COMMERCE/DEPT-21

System name:

Telephone Call Detail Records--COMMERCE/DEPT-21.

System location:

Categories of individuals covered by the system:

Commerce employees and contractor personnel who make long distance calls, and individuals who receive telephone calls placed from or charged to agency telephones.

Categories of records in the system:

Records relating to use of the agency telephones; records indicating assignment of telephone numbers to employees; records relating to location of telephones; records relating to unauthorized use of telephones and personnel or administrative actions related to telephone abuse.

Authority for maintenance of the system:

Title 5 U.S.C. 301; Pub. L. 97-258; Title 31 U.S.C. 1348; 44 U.S.C. 3101, 5 U.S.C. 552a; 41 CFR part 201-38.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

Records and data may be disclosed, as is necessary, (1) to Members of Congress to respond to inquiries made on behalf of individual constituents that are record subjects; (2) to representatives of the General Services Administration or the National Archives and Records Administration who are conducting records management inspections under the authority of 44 U.S.C. 2904 and 2906; (3) in response to a request for discovery or for the appearance of a witness, to the extent that what is disclosed is relevant to the subject matter involved in a pending judicial or administrative proceeding; (4) in a proceeding before a court or adjudicative body to the extent that they are relevant and necessary to the proceeding; (5) in the event that material in this system indicates a violation of law, whether civil or criminal or regulatory in nature, and whether arising by general statute, or by regulation, rule or order issued pursuant thereto, the relevant records may be disclosed to the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order, issued pursuant thereto; (6) to employees of the agency to determine their individual responsibility for telephone calls; (7) to respond to a Federal agency's request made in connection with the hiring or retention of an employee, the letting of a contract or issuance of a grant, license or other benefit by the requesting agency, but only to the extent that the information disclosed is relevant and necessary to the requesting agency's decision on the matter; (8) to a non- government company providing telecommunications consulting or contracting services to the Government; (9) to managers, supervisors and other personnel responsible for the management of telecommunications activities within the agency, to manage the operations and costs of telecommunications and to identify improper or unauthorized use of telecommunications resources; (10) to an employee of the Federal government, but only to the extent that the information relates specifically and solely to the specific employee.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12):Disclosures may be made from this system to ``consumer reporting agencies'' 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 the system:

The Department's policy is that only those individuals with a need to know, pursuant to their official duties, shall have access to call detail records. Each individual with such access is responsible for controlling records in their possession in such a way that ensures privacy. Storage of such material is also the responsibility of the individual and must be done in such a way as to prevent unauthorized disclosure. Call detail records shall be maintained by Department personnel for a period of not more than two years. After that period, records on electronic media should be erased and those records on papers, microform or microfiche media destroyed through shredding or burning. Records requiring storage longer than two years (e.g., kept under court order, etc.) shall be maintained until appropriate releases are issued. At that time, such records may be disposed of in the methods described in this document.

Storage:

Paper records in file folders, computer printouts, magnetic tape, word processor diskettes, microform media or other electronic media.

Retrievability:

Records may be retrieved by employee name or identification number, by name of recipient of telephone call, by telephone number, or by location.

Safeguards:

Paper records and backup diskettes are located in locked metal file cabinets; data on personal computer is password protected. Other machine readable records are stored on magnetic tape in a safe accessible only to security personnel.

Retention and disposal:

Records are disposed of as provided in National Archives and Records Administration General Records Schedule 12.

System manager(s) and address:

For Telecommunications Management Information System (TMIS): Chief, Telecommunications Management Division, Office of Information Resources Management, Room H6625, U.S. Department of Commerce, Washington, DC 20230.

For records at location a.: Chief, Telecommunications Staff, Office of the Director, Bureau of the Census, Room 1553, FOB No. 3, Suitland, Maryland 20233.

For records at location b.: Director, Office of Administration, Bureau of Economic Analysis, Room 1026A, Department of Commerce, Washington, DC 20230.

For records at location c.: Deputy Assistant Secretary for Management Support, Economic Development Administration, Room 7019B, Washington, DC 20230.

For records at location d.: Director, Office of Administration, Bureau of Export Administration, Room 4886, Washington, DC 20230.

For records at location e.: Director, Office of Administration, Economic Affairs, Room 4079, Department of Commerce, Washington, DC 20230.

For records at location f.: Director, Office of Organization and Management Support, International Trade Administration, Room 4102, U.S. Department of Commerce, Washington, DC 20230.

For records at location g.: Associate Director, Office of Operations, Minority Business Development Agency, Room 6723, U.S. Department of Commerce, Washington, DC 20230.

For records at location h.: Chief, Computer Systems and Communications Division, National Institute of Standards and Technology, Technology Building, Room A 151(716), Gaithersburg, Maryland 20899.

For records at location i.: Chief, Organization and Directives Division, Office of Administration, National Oceanic and Atmospheric Administration, Room 716 WSC 5, U.S. Department of Commerce, Rockville, Maryland 20230.

For records at location j.: Chief, Facilities Management Division, National Technical Information Service, Room 1016, Forbes Building, Springfield, Virginia 22161.

For records at location k.: Director, Office of Policy Coordination and Management, National Telecommunications and Information Administration, Room 4890, Washington, DC 20230.

For records at location l.: Director, Office of Federal Property Program, U.S. Department of Commerce, Room 1032, Washington, DC 20230.

For records at location m.: Chief, Facilities Management Division, Office of General Services, Patent and Trademark Office, Room 802C, Crystal Park No. 1, Washington, DC 20231.

For records at location n.: Director, Office of Management and Administration, United States Travel and Tourism Administration, Room 1524, Washington, DC 20230.

Notification procedure:

Information may be obtained from the appropriate component as listed under System Manager(s). Requester should provide his or her name pursuant to the inquiry provisions of the Department's rules which appear in 15 CFR part 4b.

Record access procedures:

Requests from individuals should be addressed to the same address as stated in the notification section above.

Contesting record procedures:

The Department's rules for access, for contesting contents, and appealing initial determination by the individual concerned appear in 15 CFR part 4b. Use above address.