EPA-GOVT-2

[excerpted from: Federal Register: March 24, 2005 (Volume 70, Number 56)]

System Name: Federal Docket Management System (FDMS).

Security Classification: None.

System Location: U.S. EPA, Research Triangle Park, NC.

Categories of Individuals Covered by the System: Any person--including public citizens and representatives of Federal, state or local governments, businesses, and industries, that provide personal information while submitting a comment or supporting materials on a Federal agency rulemaking.

Categories of Records in the System: Agency rulemaking material. This includes but is not limited to: pending Federal Register publications; supporting rulemaking documentation; scientific and financial studies; and public comments received.

Authority for Maintenance of the System (includes any revisions or amendments): Section 206(d) of the E-Government Act of 2002 (Pub. L. 107-347, 44 U.S.C. Ch 36).

Purpose(s): To assist the Federal government in allowing the public to search, view, download, and comment on Federal agency's rulemaking documents in one central location on-line.

Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: This notice covers the following general uses contained within FDMS: Disclosure for Law Enforcement Purposes; Disclosure Incident to Requesting Information; Disclosure to Requesting Agency; Disclosure to Office of Management and Budget; Disclosure to Congressional Offices; Disclosure to Department of Justice; Disclosure to the National Archives; Disclosure to Contractors, Grantees, and Others; Disclosures for Administrative Claims; Complaints and Appeals, and Disclosure in Connection with Litigation. Agencies must file a separate notice if they release Privacy Act information in a manner that does not fall under one of the above routine uses.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

Storage: Records will be maintained in computer databases compliant with DOD 5015.2 electronic records standards.
Retrievability: The FDMS will have the ability to retrieve records by various data elements and key word searches, among which are by: Name, Agency, Docket Type, Docket Sub-Type, Agency Docket ID, Docket Title, Docket Category, Document Type, CFR Part, Date Comment Received, and Federal Register Published Date.
Safeguards: FDMS security protocols will meet multiple NIST Security Standards from Authentication to Certification and Accreditation. Records in the FDMS will be maintained in a secure, password protected electronic system that will utilize security hardware and software to include: Multiple firewalls, active intruder detection, and role-based access controls. Additional safeguards will vary by agency.
Retention and Disposal: Each Federal agency will handle its records in accordance with its records schedule as approved by the National Archives and Records Administration (NARA). Electronic data will be retained and disposed of in accordance with the agency's records schedule pending approval by the NARA. The majority of documents residing on this system will be public comments and other documentation in support of federal rulemakings. All Federal Register publications are part of the FDMS and are identified as permanent records and retained by NARA.

System Manager(s) and Address: Oscar Morales, Collection Strategies Division, Office of Information Collection, Office of Environmental Information, U.S. EPA, M/C 2282V, 1200 Pennsylvania Ave, NW., Washington, DC 20460

Notification Procedures: Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should contact the appropriate agency contact as indicated on the Federal Register notice or other document to which the information in question is linked.

Access Procedure: Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances in accordance with each agency's Privacy Act regulations; and may be specified in an agency's Federal Register notices.

Contesting Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Requests must be submitted to the agency contact indicated on the initial document for which the related contested record was submitted.

Record Source Categories: Any person, including public citizens and representatives of Federal, state or local governments; businesses; and industries.

System Exempted From Certain Provisions of the Act: None.

EPA-GOVT-2

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