BIA-25 System of Records Notice

Federal Register / Vol. 72, No. 38 / Tuesday, February 27, 2007 / Notices
require password login, and comply
with DOI and National Institute of
Standards and Technology cyber
security requirements. A Privacy Impact
Assessment has been completed for
probate files and ProTrac in accordance
with the E-Government Act of 2002 and
OMB requirements for new and
amended information systems.
RETENTION AND DISPOSAL:

Records are retained permanently.
SYSTEM MANAGER(S) AND ADDRESS:

Director, Special Projects Office,
Bureau of Indian Affairs, Western
Regional Office, 400 N. 5th Street, 10th
Floor, Phoenix, AZ 85004.
NOTIFICATION PROCEDURES:

If you wish to determine if this system
of records contains information about
you, you may write to the System
Manager at the address listed above.
Your request must be in writing and
signed by you and include contact
information, such as a telephone
number or address, where you can be
reached should additional information
be needed from you to confirm your
identity. Provide the following
information with your request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and
(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
To ensure proper handling of your
request, you should include the words
‘‘PRIVACY ACT INQUIRY’’ at the top of
the first page of your letter and on the
envelope in which you mail the letter.
For additional information refer to 43
CFR 2.60.

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RECORD ACCESS PROCEDURES:

If you wish to obtain a copy of any
records that the system may contain that
are about you, you may write to the
System Manager at the address listed
above. Provide the following
information with your request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and

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(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
Your request must be in writing and
signed by you. You should state
whether you are seeking all of the
records about you that may be
maintained in the system, or only a
specific portion of them. If you are only
seeking a portion of them, you should
describe those records you are seeking
with sufficient detail to enable an
individual familiar with the system to
locate them with a reasonable amount of
effort. To ensure proper handling of
your request, you should include the
notation, ‘‘PRIVACY ACT REQUEST
FOR ACCESS’’ at the top of the first
page of your letter and on the envelope
in which you mail the letter. For
additional information, refer to 43 CFR
2.63.
If you wish to request that any
specific records that the system may
contain that are about you be corrected,
you may write to the System Manager at
the address listed above. Provide the
following information with your
request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and
(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
Your request must be in writing and
signed by you. Before you make such a
request, you must first have requested
access to your records, and have either
inspected them or obtained copies of
them, as described above. You must also
identify which record or portion thereof
you are contesting, indicating why you
believe that it is not accurate, relevant,
timely, or complete, and provide a copy
of any documents in your possession
that support your claim with your letter.
You may also propose specific language
to implement the changes sought. To
ensure proper handling of your request,
you should include the notation
‘‘PRIVACY ACT REQUEST FOR
AMENDMENT’’ at the top of the first
page of your letter and on the envelope
in which you mail the letter. For
additional information, refer to 43 CFR
2.71.

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RECORD SOURCE CATEGORIES:

Records in the system contain
information submitted by potential
heirs, legatees, devisees, creditors, and
other parties knowledgeable about the
decedent, the decedent’s family or the
decedent’s estate, as well as information
from other government entities (e.g.,
birth and death certificates).
EXEMPTIONS CLAIMED FOR THIS SYSTEM:

None.
[FR Doc. E7–3367 Filed 2–26–07; 8:45 am]
BILLING CODE 4310–W7–P

DEPARTMENT OF THE INTERIOR
Bureau of Indian Affairs
Privacy Act of 1974, as Amended;
Amendment of an Existing System of
Records
Bureau of Indian Affairs,
Interior.
ACTION: Proposed amendment of an
existing system of records.
AGENCY:

CONTESTING RECORD PROCEDURES:

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SUMMARY: Under the Privacy Act of
1974, as amended (5 U.S.C. 552a), the
Bureau of Indian Affairs (BIA) is issuing
public notice of our intent to change an
existing Privacy Act system of records
notice entitled Interior BIA–25
‘‘Integrated Records Management
System (IRMS),’’ published at 45 FR
45381 (July 3, 1980). BIA proposes to:
(1) Update the information on the
location of the records; (2) identify new
information that will be included in the
system of records; (3) clearly state the
current routine uses of the records by
organizations and individuals outside of
the Department of the Interior (DOI);
and (4) expand the routine uses of such
information to include disclosures to
Federal, state, or local agencies
regarding the reporting of an
investigation of an employee. BIA is
accomplishing these changes in part by
updating its system of records through
conversion to the new application, Trust
Asset and Accounting Management
System (TAAMS), which has replaced
the Land Records Information System
(LRIS) and will replace the Integrated
Records Management System (IRMS).
DATES: The proposed new system of
records will become effective without
further notice on April 9, 2007, unless
comments received result in a contrary
determination. Under 5 U.S.C.
552a(e)(11), the public is provided a 30day period in which to comment on the
agency’s intended use of the
information in the system of records.
The Office of Management and Budget
(OMB), in its Circular A–130, requires

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Federal Register / Vol. 72, No. 38 / Tuesday, February 27, 2007 / Notices

an additional 10-day period in which
the OMB may comment (for a total of 40
days in which to make these comments).
BIA will publish a notice if changes are
made based on review of comments
received.
Any persons interested in
commenting on this proposed
amendment may do so by submitting
comments in writing to the Deputy
Director, Office of Trust Services,
Bureau of Indian Affairs, 1849 C Street,
NW., MS 4513—MIB, Washington, DC
20240, or fax to (202) 208–2549.
FOR FURTHER INFORMATION CONTACT: For
information regarding ‘‘Integrated
Records Management System (IRMS),
BIA–25,’’ contact Arch Wells, Deputy
Director, Office of Trust Services,
Bureau of Indian Affairs, 1849 C Street,
NW., MS 4513—MIB, Washington, DC
20240 at (202) 208–5831.
SUPPLEMENTARY INFORMATION: This
notice is published pursuant to the
Privacy Act of 1974 (5 U.S.C. 552a(e)(4))
and is in exercise of authority delegated
by the Secretary of the Interior to the
Principal Deputy Assistant Secretary—
Indian Affairs in 209 DM 8.1. This
notice amends the Privacy Act System
of Records entitled ‘‘BIA–25: Integrated
Records Management System (IRMS).’’
The purpose of the amendment is to
update the information to reflect the
modernization of the title and trust
systems. IRMS supports the land
resource management function and
contains information on Indians, leases
(e.g., pasture, range, timber, mineral,
and mining leases), land ownership, oil
and gas royalties, and trust fund
accounts. Eventually, this system will
be replaced by the TAAMS or another
successor system. Until the successor
system is fully implemented, the IRMS
and the Royalty Distribution and
Reporting System (RDRS) will be the
official automated systems for income
allocations, and will continue to
interface with the Trust Fund
Accounting System (TFAS). TAAMS,
IRMS, and RDRS will include:
(a) A legal land description, chain-oftitle history, current ownership,
including title and beneficial
ownership, and resource management
classification for all land held in trust or
restricted status by the Federal
Government for the benefit of Indian
tribes and individual Indians;
(b) Any encumbrances against the title
to land;
(c) The name, address, BIA
identification number (assigned by the
BIA in TAAMS), and Social Security
(Federal tax identification) number of
each Indian land owner;

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ADDRESSES:

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(d) The name, address, and Social
Security (Federal tax identification)
number of each person who has a
permit, lease, contract, right-of-way or
other legal instrument approved by the
Secretary of the Interior that allows such
person to use the trust or restricted land,
or to extract renewable or nonrenewable resources from such land;
(e) The name, address, and Federal
taxpayer identification number of any
company that has a permit, lease,
contract, right-of-way or other legal
instrument approved by the Secretary of
the Interior that allows such company to
use the trust or restricted land, or to
extract renewable or non-renewable
resources from such land;
(f) The term of the permit, lease,
contract, right-of-way or other legal
instrument; and
(g) The trust income collected and
distributed for such permit, lease,
contract, right-of-way or other legal
instrument.
Changes to the existing system of
records, Integrated Resource
Management System—Interior, BIA–25
(July 3, 1980, 45 FR 45381) are
summarized here:
*
*
*
*
*
System location: Delete ‘‘Division of
Systems Operation, Bureau of Indian
Affairs, 500 Gold Ave., SW.,
Albuquerque, New Mexico 87103’’ and
replace with ‘‘Office of Information
Operations, Bureau of Indian Affairs,
625 Herndon Parkway, Herndon, VA
20170’’ to reflect new location. Add
Indian tribal governments that
administer realty programs under SelfDetermination or Self-Governance
awards as a location.
Categories of individuals covered by
the system: Add references to Indian
lands held in restricted status; delete
reference to holders of assigned
interests.
Categories of records in the system:
Delete reference to dower and life estate
interests. Add current income allocation
interests.
*
*
*
*
*
Routine uses of records maintained in
the system, including categories of users
and the purposes of such uses:
Add that disclosures may be made to
other Federal, state, or local agencies
regarding the reporting of an
investigation of an employee.
Disclosure to consumer reporting
agencies: Add a section describing
when records will be disclosed to
consumer reporting agencies.
Policies and practices for storing,
retrieving, accessing, retaining, and
disposing of records in the system:
*
*
*
*
*

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Safeguards: Add specific description
of safeguards employed for paper and
electronic records.
*
*
*
*
*
Retention and Disposal: Delete
reference to information being erased as
new information is added.
System manager(s) and address:
Update identification of system manager
and contact information.
Notification procedure: Provide more
explicit directions on how to address a
request for information on whether the
system contains information about you
to ensure the proper office receives the
request.
Record access procedure: Provide
more explicit directions on how to
address a request for copies of records
in the system to ensure the proper office
receives the request.
Contesting record procedure: Provide
more explicit directions on how to
address a request for corrections or the
removal of any specific record
contained in the system to ensure the
proper office receives the request.
Record source categories: Add more
detailed description of record source
categories.
*
*
*
*
*
A copy of the notice, with changes
incorporated, is attached.
Dated: February 7, 2007.
Michael D. Olsen,
Principal Deputy Assistant Secretary—Indian
Affairs.
INTERIOR/BIA–25
SYSTEM NAME:

Integrated Records Management
System.
SYSTEM CLASSIFICATION:

None.
SYSTEM LOCATION:

(1) Office of Information Operations,
Bureau of Indian Affairs, 625 Herndon
Parkway, Herndon, VA 20170;
(2) Central, regional, agency and field
offices, BIA schools or contractors
providing time-share services to BIA;
(3) Those Indian tribal governments
that administer realty programs under
Self-Determination or Self-Governance
awards (for a listing of specific
locations, contact the Systems Manager).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Individual Indian and Indian tribal
entities who are owners of land held in
trust or restricted status by the Federal
Government, individuals or groups that
are potential or actual lessees of that
property, and individual Indians who
have trust fund accounts.

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Federal Register / Vol. 72, No. 38 / Tuesday, February 27, 2007 / Notices
CATEGORIES OF RECORDS IN THE SYSTEM:

Land descriptions, current ownership,
current income allocation interests,
information on all types of leases or
other land uses including grazing,
farming, minerals mining, timber and
business. Information on individuals
including name, address, aliases, sex,
date of birth, tribal membership and
blood quantums. General ledgers
showing deposits and withdrawals from
individual Indian money (IIM) accounts.

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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

(c) Management of leases on Indian
trust and restricted lands, and collection
and distribution of lease income;
(d) Invoicing of individual owners or
lessees for irrigation;
(e) Determination of eligibility of
individuals to participate in, or enjoy
benefits from, a tribal group; and
(f) Maintenance of lists of approved
enrollees used to distribute funds or
income, or as a base to gather
demographics or income allocation data
for planning purposes.

25 U.S.C. 151, 25 U.S.C. 392, 25
U.S.C. 415, and 25 U.S.C. 163.

DISCLOSURES OF THESE RECORDS OUTSIDE THE
DEPARTMENT OF THE INTERIOR WILL BE LIMITED
TO:

ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:

(1) The tribe, band, pueblo or
corporation of which the individual to
whom a record pertains is a member or
a stockholder.
(2)(a) To any of the following entities
or individuals, when the circumstances
set forth in (b) are met:
(i) The Department of Justice (DOJ);
(ii) a court, adjudicative or other
administrative body;
(iii) a party in litigation before a court
or adjudicative or 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 DOI employee acting in his or
her official capacity;
(C) 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;
(D) 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 purposes for
which the records were compiled.
(3) To a congressional office in
response to a written inquiry an
individual covered by the system has
made to the congressional office about
him or herself or a family member when
the individual is the guardian.
(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, in support of the functions for
which the records were collected and
maintained.
(5) To representatives of the National
Archives and Records Administration to

Integrated Records Management
System is a legacy system consisting of
eight applications.
• People—The ‘‘People’’ application
maintains information on individuals
and tribes. This information is used for
providing information such as an
address for use with other applications.
• Per Capita—The ‘‘Per Capita’’
application provides the means to
calculate and generate payments to
individuals. The payments may be the
result of a judgment or tribal per capita
distributions.
• Lease—The ‘‘Lease’’ application
manages the leasing function for Indian
land.
• Lease Distribution—The ‘‘Lease
Distribution’’ application distributes the
income from a lease to the owners of the
land.
• Range—The ‘‘Range’’ application
provides additional functionality to
manage range leases and permits.
• IIM—The ‘‘Individual Indian
Monies’’ application provides
information on the accounts maintained
for individuals and shares information
needed by other IRMS applications. It is
no longer used as the system of record
for individuals. That function is
performed by TFAS, which updates the
IIM application to provide the IRMS
applications with up-to-date
information.
• Owner—The ‘‘Owner’’ application
manages the ownership of Indian land.
• RDRS—The ‘‘Royalty Distribution
and Reporting System’’ (sometimes
referred to as ‘‘Oil & Gas’’) manages,
receives and distributes the income
derived from oil & gas leases.
The primary uses of the records are:
(a) Repository of IIM account
information for use by other IRMS
applications.
(b) Identification of individual
Indians and Indian tribal groups with
interest in income producing leases or
contracts;

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8771

conduct records management
inspections under the authority of 44
U.S.C. 2903 and 2904.
(6) The appropriate Federal, state,
tribal, or local governmental agency that
is responsible for investigating,
prosecuting, enforcing or implementing
a statute, rule, regulation, order or
license, when the Department becomes
aware of an indication of a violation or
potential violation of the statute, rule,
regulation, order or license.
(7) Indian tribes entering into a
contract or compacts of real estate or
title functions under the Indian SelfDetermination and Education
Assistance Act, as amended.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:

Disclosures pursuant to 5 U.S.C.
552a(b)(12). Under 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. 718a(f)),
or the Federal Claims Collection Act of
1966, as amended (31 U.S.C. 3701(a)(3).
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:

Manual Records: Letter files,
computer readable media, input forms
and computer printouts.
Electronic Records: Magnetic (mag)
tape and disk files.
RETRIEVABILITY:

(a) Indexed by name, Bureau
identification numbers, family numbers
and tract numbers.
(b) Retrieved by manual search or
computer inquiry.
SAFEGUARDS:

During business hours, paper records
are maintained in areas accessible only
by authorized personnel in a secured
office environment and comply with the
minimum DOI safeguard requirements
for maintaining Privacy Act system of
records under 43 CFR 2.51. Electronic
records are accessible via a password
from terminals located in attended
offices and only personnel with
approved access may change the data.
Electronic records comply with DOI and
National Institute of Standards and
Technology cyber security
requirements. After business hours,
buildings have security guards and/or
secured doors, and all entrances are
monitored by electronic surveillance
equipment. A Privacy Impact
Assessment is being completed for
IRMS in accordance with the E–
Government Act of 2002 and OMB
requirements for new and amended
information systems.

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Federal Register / Vol. 72, No. 38 / Tuesday, February 27, 2007 / Notices

RETENTION AND DISPOSAL:

Permanent records are retrieved and
closed or inactive records are
transferred to the Federal Records
Center in accordance with the following
schedules: NARA Job # N1–075–03–1
(approved January 24, 2003) for the IIM
application; NARA Job # N1–075–03–04
(approved February 24, 2004) for the
people and per capita applications; and
NARA Job # N1–075–03–04 for the
remaining applications.
SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Information
Operations, Bureau of Indian Affairs,
625 Herndon Parkway, Herndon, VA
20170.

CONTESTING RECORD PROCEDURES:

NOTIFICATION PROCEDURE:

If you wish to determine if the system
contains information about you, contact
the System Manager at the address
above. Provide the following
information with your request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and
(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
The request must be in writing and
signed by you. To ensure proper
handling of your request, you should
include the notation ‘‘PRIVACY ACT
INQUIRY’’ at the top of the first page of
your letter and on the envelope in
which you mail the letter. For
additional information refer to 43 CFR
2.60.

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RECORD ACCESS PROCEDURES:

Persons who would like to obtain a
copy of their records contained in the
system should contact the System
Manager at the address above. Provide
the following information with your
request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and
(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
The request must be in writing and
signed by you. You should state

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whether you are seeking all of the
records about you that may be
maintained by the system, or only a
specific portion of them. If you are only
seeking a portion of them, you should
describe those records you are seeking
with sufficient detail to enable an
individual familiar with the system to
locate them with a reasonable amount of
effort. To ensure proper handling of
your request, you should include the
notation ‘‘PRIVACY ACT REQUEST
FOR ACCESS’’ at the top of the first
page of your letter and on the envelope
in which you mail the letter. For
additional information, refer to 43 CFR
2.63.

Jkt 211001

To request corrections or the removal
of any specific record contained in the
system, contact the System Manager at
the address above. Provide the following
information with your request:
(a) Proof of your identity;
(b) List of all of the names by which
you have been known, such as maiden
name or alias;
(c) Your Social Security Number;
(d) Mailing address;
(e) Tribe, tribal enrollment or census
number;
(f) BIA home agency; and
(g) Time period(s) that records
belonging to you may have been created
or maintained, to the extent known by
you.
The request must be in writing and
signed by you. Before you make such a
request, you must have requested access
to your records and have either
inspected them or obtained copies of
them as described above. You must also
identify which record or portion thereof
you are contesting, indicating why you
believe that it is not accurate, relevant,
timely, or complete, and provide a copy
of any documents in your possession
that support your claim with your letter.
You may also propose specific language
to implement the changes sought. To
ensure proper handling of your request,
you should include the notation
‘‘PRIVACY ACT REQUEST FOR
AMENDMENT’’ at the top of the first
page of your letter and on the envelope
in which you mail the letter. For
additional information, refer to 43 CFR
2.71.
RECORD SOURCE CATEGORIES:

(a) BIA, OST, Minerals Management
Service, Bureau of Land Management,
Office of Hearings and Appeals, and
other appropriate agencies in the
Department of the Interior;
(b) Federal, state and local agencies;
(c) Tribal offices if the title or realty
function is contracted or compacted

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under the Indian Self-Determination
and Education Assistance Act, Pub. L.
93–638, 86 Stat. 2203, as amended;
(d) Courts of competent jurisdiction,
including tribal courts.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
[FR Doc. E7–3369 Filed 2–26–07; 8:45 am]
BILLING CODE 4310–W7–P

DEPARTMENT OF THE INTERIOR
Bureau of Indian Affairs
Privacy Act of 1974, as Amended;
Amendment of an Existing System of
Records
Bureau of Indian Affairs,
Interior.
ACTION: Proposed amendment of an
existing system of records.
AGENCY:

SUMMARY: Under the Privacy Act of
1974, as amended (5 U.S.C. 552a), the
Bureau of Indian Affairs (BIA) is issuing
public notice of our intent to change an
existing Privacy Act system of records
notices entitled Interior BIA–04 ‘‘Indian
Land Records,’’ published at 48 FR
41098 (September 13, 1983). BIA
proposes to: (1) Update the information
on the location of the records and the
technology used to store and retrieve
records; (2) identify new information
that will be included in the system of
records; (3) clearly state the current
routine uses of the records by
organizations and individuals outside of
the Department of the Interior (DOI);
and (4) expand the routine uses of such
information to include the disclosure of
names and mailing addresses of owners
of trust and restricted lands, among
other information, to certain statutorily
defined categories of persons.
BIA is accomplishing these changes in
part by updating its system of records
through conversion to a new
application, Trust Asset and Accounting
Management System (TAAMS), which
has or will replace several BIA legacy
systems such as the Land Records
Information System (LRIS) and
Integrated Records Management System
(IRMS).
DATES: The proposed new system of
records will become effective without
further notice on April 9, 2007, unless
comments received result in a contrary
determination. Under 5 U.S.C.
552a(e)(11), the public is provided a 30day period in which to comment on the
agency’s intended use of the
information in the system of records.
The Office of Management and Budget
(OMB), in its Circular A–130, requires
an additional 10-day period in which

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