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Privacy Act of 1974: Revision to an Existing Privacy Act System of Records

 [Federal Register: October 14, 2004 (Volume 69, Number 198)]
[Notices]
[Page 60997-60998]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr14oc04-43]

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ENVIRONMENTAL PROTECTION AGENCY
[FRL-7827-6]
 
Privacy Act of 1974: Revision to an Existing Privacy Act System 
of Records

AGENCY: Environmental Protection Agency (EPA).
ACTION: Notice of revised system of records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5 
U.S.C. 552a), the Office of Executive Secretariat (OEX) is giving 
notice that it proposes to publish a revised system of records notice 
for the Correspondence Management System. This system of records is 
designed to track, route, and store incoming and outgoing Agency 
correspondence from and to members of the public, private, and 
government sectors.

EFFECTIVE DATES: The revised notice will be effective November 23, 2004.

ADDRESSES: Questions regarding this notice should be addressed to the 
Director, Office of Executive Secretariat, 1200 Pennsylvania Ave., MC-
1105A, Washington, DC 20460.

FOR FURTHER INFORMATION CONTACT: Brian Hope, at (202) 564-7311, or at 
hope.brian@epa.gov.

SUPPLEMENTARY INFORMATION:

I. General Information

    The EPA Correspondence Management System is designed to track, 
route, and store incoming and outgoing Agency correspondence from and 
to members of the public, private, and governmental sectors. This new 
system changes only the software used to track information and does not 
change the types of records that are tracked or alter levels of access 
to that information. Access to the system is restricted to authorized 
users (EPA employees and on-site contractors that are cleared to handle 
such information. All information is maintained in a secure, password 
protected computer system located in secure areas and buildings with 
physical access controls and environmental controls. The system is 
maintained by the Office of Executive Secretariat in the Office of 
Administrator.
    EPA has established an official public docket for this action under 
Docket ID No. OEI-2004-0003. The official public docket is the 
collection of materials that is available for public viewing at the OEI 
Docket in the EPA Docket Center, (EPA/DC) EPA West, Room B102, 1301 
Constitution Avenue, NW., Washington, DC. The EPA Docket Center Public 
Reading Room is open from 8:30 a.m. to 4:30 p.m., Monday through 
Friday, excluding legal holidays. The telephone number for the Reading 
Room is (202) 566-1744, and the telephone number for the OEI Docket is 
(202) 566-1752.
    An electronic version of the public docket is available through 
EPA's electronic public docket and comment system, EPA Dockets 
(http://www.regulations.gov/). EPA Dockets can be used to view public 
comments, access the index listing of the contents of the official public 
docket, and to access those documents in the public docket that are 
available electronically. Although not all docket materials may be 
available electronically, you may still access any of the publicly 
available docket materials through the docket facility identified above.

[[Page 60998]]

    Dated: October 1, 2004.
Kimberly T. Nelson,
Assistant Administrator and Chief Information Officer.
EPA-22

System Name:
    Correspondence Management System.

Security Classification:
    None.

System Location:
     National Computer Center, U.S. Environmental Protection Agency 
Main Campus, 109 T.W. Alexander Drive, Research Triangle Park, North 
Carolina 27709.

Categories of Individuals Covered by the System:
    Individuals who write to the U.S. Environmental Protection Agency 
or any of its employees in their official capacity; all individuals to 
whom correspondence is addressed by EPA or any of its employees in 
their official capacity; and individuals whose correspondence is 
referred to EPA by the President, the Vice President, or another 
federal agency. (Note: Two categories of correspondence that will not, 
in most cases, be logged into the system are (1) comments to a docket, 
and (2) Freedom of Information and Privacy Act requests. The Agency 
maintains separate applications, EPA Dockets and FOIAXPress, 
respectively, to log and track such correspondence.)

Categories of Records in the System:
    Correspondence generated by anyone in the public, private, or 
government sectors and addressed to the U.S. Environmental Protection 
Agency or any of its employees in their official capacity. 
Correspondence generated by any employee of the U.S. Environmental 
Protection Agency in his or her official capacity. Complete records may 
include metadata about the correspondence that facilitates tracking and 
record retrieval, a scanned image or electronic copy of the incoming 
communication, draft(s) of the response document, supporting documents 
or other attachments, and a scanned image or electronic copy of the 
outgoing signed response. Pre-decisional draft responses will not be 
included as part of the final record. Maintenance of physical records 
is the responsibility of each office in accordance with the Agency's 
records management guidelines.

Authority for Maintenance of the System:
    5 U.S.C. 301.

Purpose(s):
    To track, route, and store incoming and outgoing Agency 
correspondence from and to members of the public, private, and 
governmental sectors.

Routine Uses of Records Maintained in the System:
    The following General Routine Uses of EPA Systems of Records apply 
to this application:

    A, B, C, D, E, F, G, H, I, J, K

    Records may also be disclosed to a federal, state, or local 
governmental agency when it is determined that a response by that 
agency is more appropriate than a response by the U.S. Environmental 
Protection Agency.

Policies and Practices for Storing, Retrieving, Retaining, and 
Disposing of Records in the System:
Storage:
    Computer database and paper files (until the Agency implements a 
National Archives and Records Administration-certified electronic 
records management system).

Retrievability:
    All CMS records are full-text indexed and are searchable by any 
data element.

Safeguards:
    CMS resides on servers located in a secure, access-controlled room 
at the EPA National Computer Center at the main EPA campus in Research 
Triangle Park, North Carolina. No unauthorized individuals may access 
the physical equipment on which the system resides.
    Electronic access to CMS is available only through the EPA intranet 
via a Single Socket Layer-encrypted connection. All users must have a 
password-protected account that defines their level of access to data 
stored in the system. Accounts can only be created by the System 
Administrator or Assistant System Administrators.
    Paper records are maintained in lockable file cabinets in secure, 
access-controlled rooms, areas, or buildings.

Retention and Disposal:
    Paper and electronic record copies are retained and disposed of 
according to National Archives and Records Administration guidelines 
and the U.S. Environmental Protection Agency Records Control Schedule.

System Manager(s) and Address(es):
    Director, Office of the Executive Secretariat, U.S. Environmental 
Protection Agency, 1200 Pennsylvania Avenue, NW., Washington, DC 20460; 
Correspondence Management System Administrator, Office of the Executive 
Secretariat, 1200 Pennsylvania Avenue, NW., Washington, DC 20460.

Notification Procedure:
    Any individual, or his or her duly authorized representative, who 
(1) is desirous of knowing if information of any kind about him or her 
is maintained in the Correspondence Management System; (2) wishes to 
access the information, if any, maintained about him or her in the 
Correspondence Management System; or (3) wants to formally contest the 
contents of a record maintained in the Correspondence Management 
System, should make his or her request in writing to the System Manager(s).

Record Access Procedures:
    At a minimum, requestors will be required to provide adequate 
identification (e.g., driver license, military identification card, 
employee badge or identification card) and, if necessary, proof of 
authority. Additional identity verification procedures may be required 
as warranted. Copies of records that are responsive to the individual's 
request will be mailed or delivered by reasonable alternate means, if 
requested. Fees may be incurred if copies are made and mailed in 
accordance with 16.4 of current regulations.

Contesting Records Procedures:
    Individuals requesting correction of or amendment to records must 
reasonably and accurately identify the record in question, specify the 
information they are contesting, and detail the corrective action 
sought. Complete U.S. Environmental Protection Agency Privacy Act 
procedures are set out in 40 CFR Part 16.

Record Source Categories:
    Sources include individuals who address correspondence to the 
Agency or any of its employees in their official capacities; Agency 
employees preparing responses to incoming correspondence or who 
generate original correspondence in their official capacities; and the 
White House and other federal agencies (referrals to the Agency).

System Exempted from Certain Provisions of the Act:
    None.

[FR Doc. 04-23033 Filed 10-13-04; 8:45 am]
BILLING CODE 6560-50-P

 
 

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