[Federal Register Volume 79, Number 101 (Tuesday, May 27, 2014)]
[Notices]
[Pages 30158-30161]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-12149]
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DEPARTMENT OF THE INTERIOR
Bureau of Land Management
[L57000000.BX0000.LLES955000]
Privacy Act of 1974, as Amended; Notice of a New System of
Records
AGENCY: Bureau of Land Management, Interior.
ACTION: Notice of creation of a new system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Interior is issuing a public notice of
its intent to create the Bureau of Land Management (BLM) ``General Land
Office Records Automation System--Interior, BLM-42'' system of records.
The system of records contains information collected from publicly
available historical Federal land conveyance documents (land patents,
survey plats, field notes and land status records) maintained by the
BLM General Land Office, and billing information of individuals
requesting certified copies of land conveyance documents. The purpose
of this system is to maintain, protect and preserve more than five
million documents of historical relevance and to make these valuable
resources for natural resource agencies, historians, surveyors, title
companies, and genealogists available via the General Land Office
Records Web site.
DATES: Comments must be received by July 7, 2014. This new system will
be effective July 7, 2014.
ADDRESSES: Any person interested in commenting on this notice may do so
by: submitting comments in writing to Suzanne Wachter, BLM Privacy Act
Officer, 20 M Street SE., Mail Stop 590, Washington, DC 20003; hand-
delivering comments to Suzanne Wachter, BLM Privacy Act Officer, 20 M
Street SE., Mail Stop 590, Washington, DC 20003; or by emailing
comments to [email protected].
FOR FURTHER INFORMATION CONTACT: Branch Chief, General Land Office
Records Automation, BLM, Eastern States, Branch of General Land Office
Records, 20 M Street SE., Washington, DC 20003; or by telephone at 703-
440-1786.
SUPPLEMENTARY INFORMATION:
I. Background
The Department of the Interior (DOI), BLM is creating the ``General
Land Office Records Automation System (GLORAS)--Interior, BLM-42''
system of records. The purpose of this system is to maintain more than
five million documents of historical relevance, to include: Survey
plats, field notes, homesteads certificates, cash patents, military
warrants, and railroad grants. These records are valuable resources for
natural resource agencies, historians, surveyors, title companies, and
genealogists. Increased demand for the information in these records and
the preservation of the historic documents provided the impetus for the
BLM to create an automated records archive and make the records
available to the public.
The system will be effective as proposed at the end of the comment
period on July 7, 2014, unless comments are received which would
require a contrary determination. The DOI will publish a revised notice
if changes are made based upon a review of the comments received.
II. Privacy Act
The Privacy Act of 1974, as amended, embodies fair information
practice principles in a statutory framework governing the means by
which Federal agencies collect, maintain, use, and disseminate
individuals' personal information. The Privacy Act applies to records
about individuals that are maintained in a ``system of records.'' A
``system of records'' is a group of any records under the control of an
agency for which information is retrieved by the name of an individual
or by some
[[Page 30159]]
identifying number, symbol, or other identifying particular assigned to
the individual. In the Privacy Act, an individual is defined as a U.S.
citizen or lawful permanent resident. As a matter of policy, DOI
extends administrative Privacy Act protections to all individuals.
Individuals may request access to their own records that are maintained
in a system of records in the possession or under the control of the
DOI by complying with DOI Privacy Act regulations, 43 CFR part 2.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains and the routine uses that apply to
each system in order to make agency record keeping practices
transparent; to notify individuals regarding the uses of their records;
and, to assist individuals to more easily find such records within the
agency. Below is the description of the BLM ``General Land Office
Records Automation System (GLORAS)--Interior, BLM-42'' system of
records.
In accordance with 5 U.S.C. 552a(r), DOI has provided a report of
this system of records to the Office of Management and Budget and to
Congress.
III. Public Disclosure
Before including your address, phone number, email address, or
other personal identifying information in your comment, you should be
aware that your entire comment, including your personal identifying
information, may be made publicly available at any time. While you can
ask us in your comment to withhold your personal identifying
information from public review, we cannot guarantee that we will be
able to do so.
Dated: May 20, 2014.
Suzanne Wachter,
Privacy Act Officer, Bureau of Land Management.
SYSTEM NAME:
General Land Office Records Automation System (GLORAS)--Interior,
BLM-42
SYSTEM LOCATION:
The system servers are located at the Department of the Interior,
National Operation Center, Denver Federal Center, Building 50, Denver,
CO 80225-0047. The records in the system are maintained at the Bureau
of Land Management, General Land Office, 7450 Boston Blvd.,
Springfield, VA 22153.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by the system include patentees, warrantees,
assignees, surveyors, and any other individual who has been associated
with or named in any of these historical Federal land conveyance
records. The system also contains information on individuals who
request a certified copy of a Federal land conveyance record.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Records in the system include but are not limited to
information related to historical land documents, homesteads
certificates, cash patents, military warrants, and railroad grants,
including survey plats and field notes, land status records and
controlled document indexes. Information within these records may
include but are not limited to: Names of individuals, county, township,
range, meridian, section number, Land Office, document number, Indian
Allotment number, survey number, authority for the grant, issue date,
militia grant, tribe, geographical name of the property, mining claim,
survey type, surveyor name, contract/group number, survey approved
date, and document type.
(2) The system also maintains records on individuals who submit
requests to purchase certified copies of Federal land conveyance
records that are not available to the public. Categories of records
maintained on individuals requesting certified copies of Federal land
conveyance records include: The individual's name, address, phone
number, email address, and credit card number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
1 Stat. 464, The Public Land Act of 1796; 2 Stat. 716, The General
Land Office Act, April 25, 1812; and 9 Stat. 395, Establishing Act of
March 3, 1849.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The primary purpose of the system is to provide researchers and
interested members of the public with online access to millions of
historical land documents that may be used for research purposes, or in
lieu of the original document to confirm title, or for historical or
genealogical evidence. The system also manages online orders and
billing records for individual members of the public who purchase
certified copies of the historical documents. This information is used
solely to process the requests.
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, disclosures outside DOI may be made as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) (a) To any of the following entities or individuals, when the
circumstances set forth in paragraph (b) are met:
(i) The U.S. Department of Justice (DOJ);
(ii) A court or an adjudicative or other administrative body;
(iii) A party in litigation before a court or an adjudicative or
other administrative body; or
(iv) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(b) When:
(i) One of the following is a party to the proceeding or has an
interest in the proceeding:
(A) DOI or any component of DOI;
(B) Any other Federal agency appearing before the Office of
Hearings and Appeals;
(C) Any DOI employee acting in his or her official capacity;
(D) Any DOI employee acting in his or her individual capacity if
DOI or DOJ has agreed to represent that employee or pay for private
representation of the employee;
(E) The United States, when DOJ determines that DOI is likely to be
affected by the proceeding; and
(ii) DOI deems the disclosure to be:
(A) Relevant and necessary to the proceeding; and
(B) Compatible with the purpose for which the records were
compiled.
(2) To a congressional office in response to a written inquiry that
an individual covered by the system, or the heir of such individual if
the covered individual is deceased, has made to the office.
(3) To any criminal, civil, or regulatory law enforcement authority
(whether Federal, state, territorial, local, tribal or foreign) when a
record, either alone or in conjunction with other information,
indicates a violation or potential violation of law--criminal, civil,
or regulatory in nature, and the disclosure is compatible with the
purpose for which the records were compiled.
(4) To an official of another Federal agency to provide information
needed in the performance of official duties related to reconciling or
reconstructing data files or to enable that agency to respond to an
inquiry by the individual to whom the record pertains.
(5) To Federal, state, territorial, local, tribal, or foreign
agencies that have requested information relevant or
[[Page 30160]]
necessary to the hiring, firing or retention of an employee or
contractor, or the issuance of a security clearance, license, contract,
grant or other benefit, when the disclosure is compatible with the
purpose for which the records were compiled.
(6) To representatives of the National Archives and Records
Administration to conduct records management inspections under the
authority of 44 U.S.C. 2904 and 2906.
(7) To State, territorial and local governments and tribal
organizations to provide information needed in response to court order
and/or discovery purposes related to litigation, when the disclosure is
compatible with the purpose for which the records were compiled.
(8) To an expert, consultant, or contractor (including employees of
the contractor) of the DOI that performs services requiring access to
these records on the DOI's behalf to carry out the purposes of the
system. (9) To appropriate agencies, entities, and persons when:
(a) It is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; and
(b) The Department has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interest, identity theft or fraud, or harm to the security or integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and
(c) The disclosure is made to such agencies, entities and persons
who are reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
(10) To the Office of Management and Budget during the coordination
and clearance process in connection with legislative affairs as
mandated by OMB Circular A-19.
(11) To the Department of the Treasury to recover debts owed to the
United States.
(12) To the news media and the public, with the approval of the
Public Affairs Officer in consultation with Counsel and the Senior
Agency Official for Privacy, where there exists a legitimate public
interest in the disclosure of the information, except to the extent it
is determined that release of the specific information in the context
of a particular case would constitute an unwarranted invasion of
personal privacy.
(13) To other Federal, State, tribal organization and local
government officials to retrieve or analyze specific legal land
descriptions for projects under their authority which provides
information needed to resolve discrepancies in land titles.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made 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 1996 (31
U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records are contained in computers, magnetic disks,
computer tapes, removable drives, email and electronic databases. Both
production and backup tapes are stored in a secure location in a
government controlled environment. The original historical land records
maintained in paper format are stored in acid-free boxes in climate
access controlled vaults. Order forms maintained in paper format are
contained in locked filing cabinets in government controlled
facilities.
RETRIEVABILITY:
Records in the system are retrieved by an individual's name,
county, township, range, meridian, section number, Land Office,
document number, Indian Allotment number, survey number, authority for
the grant, issue date, Militia grant, tribe, geographical name of the
property, mining claim, survey type, surveyor name, contract/group
number, survey approved date, document type, date of request, and order
number.
SAFEGUARDS:
Public access to the system is limited to the web interface that
allows users to only retrieve public Federal land conveyance records
and submit online orders. Safeguards for electronic records conform to
Office of Management and Budget and Departmental guidelines reflecting
the implementation of the Federal Information Security Management Act
of 2002, National Institute of Standards and Technology Special
Publication standards for Computer Security and the Department of the
Interior regulations on safeguarding of Privacy Act information (43 CFR
part 2). The computer servers in which electronic records are stored
are located in secured DOI facilities.
Paper copies of order forms are housed within secure, locked metal
cabinets in the secured BLM Eastern States Accounting Department,
access to which is limited to authorized personnel. The original
historical land records maintained in paper format are stored in acid-
free boxes in climate access controlled vaults within secure BLM
facilities.
Access to all components of the system is limited to authorized BLM
employees and is protected by user identification and unique passwords.
Administrative privileges for monitoring are only granted to
administrator-level users. The system incorporates a firewall and
independent security monitor subsystems to further strengthen the Web
site against unauthorized access or monitoring.
All online orders and billing records are available only to
authorized personnel having a need-to-know and who have successfully
completed DOI's Federal Information System Security Awareness, Privacy
and Records Management training, and have signed the Rules of Behavior.
A Privacy Impact Assessment was conducted to ensure that Privacy Act
requirements and safeguard requirements are met. The assessment
verified that appropriate controls and safeguards are in place.
RETENTION AND DISPOSAL:
Historical land records are maintained permanently in accordance
with BLM Manual 1220--Records and Information Management, Schedule 4,
Item 7 of the GRS/BLM Combined Records Schedules. The paper records are
retired to the Archive II, National Archives and Records Administration
(NARA) of the United States, College Park, Maryland, after they have
been electronically incorporated into GLORAS. The land records indexed
by GLORAS are retained indefinitely. The billing information is
retained for 14 calendar days in the GLORAS system and then purged. The
information collected in the Collection and Billings System is disposed
of 6 years and 3 months after the order date. The disposal of these
records is covered by the Accountable Officers Files, Schedule 6,
Section 1A GRS/BLM Combined Records Schedule.
Paper records are disposed of by shredding or pulping, and records
contained on electronic media are degaussed or erased in accordance
with NARA guidelines and 384 Departmental Manual 1.
SYSTEM MANAGER AND ADDRESS:
Branch Chief, General Land Office Records Automation, Bureau of
Land Management, Eastern States, Branch of
[[Page 30161]]
General Land Office Records, 20 M Street SE., Washington, DC 20003.
NOTIFICATION PROCEDURES:
An individual requesting notification of the existence of records
on himself or herself should send a signed, written inquiry to the
System Manager identified above. The request envelope and letter should
both be clearly marked ``PRIVACY ACT INQUIRY.'' A request for
notification must meet the requirements of 43 CFR 2.235.
RECORDS ACCESS PROCEDURES:
An individual requesting records on him or herself should send a
signed, written inquiry to the System Manager identified above. The
request should describe the records sought as specifically as possible.
The request envelope and letter should both be clearly marked ``PRIVACY
ACT REQUEST FOR ACCESS.'' A request for access must meet the
requirements of 43 CFR 2.238.
CONTESTING RECORDS PROCEDURES:
An individual requesting corrections or the removal of material
from his or her records should send a signed, written request to the
System Manager identified above. A request for corrections or removal
must meet the requirements of 43 CFR 2.246.
RECORD SOURCE CATEGORIES:
The historical land records contain information provided by
individuals to whom the land was granted, the surveyors, and other
individuals (both governmental and private) who were integral to this
historical process. Information needed to complete online orders of
certified land records is obtained directly from members of the public
and other individuals who are requesting to purchase certified copies
of Federal land conveyance records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 2014-12149 Filed 5-23-14; 8:45 am]
BILLING CODE 4310-GJ-P