Privacy Act of 1974; Notice of New System of Records

DEPARTMENT OF JUSTICE

[AAG/A Order No. 126-96]

Privacy Act of 1974; Notice of New System of Records

Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C.

552a), notice is given that the Department of Justice proposes to

establish a new system of records to be maintained by the Justice

Management Division, Security and Emergency Planning Staff.

The Security Access Control System (SACS), JUSTICE/JMD-014, is a

new

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system of records for which no public notice consistent with the

provisions of 5 U.S.C. 552a(e)(4) and (11) has been published.

5 U.S.C. 552a(e)(4) and (11) provide that the public be given a 30

day period in which to comment on the proposed system of records. The

Office of Management and Budget (OMB), which has oversight

responsibility under the Act, requires a 40 day period in which to

conclude its review of the system. Therefore, please submit any

comments by February 7, 1997. The public, OMB, and Congress are invited

to submit any comments to Patricia E. Neely, Program Analyst,

Information Management Security Staff, Justice Management Division,

Department of Justice, Washington, D.C. 20530 (Room 850 WCTR).

In accordance with 5 U.S.C. 552a(r), the Department has provided a

report on this system on OMB and the Congress.

The system of records is described below.

Dated: December 12, 1996.

Stephen R. Colgate,

Assistant Attorney General for Administration.

JUSTICE/JMD-014

SYSTEM NAME:

Security Access Control System (SACS)

SYSTEM LOCATION:

U.S. Department of Justice, Main Building, Room 6538, 950

Pennsylvania Ave. N.W., Washington, D.C. 20530-0001

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Department of Justice (DOJ) employees, contractors, or other

individuals who have been granted access to the Main Building, and/or

to such other DOJ satellite buildings as are served by this system

i.e., those buildings which are served by a direct terminal from the

Main Building.

CATEGORIES OF RECORDS IN THE SYSTEM:

Employee name, badge number, picture of badge containing picture ID

and signature, social security number, division (company name), home

telephone number, office telephone number, office room number and

building, date, time, and location of entry into or exit from the Main

Building or such other DOJ satellite buildings as are served by this

system. Letters of request from individuals, e.g., contractors, for

issuance of badges are also included.

AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:

The maintenance of the system is authorized by Executive Order

12958, the Privacy Act of 1974 (5 U.S.C. 552a(e)(10)), and Pub. L. No.

90-620, as amended (44 U.S.C. Chapters 21 and 23), 5 U.S.C. 301, and 40

U.S.C. 486(c), as implemented by 41 CFR 101-20.3 and 41 CFR 101-20.103.

The Executive Order and Statutes address the security of records

maintained by Federal agencies, Public Buildings, Property and Works to

include Conduct on Federal Property and Physical Protection and

Building Security.

Purpose of the System:

The purpose of the system is to enhance the safety of DOJ

employees, and the security of Federal records and property by

effectively restricting access to authorized personnel and by detecting

unauthorized entry into the Main Building (and to such other DOJ

satellite buildings as are served by a direct terminal from the Main

Building). Specifically, access badges, or other similar devices, must

be inserted into a reader to gain entry into such DOJ buildings.

Similarly, access badges, etc., may be required to exit from such

buildings. Management officials and selected staff personnel (on a

need-to-know basis) may use the information to determine the status of

individuals entering DOJ buildings, and to maintain control of access

badges issued.

Routine Uses of Records Maintained in the System, Including Categories

of Users and the Purposes of Such Uses:

Relevant information may be disclosed as follows: (a) To a Member

of Congress or staff acting upon the Member's behalf when the Member or

staff requests the information on behalf of and at the request of the

individual who is the subject of the record; (b) to the news media and

the public pursuant to 28 CFR 50.2 unless it is determined that release

of the specific information in the context of a particular case would

constitute an unwarranted invasion of personal privacy; (c) to a court

or adjudicative body before which the DOJ is authorized to appear when

any of the following is a party to litigation or has an interest in

litigation and such records are determined by the DOJ to be arguably

relevant to the litigation: (i) The DOJ, or any component or

subdivision thereof, or (ii) any employee of the DOJ in his or her

official capacity, or (iii) any employee of the DOJ in his or her

individual capacity where the DOJ has agreed to represent the employee,

or (iv) the United States, where the DOJ determines that the litigation

is likely to affect it or any of its components or subdivisions; (d) to

the National Archives and Records Administration and the General

Services Administration in records management inspections conducted

under the authority of 44 U.S.C. 2904 and 2006; and (e) to private

contractors and/or maintenance personnel but only to the extent that

access is needed to perform their duties such as maintenance or similar

administrative support operations.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,

AND DISPOSING OF RECORDS IN THE SYSTEM:

Storage:

Automated records are stored on a hard drive Winchester disk,

magnetic tape reels, and on floppy disks. Letters of requests are

stored in file folders and file cabinets.

Retrievability:

Records are retrieved by name and by badge number.

Safeguards:

Access to the Main Building is controlled by guards and the SACS.

Access to the room housing the system is protected by a three way

combination lock, key in knob, and a simplex lock. Software safeguards

include a password required to access the system, and restrictions on

screens or files permitted to be accessed. Paper records are stored in

locked cabinets.

Retention and Disposal:

Records generated by inserting the badge for entry and exit, e.g.,

badge number, date, time, and location of entry into or exit from the

DOJ buildings, are maintained for a period of twelve months and are

destroyed by overwriting with new information. Other records are

retained until such time as the record subject has no need to enter the

DOJ buildings, except that letters of request are retained for three

months.

System Manager and Address:

Director, Security and Emergency Planning Staff, Department of

Justice, Room 6525, 950 Pennsylvania Avenue, N.W., Washington, D.C.

20530-0001.

Notification Procedure:

Inquiries concerning this system should be in writing and made to

the system manager identified above.

Record Access Procedures:

Make all requests for access in writing to the System Manager at

the address identified above. Clearly mark the envelope and letter

``Privacy Act Request.'' Provide full name and date of

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birth, with a notarized signature of the individual who is the subject

of the record, and a return address.

Contesting Record Procedures:

Direct all requests to contest or amend information in the record

to the System Manager 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 Procedures:

Individuals covered by the system.

Systems Exempted From Certain Provisions of the Act:

None.

[FR Doc. 97-357 Filed 1-7-97; 8:45 am]

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