Privacy Act System of Records: Inspector General Enterprise Management System Hotline Module, EPA-30
[excerpted from: Federal Register: November 16, 2011 (Volume 76, Number 22)]
System Name: Inspector General Enterprise Management System (IGEMS) Hotline Module.
System Location: Office of Inspector General, Environmental Protection Agency, 1200 Pennsylvania Avenue NW, Washington, DC 20460.
Categories of Individuals Covered by the System: Persons who report information to the Office of Inspector General (OIG) concerning the possible existence of activities constituting a violation of law, rules, or regulations, mismanagement, gross waste of funds, abuse of authority, or a substantial and specific danger to the public health or safety, and the subject of the complaints; persons about whom complaints are made; and possible witnesses identified.
Categories of Records in the System: Complainants who report indications of wrongdoing, name and address of the complainant (except for anonymous complainants), date complaint received, program area, nature and subject of complaint, any additional contacts and specific comments provided by the complainant, information on the OIG disposition of the complaint, including investigative case number, preliminary inquiry number, dates of referral, reply and follow-up, status and disposition code of the complaint.
Authority for Maintenance of the System (includes any revisions or amendments): Inspector General Act of 1978, 5 U.S.C. app. 3.
Purpose(s): fulfills OIG’s responsibilities under Section 7 of the Inspector General Act, that is to receive and investigate complaints of information concerning the possible existence of activities constituting a violation of law, rules or regulations, mismanagement, gross waste of funds, abuse of authority or a substantial and specific danger to the public health or safety, and the subject of the complaints.
Routine Uses of Records Maintained in the System, Including Categories of Users, and the Purposes of Such Uses: General routine uses A, B, C, D, E, F, G, H, I, J, K, and L apply to this system. Records may also be disclosed:
- To a Federal agency responsible for considering suspension or debarment action where such record would be relevant to such action.
- To the Department of Justice to obtain its advice on Freedom of Information Act matters.
- In response to a lawful subpoena issued by a Federal agency.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:
- Storage: Hard copy files and a computer database.
- Retrievability: By case number, complainant or subject name, and subject matter.
- Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.
- Retention and Disposal: Records stored in this system are subject to EPA Schedule 703.
- System Manager(s) and Address: Assistant Inspector General for Mission Systems, Office of Inspector General, Environmental Protection Agency, 1200 Pennsylvania Avenue NW, Washington, DC 20460.
Notification Procedures: Requests to determine whether this system of records contains a record pertaining to you must be sent to the Agency’s Freedom of Information Office. The address is: U.S. Environmental Protection Agency; 1200 Pennsylvania Ave., NW, Room 6416 West; Washington, DC 20460; (202) 566-1667; E-mail: (email@example.com); Attn: Privacy Act Officer.
Record Access Procedures: To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(2), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. However, EPA may, in its discretion, fully grant individual requests for access and correction if it determines that the exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Requesters will be required to provide adequate identification, such as a driver’s license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances.
Contesting Procedures: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out at 40 CFR Part 16.
Record Source Categories: Complainants who are employees of EPA; employees of other Federal agencies; employees of state and local agencies; and private citizens. Records in the system come from complainants through the telephone, mail, personal interviews, and Internet Web Site. Because security cannot be guaranteed on the Internet site, complainants are advised that information they provide through the Internet site may not be confidential.
System exempted From Certain Provisions of the Act: Pursuant to 5 U.S.C. 552a(k)(2), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in that subsection: 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4)(G); (e)(4)(H); and (f)(2) through (5).