System Notice for Password Issuance and Control System (PICS)
JUSTICE/INS-011
SYSTEM NAME:
Password Issuance and Control System (PICS).
SYSTEM LOCATION:
Central, Regional, and District offices of the Immigration and Naturalization Service (INS) as detailed in JUSTICE/INS-999.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Those INS employees, INS contractor employees, and other federal, state or local government employees for whom authorization to access and use INS automated data processing (ADP) systems has been requested.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records consists of paper records (INS Form G-872, Request for ADP Password) and an automated database. INS Form G-872 contains personal identification data such as name, social security number, office location code, organization code, ADP security clearance information, office telephone number, company name of contractor employees, and a statement by the supervisor certifying the official need for access. Upon approval of the request, the user ID code and password issued will be included on the Form. The automated database may include information extracted from INS Form G-872 and from the Security Clearance Information System (SCIS), JUSTICE/JMD-008. The SCIS data is necessary to determine the suitability and trustworthiness to access the information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 103 of the Immigration and Nationality Act (8 U.S.C. 1103) as amended by sec. 274A of the Immigration Reform and Control Act of 1986 (8 U.S.C. 1324) and Department of Justice Order 2640.2A which delegates ADP security authority to INS for maintaining and operating its systems.
PURPOSE (S):
The purpose of the system is to expedite determinations of eligibility to access INS automated systems and to improve control by ADP Security Officers of ADP password and user ID distribution.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
Relevant information contained in this system of records may be disclosed as follows:
A. Where there is an indication of violation or potential violation of law (whether civil, criminal or regulatory in nature), to the appropriate agency (whether Federal, State, local or foreign) charged with the responsibility of investigating or prosecuting such violations, or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto.
B. To the General Services Administration and the National Archives and Records Administration in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICS FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Those records which can be accessed electronically are stored in a database on magnetic disc. Forms G-872, Request for ADP Password, are maintained in file folders at Central, Regional and District ADP Security Offices.
RETRIEVABILITY:
These records are retrieved by social security number.
SAFEGUARDS:
INS offices are located in buildings under security guard, and access to premises is by official identification. Paper records are stored in locked files during non-duty hours. Access to automated data is obtained through terminals which require the use of restricted passwords and user IDs. Only designated Security Officers have access to PICS for creating and updating records of users within their jurisdiction.
RETENTION AND DISPOSAL:
Inactive automated records are retained 10 years after date of last action and then deleted from the system. INS Forms G-872, Request for ADP Password, are retained 3 years after final action and then destroyed by shredding.
SYSTEM MANAGER AND ADDRESS:
The Servicewide system manager is the Director, Technical Services Branch, Data Systems Division, Immigration and Naturalization Service, 425 I Street NW, Washington, DC 20536.
NOTIFICATION PROCEDURES:
Address inquiries to the system manager identified above.
RECORD ACCESS PROCEDURES:
Make all requests for access in writing to the Freedom of Information Act/Privacy Act (FOIA/PA) Officer at the address identified above. Clearly mark the envelope and letter ``Privacy Act Request.`` Provide the full name, social security number, user ID, and notarized signature of the individual who is the subject of the record, and a return address.
CONTESTING RECORDS PROCEDURES:
Direct all requests to contest or amend information to the FOIA/PA Officer at the address identified above. State clearly and concisely the information being contested, the reason for contesting it, and the proposed amendment thereof. Clearly mark the envelope ``Privacy Act Request.'' The record must be identified in the same manner as described for making a request for access.
RECORD SOURCE CATEGORIES:
INS Form 872, Request for ADP Password, completed by the supervisor or program manager, and security clearance information extracted from SCIS, JUSTICE/JMD-008.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.