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Federal Register / Vol. 86, No. 156 / Tuesday, August 17, 2021 / Notices
entities participating in program complaint matters or is taken from other program discrimination complaints.

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

In addition to those disclosures generally permitted under 5 U.S.C.
552ab of the Privacy Act, records contained in this system may be disclosed outside USDA as a routine use pursuant to 5 U.S.C. 552ab3, to the extent that such uses are compatible with the purposes for which the information was collected. Such permitted routine uses include the following:
A. To the Department of Justice DOJ
when: a USDA or any component thereof; or b any employee of USDA in his or her official capacity where the Department of Justice has agreed to represent the employee; or c the United States Government, is a party to litigation or has an interests in such litigation, and USDA determines that the records are both relevant and necessary to the litigation and the use of such records by the Department of Justice is deemed by USDA to be for a purpose that is compatible with the purpose for which USDA collected the records.
B. To a congressional office in response to an inquiry from that Congressional office made at the written request of the individual about whom the record pertains.
C. To the United States Civil Rights Commission in response to its request for information, per 42 U.S.C. 1975a.
D. To the National Archives and Records Administration NARA or other Federal government agencies pursuant to records management activities being conducted under 44
U.S.C. 2904 and 2906.
E. To appropriate agencies, entities, and persons when 1 USDA suspects or has confirmed that there has been a breach of the system of records; 2
USDA has determined that as a result of the suspected or confirmed breach, there is a risk of harm to individuals, USDA including its information systems, programs, and operations, the Federal Government, or national security; and 3 the disclosure to such agencies, entities, and persons is reasonably necessary to assist in connection with USDAs efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
F. To another Federal agency or Federal entity, when information from this system of records is reasonably necessary to assist the recipient agency
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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.
When a record on its face, or in conjunction with other records, indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule, or order issued pursuant thereto, USDA
may disclose the record to the appropriate Federal, State, local, foreign, Tribal, or other public authority responsible for enforcing, investigating, or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto, if the information disclosed is relevant to any enforcement, regulatory, investigative or prosecutive responsibility of the receiving entity.
G. In an appropriate proceeding before a court, grand jury, or administrative or adjudicative body or official, when the USDA or other Agency representing the USDA
determines that the records are both relevant and necessary to the proceeding; or in an appropriate proceeding before an administrative or adjudicative body when the adjudicator determines the records to be relevant to the proceeding.
H. To contractors and their agents, grantees, experts, consultants, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for the USDA, when necessary to accomplish an agency function related to this system of records.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:

OASCR, Records Management Services RMS is responsible for maintaining its program complaint records. These records are electronically stored in CRMS and OCIO. They are under the care and maintenance of OASCR.
Records maintained by OASCR are accessioned to NARA, as permanent records. Electronic records are stored at the USDA OCIO. USDA employees also may maintain paper or electronic copies at USDA offices.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:

Electronic and paper records are indexed by name of complainant,
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agency, and address. Paper records are retrieved from NARA. Electronic records are retrieved from USDA OCIO
Data Center. Electronic and/or paper records are retrieved from USDA
employees at USDA offices.
To retrieve an individual record, an employee with approval would access CRMS or OCIO legacy database for an individual complaint file and enter the complainants last and first name or the case number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:

Records are retained indefinitely in accordance with NARAs General Records Schedule 16. OASCR is working closely with the National Archives and Records Administration to update retention schedules. Records will be retained indefinitely pending NARAs approval of a records retention schedule.
USDAs General Records Schedule covers records-documenting activities related to managing relationships among the agency, its employees, and its unions and bargaining units.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:

Physical security measures are in place to prevent unauthorized persons from accessing OASCR. Electronic records are stored on secure file servers.
OASCR includes physical access controls, firewalls, intrusion detection systems, and system auditing to prevent unauthorized access. To access OASCR, users are required to complete the USDA eAuthentication registration process and are validated through rolebased authentication and authorization.
Paper files are kept in a safeguarded environment with controlled access only by authorized personnel. All OASCR users are also required to complete appropriate training to learn requirements for safeguarding records maintained under the Privacy Act.
Digital Infrastructure Services Center DISC safeguards records and ensures that privacy requirements are met in accordance with Federal and cyber security mandates. DISC provides continuous storage management, security administration, regular dataset backups, and contingency planning/
disaster recovery. DISC employs automated mechanisms to restrict access to media storage areas. This is done by requiring a successful scan from the Facility Security System prior to entrance. The Facility Security System requires an employee to successfully scan both their badge and a fingerprint to access areas containing stored media.
The DISC also employs automated
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