to amend the data

[[Page 54935]]

collection, analysis and maintenance of OPM/Central-11 (Presidential
Management Intern Program) as a result of an increased use of automated
information technology.

U.S. Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/INTERNAL-12

SYSTEM NAME:
    Telephone Call Detail Records.

SYSTEM LOCATION:
    Employment Service, Office of Personnel Management, 1900 E Street
NW., Washington, DC 20415-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who are assigned OPM telephone numbers or are authorized to
use OPM telephone services, and persons who make or receive telephone
calls billed to OPM.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Call detail records of long-distance telephone calls placed from
OPM telephones or otherwise billed to OPM (including originating and
destination telephone numbers, cities, and states; date; time; cost;
and duration of each call); records indicating the assignment of
telephone numbers to organizations and individuals; and the
organizational location of telephones.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Authority for maintenance of the system includes the following with
any revisions or amendments:
    31 U.S.C. 1348 and 44 U.S.C. 3101.

PURPOSE(s):
    OPM uses call detail records to verify telephone usage and to
resolve billing discrepancies so that telephone bills can be paid. OPM
may also use these records to allocate the costs of telephone services
to OPM organizational units; to identify unofficial telephone calls; to
seek reimbursement for unofficial calls; and as a basis for taking
action when Agency employees or other persons misuse or abuse OPM
telephone services.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
    Routine uses 1 through 7, and 11, of the Prefatory Statement at the
beginning of OPM's system notices (60 FR 63075, effective January 17,
1996) apply to the records maintained within this system. The routine
uses listed below are specific to this system of records only:
    a. By OPM employees or other persons to determine their individual
responsibility for telephone calls;
    b. By another Federal agency or a telecommunications company
providing telephone services to permit servicing the account;
    c. By appropriate OPM employees to assist in the planning and
effective management of OPM telephone services, and to determine that
OPM telephone services are being used in an efficient and economical
manner;
    d. By auditors, investigators, and other employees authorized by
the Inspector General, pursuant to sections 4 and 6 of the Inspector
General Act of 1978.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:1
    Pursuant to 5 U.S.C. 552a(b)(12), OPM may disclose records from
this system to consumer reporting agencies 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, SAFEGUARDING, AND
RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    OPM stores records on magnetic media, on optical media, and on
paper.

RETRIEVABILITY:
    Records are retrieved by employee name; by OPM organization; or by
originating telephone number, destination telephone number, date, time,
cost, or duration of call.

SAFEGUARDS:
    Records are stored in secure areas and are available only to those
persons whose official duties require access.

RETENTION AND DISPOSAL:
    These records are maintained for varying periods of time, from 6
months to 3 years, in accordance with NARA General Records Schedule 12,
items 2 and 3. Records are destroyed after the appropriate retention
period.

SYSTEM MANAGER(s) AND ADDRESS:
    Network Communications Services, Employment Service, Office of
Personnel Management, 1900 E Street NW., Washington, DC 20415-0001.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records
contains information about them should send written requests to the
system manager. Individuals must furnish the following information for
their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization
number; and
    c. Description of information being sought, including the time
frame of information being sought.

RECORD ACCESS PROCEDURE:
    Individuals wishing to request access to records about them should
contact the system manager. Individuals must furnish the following
information for their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization
number; and
    c. Description of information being sought, including the time
frame of information being sought.
    Individuals requesting access must also follow the Agency's Privacy
Act regulations regarding verification of identity and access to
records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:
    Individuals wishing to request amendment of records about them
should contact the system manager. Individuals must furnish the
following information for their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization
number; and
    c. Description of information being sought, including the time
frame of information being sought.
    Individuals requesting amendment must also follow the Agency's
Privacy Act regulations regarding verification of identity and
amendment of records (5 CFR part 297).

RECORD SOURCE CATEGORIES:
    The information in this system of records is obtained from:
    a. Local OPM telephone directories and other telephone assignment
records;
    b. Call detail reports provided by suppliers of telephone services;
and
    c. The individual on whom the record is maintained.
OPM/CENTRAL-11

SYSTEM NAME:
    Presidential Management Intern (PMI) Program Records.

SYSTEM LOCATION:
    Presidential Management Intern Program Office, Philadelphia Service
Center, U.S. Office of Personnel Management, William J. Green, Jr.,
Federal Building, Room 3400, 600 Arch Street, Philadelphia, PA 19106.

[[Page 54936]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former PMIs and students pursuing graduate degrees who
have been nominated by their universities for consideration for the PMI
Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records contain information about the covered individuals
relating to name, Social Security Number, date of birth, race/national
origin, academic background, home address and telephone number,
employment history, veterans' preference, and other personal history
information needed during the evaluation and selection process.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions and amendments:
    Executive Order 12364.

PURPOSE(S):
    These records are used by program office staff for the following
reasons:
    a. To determine basic program eligibility and to evaluate the
candidates in assessment center interviews administered at OPM Service
Center locations around the country;
    b. To make a final determination as to those candidates who will be
referred to Federal agencies for employment consideration;
    c. For program evaluation and assessment functions to determine the
effectiveness of the program and to improve program operations; and
    d. To facilitate interaction and communication between PMI Program
participants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM; INCLUDING
CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 1, 3, 4, and 7 through 10, of the Prefatory Statement
at the beginning of OPM's system notices (60 FR 63075, effective
January 17, 1996) apply to the records maintained within this system.
The routine uses listed below are specific to this system of records
only:
    a. To refer candidates to Federal agencies for employment
consideration;
    b. As a data source for management information of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel research functions or manpower studies, or to locate
individuals for personnel research; and
    c. To provide an educational institution with information on an
appointment of a recent graduate to a Federal position.
    d. As a data source for management information of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel research functions or manpower studies, or to locate
individuals for personnel research.
    e. To request information from a Federal, State, or local agency
maintaining civil, criminal, or other information relevant to an agency
decision concerning the hiring or retention of a candidate.
    f. To provide an educational institution with information on an
appointment of a recent graduate to a Federal position at a certain
grade level.

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING,
RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The records are maintained on electronic databases and on a
website.

    Note: The section on the website containing personal information
on PMI candidates is accessible only with a user identification code
and password.

RETRIEVABILITY:
    Records are indexed by name of candidate, educational institution,
undergraduate and graduate degree awarded, state of legal residence,
Social Security Number, and any combination of these.

SAFEGUARDS:
    Candidates' records are maintained on electronic databases and on a
website. Only OPM personnel (PMI Program Office and Macon Technology
Center staff) have access to PMI databases. Candidates' resumes are
contained in a restricted section on the PMI website. This section of
the website is accessible only with a confidential user identification
code and password. The confidential user identification code and
password are maintained by PMI Program Office staff and issued only to
Federal agency hiring officials and not the general public.

RETENTION AND DISPOSAL:
    Automated records are retained for up to 5 years. Manual records
are retained for up to 3 years. Tapes are erased and manual records are
burned or shredded.

SYSTEM MANAGER(s) AND ADDRESS:
    Director, Presidential Management Intern Program, Philadelphia
Service Center, U.S. Office of Personnel Management, William J. Green,
Jr., Federal Building, Room 3400, 600 Arch Street, Philadelphia, PA
19106.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system contains
information about them should contact the system manager. Individuals
must furnish the following information for their records to be located
and identified:
    a. Full name;
    b. Address; and
    c. Nominating university.

RECORD ACCESS PROCEDURE:
    Specific materials in this system have been exempted from Privacy
Act provisions at 5 U.S.C. 552a(d), regarding access to and amendment
of records. The section of the notice titled Systems Exempted from
Certain Provisions of the Act, indicates the kinds of materials
exempted and the reasons for exempting them from access.
    Current or former Presidential Management Interns or candidates who
wish to gain access to their non-exempt records should direct such a
request in writing to the system manager. Individuals must furnish the
following information for their records to be located and identified:
    a. Full name;
    b. Address;
    c. Academic year of nomination; and
    d. Nominating university.
    Individuals must also comply with OPM's Privacy Act regulations
regarding verification of identity and access to records (5 CFR part
297).

CONTESTING RECORD PROCEDURE:
    Specific material in this system has been exempted from Privacy Act
provisions at 5 U.S.C. 552a(d), regarding access to and amendment of
records. The section of the notice titled Systems Exempted from Certain
Provisions of the Act, indicates the kinds of materials exempted and
the reasons for exempting them from amendment.
    Current or former Presidential Management Interns or candidates
wishing to request amendment of their non-exempt records should contact
the system manager. Individuals must furnish the following information
for their records to be located and identified:
    a. Full name;
    b. Address;
    c. Academic year of nomination; and
    d. Nominating university.
    Individuals must also comply with OPM's Privacy Act regulations
regarding verification of identity and amendment of records (5 CFR part
297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom it applies;
    b. Nominating university deans; and
    c. Employing agencies.

[[Page 54937]]

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system contains testing and examination materials that are
used solely to determine individual qualifications for appointment or
promotion in the Federal service. The Privacy Act at 5 U.S.C.
552(k)(6), permits an agency to exempt all such testing or examination
material and information from certain provisions of the Act when
disclosure of the material would compromise the objectivity or fairness
of the testing or examination process. OPM has claimed exemptions from
the requirements of 5 U.S.C. 552a(d), which relate to access to and
amendment of records, for any such testing or examination materials in
the system.

[FR Doc. 99-26232 Filed 10-7-99; 8:45 am]
BILLING CODE 6325-01-P