82 FR 37290 - Privacy Act of 1974; System of Records

DEPARTMENT OF THE TREASURY

Federal Register Volume 82, Issue 152 (August 9, 2017)

In accordance with the Privacy Act of 1974, as amended, the Department of the Treasury (``Treasury'' or the ``Department''), Bureau of Engraving and Printing (BEP) proposes to modify an existing system of records titled, ``Department of the Treasury, Bureau of Engraving and Printing (BEP) .046--Automated Mutilated Currency Tracking System'' that will now be titled ``Department of the Treasury, Bureau of Engraving and Printing (BEP) .046--Mutilated Currency Requests Tracking System.''

[Federal Register Volume 82, Number 152 (Wednesday, August 9, 2017)]
[Notices]
[Pages 37290-37293]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2017-16789]


-----------------------------------------------------------------------

DEPARTMENT OF THE TREASURY


Privacy Act of 1974; System of Records

AGENCY: Department of the Treasury, Bureau of Engraving and Printing 
(BEP)

[[Page 37291]]


ACTION: Notice of a Modified System of Records.

-----------------------------------------------------------------------

SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
Department of the Treasury (``Treasury'' or the ``Department''), Bureau 
of Engraving and Printing (BEP) proposes to modify an existing system 
of records titled, ``Department of the Treasury, Bureau of Engraving 
and Printing (BEP) .046--Automated Mutilated Currency Tracking System'' 
that will now be titled ``Department of the Treasury, Bureau of 
Engraving and Printing (BEP) .046--Mutilated Currency Requests Tracking 
System.''

DATES: Submit comments on or before September 8, 2017. This modified 
system and the routine uses will be effective September 8, 2017 unless 
BEP receives comments and determines that changes to the system of 
records notice are necessary.

ADDRESSES: You may submit comments to the Federal eRulemaking Portal 
electronically at http://www.regulations.gov. You may also submit 
comments to Leslie J. Rivera-Pag[aacute]n, Attorney/Adviser--Privacy 
Act Officer, Office of the Chief Counsel, U.S. Department of the 
Treasury, Bureau of Engraving and Printing, Room 419-A, 14th & C 
Streets SW., Washington, DC 20228, Attention: Revisions to Privacy Act 
Systems of Records. You may also fax comments to (202) 874-2951 or 
submit by email to [email protected]. For faxes and emails, 
please place, ``Revisions to SORN Treasury/BEP -.046--Mutilated 
Currency Requests Tracking System,'' in the subject line. Comments will 
be made available for public inspection upon written request. The BEP 
will make such comments available for public inspection and copying at 
the above listed location, on official business days between 9:00 a.m. 
and 5:00 p.m. eastern time. Persons wishing to review the comments must 
request an appointment by telephoning (202) 874-2500. All comments 
received, including attachments and other supporting documents, are 
part of the public record and subject to public disclosure. You should 
submit only information that you wish to make available publicly. All 
comments received will be posted without change to http://www.regulations.gov, including any personal information provided.

FOR FURTHER INFORMATION CONTACT: For general questions and privacy 
issues please contact: Leslie J. Rivera-Pag[aacute]n at (202) 874-2500 
or [email protected].

SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974, 
5 U.S.C. 552a, the Department of the Treasury (``Treasury'' or the 
``Department''), Bureau of Engraving and Printing (``BEP'') proposes to 
modify an existing system of records titled, ``Department of the 
Treasury, Bureau of Engraving and Printing (BEP) .046--Automated 
Mutilated Currency Tracking System.''
    The BEP's Office of Financial Management (``OFM''), Mutilated 
Currency Division (MCD) uses the Mutilated Currency Requests Tracking 
System to track requests for examination of mutilated currency 
submitted by individuals, institutions, or executors/administrators 
(``requesters'') to the BEP for evaluation and possible redemption. On 
May 29, 2014, the BEP amended its regulations on exchange of mutilated 
currency in order to update mutilated currency procedures and eliminate 
references to obsolete practices and terms. See 31 CFR part 100, 
subpart B, 100.5-100.9, 79 FR 30724 (2014). The new BEP's regulations 
require requesters to provide personal banking information since all 
mutilated currency redemptions of $500.00 or more shall be made via 
electronic funds transfers (``EFT'') by the Department of the Treasury, 
Bureau of the Fiscal Service (``BFS'') in accordance with the Debt 
Collection Improvement Act of 1996 (DCIA), 31 U.S.C. 3332(e).
    Under the existing system of records, BEP may collect limited 
personal information from requesters to process the requests and redeem 
the mutilated currency, if authorized. The BEP has encountered some 
schemes where currency is mutilated intentionally in an apparent 
attempt to defraud the Federal government. The intentionally mutilated 
currency is often intermingled with other bills in an apparent effort 
to thwart detection. The amendments to the existing system of records 
are needed to identify the individual submitting the request, document 
how the currency came to be mutilated, provide bank account information 
to BFS to allow payment via EFT, and help deter fraud and abuse in 
mutilated currency submissions.
    The changes to the system of records include: (1) Renaming all 
headings and the system title to ``Department of the Treasury, Bureau 
of Engraving and Printing (BEP) .046--Mutilated Currency Requests 
Tracking System.''; (2) expanding the type and categories of records 
maintained in the system, including bank account number and bank 
routing number to allow payment via EFT; (3) clarifying agency's 
authority for collecting, maintaining, using, and disseminating the 
records in the system; (4) correcting the applicable records retention 
schedule citation; (5) discontinuing the use of address as a source for 
retrieval of records; (6) discontinuing routine uses for sharing 
information with the unions and the news media after BEP conducted a 
review and determined that these routine use disclosures are 
duplicative and unnecessary; and (7) adding routine uses to share 
information with (a) the Department of Justice for providing legal 
advice or represent the BEP, and (b) other Federal agencies or Federal 
entities as required by OMB Memorandum 17-12, ``Preparing for and 
Responding to a Breach of Personally Identifiable Information,'' dated 
January 3, 2017, to assist BEP in responding to a suspected or 
confirmed breach or prevent, minimize, or remedy the risk of harm to 
the requesters, BEP, the Federal government, or national security. 
Other changes throughout the document are editorial in nature and 
consist primarily of correction of citations, updates to address, and 
clarification to the storage and safeguards.
    BEP has provided a report of this system of records to the 
Committee on Oversight and Government Reform of the House of 
Representatives, the Committee on Homeland Security and Governmental 
Affairs of the Senate, and the Office of Management and Budget (OMB), 
pursuant to 5 U.S.C. 552a(r) and OMB Circular A-108, ``Federal Agency 
Responsibilities for Review, Reporting, and Publication under the 
Privacy Act,'' dated December 23, 2016.
    For the reasons set forth in the preamble, BEP proposes to modify 
its system of records entitled ``Department of the Treasury, Bureau of 
Engraving and Printing (BEP) .046--Automated Mutilated Currency 
Tracking System'' as follows:
    For the reasons set forth in the preamble, BEP proposes to modify 
its system of records entitled ``Department of the Treasury, Bureau of 
Engraving and Printing (BEP) .046--Automated Mutilated Currency 
Tracking System'' as follows:

    Dated: August 1, 2017.
Ryan Law,
Deputy Assistant Secretary for Privacy, Transparency, and Records.

SYSTEM NAME AND NUMBER:
    Department of the Treasury, Bureau of Engraving and Printing (BEP) 
.046--Mutilated Currency Requests Tracking System.

SECURITY CLASSIFICATION:
    None.

[[Page 37292]]

SYSTEM LOCATION:
    Records are maintained at the Office of Financial Management, 
Bureau of Engraving and Printing, District of Columbia Facility, 14th & 
C Streets SW., Washington, DC 20228.

SYSTEM MANAGER(S):
    Chief, Bureau of Engraving and Printing, District of Columbia 
Facility, Office of Financial Management, 14th & C Streets SW., 
Washington, DC 20228.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, 12 U.S.C. 413, 31 U.S.C. 321, 3332, 5118, 5120 and 31 
CFR part 100, subpart B, 100.5-100.9.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to track requests for examination of 
mutilated currency submitted to the Bureau of Engraving and Printing 
(BEP) for evaluation and possible redemption. In addition, the system 
will help process the payments of mutilated currency requests of 
$500.00 via electronic funds transfer (EFT) with the Department of the 
Treasury, Bureau of the Fiscal Service.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals, institutions, and executors/administrators 
(requesters) submitting requests for examination of mutilated currency 
for possible redemption.

CATEGORIES OF RECORDS IN THE SYSTEM:
     Name;
     Home Address;
     Business Address;
     Home Phone Number;
     Business Phone Number;
     Personal Email Address;
     Business Email Address;
     Estimated Total Amount of Currency;
     Bank Name;
     Bank Routing Number;
     Bank Account Number;
     Description Mutilated Currency Remnants;
     Signature;
     Case Number;
     Open Date;
     Close Date;
     Delivery Code;
     Delivery Tracking Number;
     Denomination;
     Note Code;
     Number of Notes;
     Grade of Notes;
     Initial Examiner's Name;
     Current Examiner's Name;
     Committee Examiner's Name;
     Committee Verifier's Name;
     IRS Amount;
     Remitted Amount;
     Payment Status;
     Location Code;
     Assigned To Name;
     Transferred Date;
     Archived Date;
     Payee Name;
     Secure Payment System (SPS) Schedule Number; and
     SPS Schedule Line Number.

RECORD SOURCE CATEGORIES:
    Records are obtained from the requester (i.e., individual, 
institution, or administrator/executor) and BEP employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under the 
Privacy Act of 1974, 5 U.S.C. 552a(b), records and/or information or 
portions thereof maintained as part of this system may be disclosed 
outside Treasury/BEP as a routine use pursuant to 5 U.S.C. 552a(b)(3) 
as follows:
    (1) To appropriate federal, state, local, or foreign agencies, or 
other public authority agencies responsible for investigating or 
prosecuting the violations of, or for enforcing, or implementing, a 
statute, rule, regulation, order, or license, where the disclosing 
agency becomes aware of a potential violation of civil, administrative, 
or criminal law, or regulation;
    (2) To federal, state, local, or other public authority agency 
which has requested information relevant or necessary to the requesting 
agency's, bureau's, or authority's hiring or retention of an 
individual, or issuance of a security clearance, license, contract, 
grant, or other benefit;
    (3) To a court, adjudicative body, or other administrative body 
before which BEP is authorized to appear when (a) the agency; (b) any 
employee of the agency in his or her official capacity; (c) any 
employee of the agency in his or her individual capacity where the U.S. 
Department of Justice (``DOJ'') or the agency has agreed to represent 
the employee; or (d) the Government of the United States, when the 
agency determines that litigation is likely to affect the agency, is a 
party to litigation or has an interest in such litigation, and the use 
of such records by the agency is deemed to be relevant and necessary to 
the litigation or administrative proceeding and not otherwise 
privileged;
    (4) To a congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains;
    (5) To the Department of Justice (``DOJ'') for its use in providing 
legal advice to the BEP or in representing the BEP in a proceeding 
before a court, adjudicative body, or other administrative body before 
which the BEP is authorized to appear, where the BEP deems DOJ's use of 
such information relevant and necessary to the litigation, and such 
proceeding names as a party or interests:
    (a) The BEP or any component of it;
    (b) Any employee of the BEP in his or her official capacity;
    (c) Any employee of the BEP in his or her individual capacity where 
DOJ has agreed to represent the employee; or
    (d) The Government of the United States, where the BEP determines 
that litigation is likely to affect the BEP or any of its components;
    (6) To third parties during the course of an investigation 
conducted by the BEP to the extent necessary to support the 
investigation;
    (7) To appropriate agencies, entities, and persons when (1) the 
Department and/or BEP suspects or has confirmed that there has been a 
breach of the system of records; (2) the Department and/or BEP has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, the Department and/or BEP (including 
its information systems, programs, and operations), the Federal 
government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department and/or BEP efforts to respond to the 
suspected or confirmed breach or to prevent, minimize, or remedy such 
harm; and
    (8) To another Federal agency or Federal entity, when the 
Department and/or BEP determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal government, or national security 
resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are stored electronically or on paper in 
secure facilities in a locked drawer behind a locked door.

[[Page 37293]]

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by case number, delivery tracking number, 
and name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are managed in accordance with National Archives and 
Records Administration approved BEP Records Schedule N1-318-04-16 
Currency Standards.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access is limited to personnel approved by the Office of Financial 
Management, Mutilated Currency Division. There are both logical and 
physical controls in place to protect access to the data. Records are 
maintained in locked file cabinets. Only authorized users have access 
to the area that houses the file cabinets. Rooms are locked when not 
manned by cleared personnel.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains their information should address written inquiries in 
accordance with 31 CFR part 1 to the Disclosure Officer, Bureau of 
Engraving and Printing, Office of the Chief Counsel--FOIA and 
Transparency Services, 14th & C Streets SW., Room 419-A, Washington, DC 
20228.

CONTESTING RECORD PROCEDURES:
    See ``Record Access Procedures'' above.

NOTIFICATION PROCEDURES:
    See ``Record Access Procedures'' above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Notice of this system of records was last published in full on 
April 16, 2013 (78 FR 22617) as the Department of the Treasury, Bureau 
of Engraving and Printing (BEP) .046--Automated Mutilated Currency 
Tracking System''.

[FR Doc. 2017-16789 Filed 8-8-17; 8:45 am]
 BILLING CODE 4840-01-P