83 FR 37631 - Privacy Act of 1974; System of Records

DEPARTMENT OF THE TREASURY

Federal Register Volume 83, Issue 148 (August 1, 2018)

In accordance with the Privacy Act of 1974, 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-.048--Electronic Police Operations Command Reporting System (EPOCRS)'' that will now be titled ``Department of the Treasury, Bureau of Engraving and Printing (BEP)-.048--Police Operations Command Reporting System (POCRS).''. This system of records contains records related to investigations of criminal and/or administrative incidents, traffic accidents, and/or general concerns and complaints regarding BEP property and persons for which the BEP Police maintains jurisdiction.

[Federal Register Volume 83, Number 148 (Wednesday, August 1, 2018)]
[Notices]
[Pages 37631-37634]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-16439]


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DEPARTMENT OF THE TREASURY


Privacy Act of 1974; System of Records

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

ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, 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-.048--Electronic Police Operations Command Reporting System 
(EPOCRS)'' that will now be titled ``Department of the Treasury, Bureau 
of Engraving and Printing (BEP)-.048--Police Operations Command 
Reporting System (POCRS).''. This system of records contains records 
related to investigations of criminal and/or administrative incidents, 
traffic accidents, and/or general concerns and complaints regarding BEP 
property and persons for which the BEP Police maintains jurisdiction.

DATES: Submit comments on or before August 31, 2018. This modified 
system and the routine uses will be applicable August 31, 2018 unless 
BEP receives comments and determines that changes to the system of 
records notice are necessary.

ADDRESSES: Comments should be sent to Leslie J. Rivera Pag[aacute]n, 
Attorney/Advisor-Privacy Act Officer, Office of the Chief Counsel, U.S. 
Department of the Treasury, Bureau of Engraving and Printing, Room 
419A, 14th & C Streets SW, Washington, DC 20228, Attention: Revisions 
to SORN Treasury/BEP .048-EPOCRS, or fax to (202) 874-2951, or email to 
[email protected]. For faxes and emails, please place 
``Revisions to SORN Treasury/BEP .048-EPOCRS'' in the subject line. You 
may also submit comments to the Federal eRulemaking Portal 
electronically at http://www.regulations.gov. 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 Privacy Act questions please 
contact: Leslie J. Rivera Pag[aacute]n, Attorney/Advisor-Privacy Act 
Officer at (202) 874-2500 or [email protected]. For general 
privacy matters please contact: Anthony Johnson at (202) 874-2258 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) .048--Electronic 
Police Operations Command Reporting System (EPOCRS).''
    The mission of the BEP is to develop and produce United States 
currency notes, trusted worldwide. BEP prints billions of U.S. currency 
notes--referred to as Federal Reserve notes--each year for delivery to 
the Federal Reserve System. Due to the sensitive nature of currency 
production operations, the BEP is generally closed to the public. 
Limited areas of the BEP, however, are accessible for public tours 
during certain authorized dates and times. Any individual entering, 
exiting, or on the BEP's property is subject to the rules of conduct as 
prescribed within the regulations, and violations may result in 
criminal prosecution. The BEP has a high degree of security due to 
producing Federal Reserve notes and individuals are placed on notice 
that they are subject to search and inspection of their person, 
personal items and property while entering, exiting, and on the 
property.
    The BEP's Office of Security, Police Operations Division at the 
District of Columbia Facility (``DCF'') and the Office of Manufacturing 
Support, Security Division, Police Services Branch at the Western 
Currency Facility (``WCF'') are collectively known as the BEP Police. 
The BEP Police use the Police Operations Command Reporting System as a 
robust management and reporting system for investigations of criminal 
and/or administrative incidents, traffic accidents, and/or general 
concerns and complaints regarding BEP property and persons for which 
the BEP Police shares jurisdiction through a cooperative agreement, 
memorandum of understanding, or other arrangements BEP has with other 
federal, state, or local agencies or law enforcement offices or 
operations. The system increases efficiency and provides accountability 
by streamlining procedures and automating some paper forms that may 
contain personally identifiable information (PII) of individuals 
including members of the public visiting BEP at DCF and WCF.
    Under the existing system of records, BEP Police may collect 
limited PII associated with investigations pertaining to BEP property 
and persons under BEP's Police jurisdiction. The BEP Police generates 
and manages its records primarily in paper form. The BEP Police is 
initiating comprehensive administrative improvements through an 
automated data system that facilitates

[[Page 37632]]

the transition from paper records to an electronic system. This system 
is designed to create an automated web-based repository for forms, 
logs, and records associated with records generated and managed by the 
BEP Police. In addition, the system allows authorized BEP Police to: 
(1) Query information; (2) prepare management reports; (3) retrieve the 
status of a particular investigation; (4) electronically process PII, 
which may include Social Security numbers (SSNs); and (5) collect PII 
in automated forms such as: (1) Voluntary statements from individuals 
or witnesses, (2) evidence and/or property in BEP custody, (3) traffic 
accident reports, (4) offense/incident reports, (5) consent for search 
of BEP employees or contractors, and (6) security violations by BEP 
employees or contractors.
    The changes to the system or records include: (1) Renaming all 
headings and the system title to ``Department of the Treasury, Bureau 
of Engraving and Printing (BEP) .048--Police Operations Command 
Reporting System''; (2) clarifying the categories of individuals 
covered by the system; (3) adding categories of records maintained in 
the system, including Social Security numbers (SSNs), if provided 
voluntarily; (4) clarifying agency's existing applicable authorities 
for maintenance of the system; (5) clarifying the purpose of the 
system; (6) clarifying the applicable records retention schedule 
citation; (7) adding contractors and federal, state, local, and foreign 
agencies as a record source category; (8) adding routine uses to share 
information with other (a) 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, and (b) federal, state, 
local, or other public authority agency which has requested information 
relevant or necessary to the requesting authority's hiring or retention 
of an individual, or issuance of a security clearance, license, 
contract, grant, or other benefit; (9) expanding the policies and 
practices for retrieval of records to include retrieval by Social 
Security number (SSN), if provided voluntarily to the BEP; and (10) 
eliminating the records management inspections routine uses already 
permitted under the Privacy Act of 1974.
    Other changes throughout the document are editorial in nature and 
consist primarily of correction to citations and updates to point of 
contact and address.
    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) -.048--Electronic Police Operations 
Command Reporting System (EPOCRS)'' as follows:

    Dated: July 26, 2018.
Ryan Law,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
SYSTEM NAME AND NUMBER
    Department of the Treasury, Bureau of Engraving and Printing (BEP) 
-.048--Police Operations Command Reporting System of Records (POCRS).

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Office of Security, Police Operations 
Division, Bureau of Engraving and Printing, District of Columbia 
Facility, 14th & C Streets SW, Washington, DC 20228, and the Office of 
Manufacturing Support, Security Division, Police Services Branch, 
Bureau of Engraving and Printing, Western Currency Facility, 9000 Blue 
Mound Road, Fort Worth, TX 76131.

SYSTEM MANAGER(S):
    Chief, Office of Security, Police Operations Division, Bureau of 
Engraving and Printing, District of Columbia Facility, 14th & C Streets 
SW, Washington, DC 20228, 1-877-874-4114, (202) 874-4000, and Security 
Division Manager, Office of Manufacturing Support, Security Division, 
Police Services Branch Western Currency Facility, 9000 Blue Mound Road, 
Fort Worth, TX 76131, 1-866-865-1194, (817) 231-4000.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 31 U.S.C. 321, 5141; 40 U.S.C. 1315; Executive Order 
9397, Numbering System for Federal Accounts Relating to Individual 
Persons, 8 FR 16095 (November 22, 1943) as amended by Executive Order 
13478, 73 FR 70239 (November 18, 2008); 31 CFR part 605; and Treasury 
Order 101-33, Delegation of Authority to the Directors, Bureau of 
Engraving and Printing and United States Mint, to Appoint Special 
Police Officers, dated March 30, 2010, reaffirmed May 1, 2017.

PURPOSE(S) OF THE SYSTEM:
    The purpose of the system is to establish a database for records 
regarding investigations of criminal and/or administrative incidents, 
traffic accidents, and/or general concerns and complaints regarding BEP 
property and persons under BEP's Police jurisdiction.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees, contractors, and members of the public, such as service 
company employees and visitors involved or that have provided 
information in a criminal and/or administrative incident(s), traffic 
accident(s), and/or general concern(s) and complaint(s) regarding BEP 
property and persons under BEP's Police jurisdiction.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Identification and Contact Information for Involved Individuals:
     Type of Person (Victim, Suspect, Witness, or 
Representative);
     Full Name;
     Date of Birth;
     Place of Birth;
     Age;
     Social Security number (SSN) (provided voluntarily);
     Gender;
     Physical Description (Race, Height, Weight, Hair Color, 
Eye Color, Scars, Marks and Tattoos and location);
     Description of clothing worn (i.e., hat, coat, shirt, 
pants, skirt, shoes, glasses etc.);
     Address (Number, Street, Apartment Number, City, State, 
Country, and Zip Code);
     Telephone number (Home, Business);
     Injured (Yes or No);
     Passport Information (Number, Country of Issue, Expiration 
Date); and
     BEP Security Access Control System (SACS) Badge Number.
    2. Incident Information:
     Type of Report;
     Report Number/Case Number;
     Narrative Description of Incident;
     Date and Time of Call;
     Incident Type;
     Incident Sub-Type;
     Location (Name, Address, Building, Room, Floor, Other);
     Jurisdiction;
     Dispatched Officer's Name;

[[Page 37633]]

     Dispatch Date/Time;
     Arrival Date/Time;
     Date/Time Cleared;
     Date and Time Occurred;
     Day of Week Occurred;
     Date and Time Reported;
     Day of Week Reported;
     Disposition Condition;
     Email Recipient (BEP police);
     Email Address (BEP police);
     Active Directory Group;
     Comments;
     Mode of information; and
     National Crime Information Center (NCIC)/Washington Area 
Law Enforcement System (WALES) Check.
    3. Suspect Status Information:
     Suspect Status/Disposition: Not Identified; Government 
Employee; Government Contractor; Member of the Public; Arrested/Not 
Arrested; Citation number issued; Employee/Contract Security Violation 
number issued; and Released;
     Narrative;
     Assigned By;
     Assigned Date;
     Comments;
     Reporting Official's Name;
     Reporting Official's SACS Badge Number;
     Reporting Official's Signature (Paper Form only);
     Date of Signature;
     Supervisor's Name;
     Supervisor's Signature (Paper form only);
     Date of Signature;
     Recommendations (Open Investigation, Process Citation, 
Issue BEP Security Violation, No Further Action);
     Investigation Opened (Yes/No);
     Case Number;
     Referred to (Text Field);
     Closed (Text Field);
     Suspect Developed/Arrested (Yes/No);
     Property Recovered (Yes/No);
     Court Date (Yes/No) Text Field; and
     Entered NCIC (Yes/No, N/A).
    4. Traffic Accident/Incident Report Information:
    A. Vehicle Driver Information:
     Full Name of Driver;
     Home Address (City, State, Country, Zip Code);
     Home Telephone number;
     Driver's License number, Permit Type (Operator/Chauffer/
Commercial Driver's License (CDL) and Issuing State;
     Expiration Date;
     Status (Active, Revoked, Suspended, No Operator's License 
on File);
     Name, Gender, Age, and Contact Information for any Vehicle 
Passengers or Pedestrians Impacted by the Accident/Incident;
     Name and Contact Information for any Witnesses 
(Voluntary);
     Outcome of Accident (Injuries, Death, Pedestrian Impact;
     Violation charged (if applicable); and
     Comment Field for Final Disposition.
    B. Information about Vehicle, Owner, Description, Licensing, and 
Insurance:
     Owner's Full Name;
     Owner's Address (City, State, Country, Zip Code);
     Vehicle Description (Make, Model, Year, Color);
     Registration (Owner's Driver's License Number, Year, 
State, Vehicle Tag number, and Vehicle Identification number (VIN));
     Insurance Information (Name, Address, and Telephone Number 
of Insurance Carrier);
     Insurance Policy Number; and
     Expiration Date of Insurance Policy.
    C. Information about the Accident and the Investigating Officer(s) 
Involved:
     Organization of the Investigating Officer(s);
     Officer(s) badge number;
     Case number;
     Number of vehicles involved;
     Location of accident (City, County, State);
     Time and Date of Accident;
     Accident Type, Degree, and Cause (Hit and Run, etc.);
     Physical Description of Driving/Weather Conditions;
     Post-Accident Vehicle Description (Damage location(s));
     Disposition of the Vehicle and Current Location; and
     Signatures of Investigating/Approving Officer(s).
    5. Information about Property and/or Evidence:
     Description of Item;
     Item number;
     Brand Name;
     Model;
     Serial Number;
     Ownership (Government or Personal);
     Quantity;
     Color;
     Estimated Value;
     Property was (Secured Unsecured);
     Status of Property (Missing, Recovered, or Partially 
Recovered);
     Evidence Seized (Yes/No);
     Evidence Tag number;
     Type of Evidence Seized;
     Evidence Storage Location;
     Case Number;
     Other Agency Case Number;
     Receiving Component;
     Address of Component;
     Location where property or evidence was obtained/seized;
     Person Evidence Received From (Full Name and Title) and 
whether they are the owner;
     Reason Obtained;
     Date/Time Obtained;
     Quantity;
     Full Description Text;
     Purpose for Change of Custody (if applicable);
     Comments;
     Reporting Official Comments;
     Final Disposition: Released to Owner/Other; Destroyed; 
Other; Name of Disposition Authority; and Date of Signature; and
     Name and Signature of Destroyer of Evidence and any 
Witness; Office/Agency of Witness.
    6. Information about Other Agency Involvement:
     Name of Other Involved Agencies;
     Name, Rank or Grade of Other Agency Involved Individual 
(if applicable);
     Notified Time; and
     Arrived Time.
    7. Information Obtained from Voluntary Statements:
     Full Name;
     Organization/Agency/Section/Office;
     Social Security number (SSN) (Voluntary);
     Home and Business Address;
     Home and Business Telephone number;
     Gender;
     Age;
     Race;
     BEP Security Access Card (SAC) number;
     Voluntary Statement;
     Signature;
     Name, Title, Business Telephone number, and Organization 
of Individual taking the Statement;
     Report number; and
     Date and Time Voluntary Statement Obtained.
    In addition to the data obtained above, the BEP Police are able to 
provide additional comments via a free text field to expound on any 
listed data element.

RECORD SOURCE CATEGORIES:
    Records are obtained from (1) employees and contractors, (2) 
individuals involved in a criminal and/or administrative incident, 
traffic accident, or general complaint under BEP's Police jurisdiction, 
(3) authorized officials or legal representatives of such individuals, 
and (4) federal, state, local, or foreign agencies that provide 
information or access to investigatory databases.

[[Page 37634]]

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, 5 U.S.C. 552a(b), records or portions thereof maintained 
in 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 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 
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, or (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 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 U. S. Department of Justice (``DOJ'') for the purpose of 
representing or providing legal advice to 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 when 
such proceeding involves:
    (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, when the BEP determines 
that litigation is likely to affect the BEP and the use of such records 
by the DOJ is deemed by the DOJ to be relevant and necessary to the 
litigation provided that the disclosure is compatible with the purpose 
for which records were collected;
    (6) 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
    (7) 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.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by name of the individual(s) involved in 
the incident, date(s) of the incident, Social Security number (SSN) if 
provided voluntarily, and by system generated report numbers.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are managed in accordance with National Archives and 
Records Administration approved BEP Records Retention Schedule N1-318-
04-8 Security Systems and Services.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access is limited to BEP personnel approved by the Office of 
Security, Police Operations Division at the District of Columbia 
Facility (``DCF'') and the Office of Manufacturing Support, Security 
Division, Police Services Branch at the Western Currency Facility 
(``WCF''). There are both logical and physical controls in place to 
protect access to the data. Records are maintained in locked file 
cabinets. Only authorized BEP personnel 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 in the 
Federal Register on April 16, 2013 (78 FR 22619) as the Department of 
the Treasury, Bureau of Engraving and Printing (BEP) .048--Electronic 
Police Operations Command Reporting System.
[FR Doc. 2018-16439 Filed 7-31-18; 8:45 am]
 BILLING CODE 4840-01-P