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Privacy Act; Telephone Call Detail Records

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 Privacy Act; Telephone Call Detail Records



[Federal Register: June 1, 1995 (Volume 60, Number 105)]
[Notices]               

[Page 28610-28611]

>From the Federal Register Online via GPO Access [wais.access.gpo.gov]







ENVIRONMENTAL PROTECTION AGENCY

[FRL-5213-8]

 


Privacy Act; Telephone Call Detail Records



AGENCY: Environmental Protection Agency.



ACTION: Notice of new Privacy Act System of Records.






SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, the Environmental Protection Agency (EPA) is proposing to 
establish a new system of records entitled ``Telephone Call Detail 
Records--EPA/OIRM.''



EFFECTIVE DATE: This system of records shall become effective July 11, 
1995 unless EPA receives written comments that result in a contrary 
determination.



ADDRESSES: Written comments should be addressed to the Chief, EPA 
Telecommunications Branch, MD-34, Research Triangle Park, N.C. 27711.



FOR FURTHER INFORMATION CONTACT: David A. Bittenbender, Chief, 
Telecommunications Branch, U.S. Environmental Protection Agency, MD-34, 
Research Triangle Park, N.C. 27711, (919) 541-0849.



SUPPLEMENTARY INFORMATION: The purposes of the Telephone Call Detail 
system of records are to aid in planning future Agency 
telecommunications needs and to control Agency telephone costs. In 
connection with the latter purpose, EPA may generate personally 
identifiable records retrievable by individuals' names or other 
personal identifiers. Records in the system will identify telephone 
calls billed to the Agency that were placed from Agency telephones by 
EPA employees, contractors, grantees, and other persons performing 
services on behalf of EPA. The records will be used to ensure 
compliance with laws prohibiting the use of appropriated funds for 
unofficial calls and to determine individual accountability for 
telephone usage. Telephone calls will not be monitored or recorded in 
connection with this system of records.



    Dated: May 15, 1995.

John C. Chamberlin,

Assistant Administrator for Administration and Resources Management.
System Name



    EPA Telephone Call Detail Records--EPA/OIRM.



Security Classification



    None.



System Locations



    (1) U.S. Environmental Protection Agency, National Data Processing 
Division, Research Triangle Park, NC 27711.
    (2) Fifty-plus EPA facilities nationwide.



Categories of Individuals Covered by the System



    EPA employees, contractors, grantees, and other persons performing 
services on behalf of the EPA who make telephone calls charged to EPA.



Categories of Records in System



    Records relating to the use of Agency telephones to place telephone 
calls, records indicating the assignment of telephone numbers to 
personnel, and records indicating the location of telephones.



Authority for Maintenance of the System



    31 U.S.C. 1348(b), which prohibits agencies from using appropriated 
funds to pay for personal telephone calls; 44 U.S.C. 3101, which 
authorizes agencies to create and preserve records documenting agency 
organizations, functions, procedures, and transactions; and 41 CFR 201-
38, which prohibits the personal use of Government long distance 
services.



Purpose



    The purpose of this system of records is to aid EPA in planning its 
future telecommunications needs, and to control agency telephone costs 
by ensuring that EPA telephones are used for official purposes only and 
by determining individual accountability for telephone usage.



Routine Uses of Records Maintained in the System, Including 
Categories of Users and the Purposes of Such Uses



    Records in this system may be disclosed: [[Page 28611]] 

    

  1.  To Members of Congress or a Congressional office in response to 
an inquiry from that Member or office made at the request of the 
individual to whom the record pertains.

  2.  To Federal Government contractors, grantees, or volunteers who 
have been engaged to assist the Government in the performance of a 
contract, grant, cooperative agreement or other activity related to 
this system of records and who need to have access to the records in 
order to perform the activity. Recipients are required to maintain the 
records in accordance with the requirements of the Privacy Act.

  3.  To a Federal agency that has requested information relevant to 
its decision in connection with the hiring or retention of an employee; 
the reporting of an investigation on an employee; the letting of a 
contract; or the issuance of a security clearance, license, grant, or 
other benefit.
    

  4.  To a Federal, State or local agency, where necessary, to enable 
EPA to obtain information relevant to an EPA decision concerning the 
hiring or retention of an employee; the letting of a contract; or the 
issuance of a security clearance, license, grant, or other benefit.

  5.  To an appropriate Federal, State, local or foreign agency 
responsible for investigating, prosecuting, enforcing, or implementing 
a statute, rule, regulation or order, where there is an indication of a 
violation or potential violation of the statute, rule, regulation or 
order and the information disclosed is relevant to the matter.

  6.  To the Department of Justice to the extent that each disclosure 
is compatible with the purpose for which the record was collected and 
is relevant and necessary to litigation or anticipated litigation in 
which one of the following is a party or has an interest: (a) EPA or 
any of its components, (b) an EPA employee in his or her official 
capacity, (c) an EPA employee in his or her individual capacity where 
the Department of Justice is representing or considering representation 
of the employee, or (d) the United States where EPA determines that the 
litigation is likely to affect the Agency.

  7.  In a proceeding before a court, other adjudicative body or grand 
jury, or in an administrative or regulatory proceeding, to the extent 
that each disclosure is compatible with the purpose for which the 
record was collected and is relevant and necessary to the proceeding in 
which one of the following is a party or has an interest: (a) EPA or 
any of its components, (b) an EPA employee in his or her official 
capacity, (c) an EPA employee in his or her individual capacity where 
the Department of Justice is representing or considering representation 
of the employee, or (d) the United States where EPA determines that the 
litigation is likely to affect the Agency. Such disclosures include, 
but are not limited to, those made in the course of presenting 
evidence, conducting settlement negotiations, and responding to 
requests for discovery.
    

  8.  To representatives of the General Services Administration and 
the National Archives and Records Administration who are conducting 
records management inspections under the authority of 44 U.S.C. 2904 
and 2906.
    

  9.  To a telecommunications company and/or the General Services 
Administration who are providing telecommunications support to verify 
billing or perform other servicing to the account.

  10.  To EPA employees, contractors, grantees and other persons 
performing services on behalf of the Agency to determine their 
individual responsibility for telephone calls.


Disclosures to Consumer Reporting Agencies


    
    Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made from this 
system 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 System


    
Storage


    
    System records are maintained on electronic media such as computer 
tapes and diskettes, and as hard-copy records.


    
Retrievability


    
    Records are retrieved by originating and destination telephone 
numbers, responsible individuals, call date, call time, call duration, 
destination city and state, and calling charge.


    
Safeguards


    
    Access to these records is limited to EPA employees, contractors, 
grantees, and other persons who are performing services on behalf of 
the EPA and have an official need for the records in the performance of 
their duties. EPA has established internal procedures governing the 
use, transfer, and photocopying of the records within the Agency. Hardcopy 
records are maintained in rooms that are locked during nonbusiness 
hours. Automated records are protected from unauthorized 
access through password identification procedures and other systembased 
protection methods.


    
Retention and Disposal


    
    Records are disposed of in accordance with the National Archives 
and Records Administration, General Records Schedule 12.


    
System Manager(s) And Address(es)


    
    Chief, EPA Telecommunications Branch, MD-34, Research Triangle 
Park, N.C. 27711. A list of fifty-plus site-specific system managers is 
maintained by the EPA National Telecommunications Manager.


    
Notification Procedures


    
    Any person wishing access to information in this system should 
provide the national or local system managers with his or her name, 
office, and current work telephone number, the telephone number(s) in 
question, and the time period for which the information is being 
sought. The system manager may require additional information to verify 
the identity of the requester.


    
Record Access Procedures


    
    Same as Notification Procedures. In addition, please specify the 
records being requested.


    
Contesting Records Procedures


    
    Same as Notification Procedures. In addition, please specify the 
correction being sought and the justification for the correction.


    
Record Source Categories


    
    (1) EPA employees, contractors, grantees, and other persons who are 
performing services on behalf of the EPA, (2) EPA telephone assignment 
and Locator records, (3) GSA and other phone companies, and (4) EPAowned 
Private Branch Exchange systems.


    
Systems Exempted From Certain Provisions of the Act


    
    None.


    
[FR Doc. 95-13368 Filed 5-31-95; 8:45 am]
BILLING CODE 6560-50-P

 
 

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