[Federal Register: July 22, 2008 (Volume 73, Number 141)]

[Notices]

[Page 42662-42670]

From the Federal Register Online via GPO Access [wais.access.gpo.gov]

[DOCID:fr22jy08-133]

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DEPARTMENT OF THE TREASURY

United States Mint

Privacy Act of 1974; Systems of Records

AGENCY: United States Mint, Treasury.

ACTION: Notice of systems of records.

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SUMMARY: In accordance with the requirements of the Privacy Act of

1974, as amended, 5 U.S.C. 552a, the United States Mint, Treasury, is

publishing its inventory of Privacy Act systems of records.

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5

U.S.C. 552a) and the Office of Management and Budget (OMB), Circular

No. A-130, the United States Mint has completed a review of its Privacy

Act systems of records notices to identify changes that will more

accurately describe these records. The systems of records were last

published in their entirety on June 13, 2005, at 70 FR 34178-34185.

The changes throughout the document are editorial in nature and

consist principally of a changing the name of the Treasury bureau from

``U.S. Mint'' to the ``United States Mint,'' clarification as to the

types of records in United States Mint .005, a change to the title of

United States Mint .009. The alterations to United States Mint .009

published on January 30, 2007, at 72 FR 4325 have also been

incorporated.

On May 22, 2007, the Office of Management and Budget (OMB) issued

Memorandum M-07-16 entitled ``Safeguarding Against and Responding to

the Breach of Personally Identifiable Information.'' It required

agencies to publish the routine use recommended by the President's

Identity Theft Task Force. As part of that effort, the Department

published the notice of the proposed routine use on October 3, 2007, at

72 FR 56434, and it was effective on November 13, 2007. The new routine

use has been added to each United States Mint system of records below.

Department of the Treasury regulations require the Department to

publish the existence and character of all systems of records every

three years (31 CFR 1.23(a)(1)). The United States Mint has leveraged

this requirement to incorporate the review of its current holding of

personally identifiable information required by M-07-16. With respect

to its inventory of Privacy Act Systems of records, the United States

Mint has determined that the information contained in its systems of

records is accurate, timely, relevant, complete, and is the minimum

necessary to maintain the proper performance of a documented agency

function.

Systems Covered by This Notice

This notice covers all systems of records adopted by the United

States Mint up to January 1, 2008. The systems notices are reprinted in

their entirety following the Table of Contents.

Dated: July 11, 2008.

Elizabeth Cuffe,

Deputy Assistant Secretary for Privacy and Treasury Records.

Table of Contents

United States Mint

U.S. MINT .001--Cash Receivable Accounting Information System.

U.S. MINT .003--Employee and Former Employee Travel & Training

Accounting Information System.

U.S. MINT .004--Occupational Safety and Health, Accident and Injury

Records, and Claims for Injuries or Damage Compensation Records.

U.S. MINT .005--Employee-Supervisor Performance Evaluation,

Counseling, and Time and Attendance Records.

U.S. MINT .007--General Correspondence.

U.S. MINT .008--Employee Background Investigations Files.

U.S. MINT .009--Retail Sales System (RSS), Customer Mailing List,

Order Processing Record for Coin Sets, Medals and Numismatic Items,

and Records of Undelivered Orders, Product Descriptions,

Availability and Inventory [formerly: Mail-order and Catalogue Sales

System (MACS), Customer Mailing List, Order Processing Record for

Coin Sets, Medals and Numismatic Items, and Records of Undelivered

Orders, Product Descriptions, Availability and Inventory].

U.S. MINT .012--Grievances. Union/Agency Negotiated Grievances;

Adverse Performance Based Personnel Actions; Discrimination

Complaints; Third Party Actions United States Mint.

TREASURY/UNITED STATES MINT .001

SYSTEM NAME:

Cash Receivable Accounting Information System--Treasury/United

States Mint.

SYSTEM LOCATION:

(1) United States Mint, 801 9th Street, NW., Washington, DC 20220;

(2) United States Mint, 151 North Independence Mall East,

Philadelphia, PA 19106;

(3) United States Mint, 320 West Colfax Avenue, Denver, CO 80204;

(4) United States Mint, 155 Hermann Street, San Francisco, CA

94102;

(5) United States Mint, West Point, NY 10996;

(6) United States Bullion Depository, Fort Knox, KY 40121.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Employees and former employees of the United States Mint. Members

of the public and United States Mint employees who have purchased

numismatic items from United States Mint sales outlets.

[[Page 42663]]

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Receivables due from United States Mint employees, former

employees and general public for lost Government property, salary

overpayments, and cash sales of over-the-counter numismatic items; and

(2) Receivables due from United States Mint employees and former

employees who have outstanding travel advances and/or salary advances,

and/or leave advances (cash equivalents).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 5537 and 31 U.S.C. 5111(a)(3).

PURPOSE(S):

The purpose of this system is to permit the United States Mint to

track and record the creation and payments of money owed to the United

States Mint.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

These records may be used to disclose information to:

(1) Accounting offices, managers, supervisors and government

officials pertaining to cash receivables and debts owed the Government;

(2) Appropriate Federal, State, local, or foreign agencies

responsible for investigating or prosecuting the violations of, or for

enforcing or implementing, a statute, rule, regulation, order, or

license;

(3) A Federal, State, or local agency, maintaining civil, criminal

or other relevant enforcement information or other pertinent

information, which has requested information relevant to or necessary

to the requesting agency's or the bureau's hiring or retention of an

employee, or issuance of a security clearance, license, contract,

grant, or other benefit;

(4) A court, magistrate, or administrative tribunal in the course

of presenting evidence, including disclosures to opposing counsel or

witnesses in the course of civil discovery, litigation, or settlement

negotiations, in response to a court-ordered subpoena, or in connection

with criminal law proceedings;

(5) Foreign governments in accordance with formal or informal

international agreements;

(6) A congressional office in response to an inquiry made at the

request of the individual to whom the record pertains;

(7) The news media in accordance with guidelines contained in 28

CFR 50.2 which relate to an agency's functions relating to civil and

criminal proceedings;

(8) Unions recognized as exclusive bargaining representatives under

the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114;

(9) Third parties during the course of an investigation to the

extent necessary to obtain information pertinent to the investigation;

(10) To appropriate agencies, entities, and persons when (a) the

Department suspects or has confirmed that the security or

confidentiality of information in the system of records has been

compromised; (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 interests, 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 made to such

agencies, entities, and persons is 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.

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

AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper documents and electronic records.

RETRIEVABILITY:

Name or number substitute.

SAFEGUARDS:

Storage in filing cabinets with access by authorized accounting

personnel.

RETENTION AND DISPOSAL:

General records control schedule, GAO rules and regulations, United

States Mint Records Control Schedule. Records are destroyed in

accordance with National Archives and Records Administration

regulations.

SYSTEM MANAGER(S) AND ADDRESS:

(1) Chief Financial Officer, United States Mint, 801 9th Street,

NW., Washington, DC 20220;

(2) Financial Manager, United States Mint, 151 North Independence

Mall East, Philadelphia, PA 19106;

(3) Financial Manager, United States Mint, 320 West Colfax Avenue,

Denver, CO 80204;

(4) Financial Manager, United States Mint, 155 Hermann Street, San

Francisco, CA 94102;

(5) Chief, Accounting Division, United States Mint, West Point, NY

10996;

(6) Administrative Officer, United States Bullion Depository, Fort

Knox, KY 40121.

NOTIFICATION PROCEDURE:

Requests from individuals wishing to be notified if they are named

in this system of records, or seeking access to any record contained in

the system of records, or seeking to contest its content, should be

addressed to the head of the organizational unit having immediate

custody of the records (See ``SYSTEM MANAGER(s)'' above). Inquiries may

be made in accordance with instructions appearing at 31 CFR part 1,

subpart C, appendix H. Inquiries should be addressed to the following

official: Disclosure Officer, United States Mint, 801 9th Street, NW.,

Washington, DC 20220.

The individual must submit a written request containing

identification such as: (a) Employee identification; (b) Driver's

license; (c) Other means of identification, including social security

number and date of birth.

RECORD ACCESS PROCEDURES:

See ``Notification Procedure'' above.

CONTESTING RECORD PROCEDURES:

See ``NOTIFICATION PROCEDURE'' above.

RECORD SOURCE CATEGORIES:

United States Mint employees and appropriate agency officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

TREASURY/UNITED STATES MINT .003

SYSTEM NAME:

Employee and Former Employee Travel and Training Accounting

Information System--Treasury/United States Mint.

SYSTEM LOCATION:

(1) United States Mint, 801 9th Street, NW., Washington, DC 20220;

(2) United States Mint, 151 North Independence Mall East,

Philadelphia, PA 19106;

(3) United States Mint, 320 West Colfax Avenue, Denver, CO 80204;

(4) United States Mint, 155 Hermann Street, San Francisco, CA

94102;

(5) United States Mint, West Point, NY 10996;

(6) United States Bullion Depository, Fort Knox, KY 40121.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Employees and former employees of the United States Mint who have

engaged in travel and training.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Schedule of Payments generated from the Electronic

Certification System (ECS) with supporting documents such

[[Page 42664]]

as: (a) SF 1012 Travel Voucher; (b) SF 1038 Application and Account for

Advance of Funds; (2) Travel Authorities; (3) SF-182, Request,

Authorization, Agreement and Certification of Training.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. Chapters 41 and 57.

PURPOSE(S):

The purpose of this system is to permit the United States Mint to

track and record the creation and payments of travel and training

advances owed to the United States Mint.