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Privacy Act System of Records: EPA Telecommunications Detail Records, EPA-32

[excerpted from: Federal Register: February 22, 2002 (Volume 67, Number 36)]

System Name: EPA Telecommunications Detail Records.

System Location: National Technology Services Division, Environmental Protection Agency, Research Triangle Park, NC 27711.

Categories of Individuals Covered by the System: EPA employees, contractors, grantees, and other persons performing services on behalf of the EPA who use telecommunications services charged to EPA.

Categories of Records in System: Records relating to the use of EPA telecommunications services (e.g., telephone calls, video conference, 800 number calling, satellite downlinks, credit card calls), records indicating the assignment of telephone numbers to personnel, and records indicating the location of telephones.

Authority for Maintenance of the System (includes any revisions or amendments): 31 U.S.C. 1348(b).

Purpose(s): To aid in planning its future telecommunications needs, and to control telecommunications costs by ensuring that facilities are used only for official Purpose (s)s 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: General routine uses A, E, F, G, H, and K apply to this system. Records may also be disclosed:

  1. 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.

Policies and Practices For Storing, Retrieving, Accessing, Retaining, and disposing of records in system:

  • Storage: Mainframe computer, computer tapes, and other computer media.

  • Retrievability: By originating and destination telephone numbers, responsible individuals, call date, call time, call duration, destination city and state, and calling charge.

  • Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

  • 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: Director, National Technology Services Division, Environmental Protection Agency, Research Triangle Park, NC 27711.

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 make a written request to the System Manager.

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.

Contesting Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out in 40 CFR Part 16.

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) EPA-owned Private Branch Exchange systems.

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