Document ID: SEC-2006-1408-0001
Agency: sec
Document Type: Notice
Title: Privacy Act of 1974: Establishment of a New System of Records: Photographic Files (SEC-54)
Posted Date: 2006-10-31T05:00Z

[Federal Register: October 31, 2006 (Volume 71, Number 210)]
[Notices]               
[Page 63810-63811]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr31oc06-96]                         

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SECURITIES AND EXCHANGE COMMISSION

[Release No. PA-37; File No. S7-17-06]

 
Privacy Act of 1974: Establishment of a New System of Records: 
Photographic Files (SEC-54)

AGENCY: Securities and Exchange Commission.

ACTION: Notice of the establishment of a new system 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 Securities and Exchange Commission 
gives notice of a proposed Privacy Act system of records: 
``Photographic Files (SEC-54).'' This system of records will contain a 
collection of photographic materials, in print and electronic format, 
related to Commission staff and events.

DATES: The new system will become effective December 11, 2006 unless 
further notice is given. The Commission will publish a new notice if 
the effective date is delayed to review comments or if changes are made 
based on comments received. To be assured of consideration, comments 
should be received on or before November 30, 2006.

ADDRESSES: Comments may be submitted by any of the following methods:

Electronic Comments

     Use the Commission's Internet comment form (http://www.sec.gov/rules/other.shtml.
); or     Send an e-mail to rule-comments@sec.gov. Please include 

File Number S7-17-06 on the subject line.

Paper Comments

     Send paper comments in triplicate to Nancy M. Morris, 
Secretary, Securities and Exchange Commission, 100 F Street, NE., 
Washington, DC 20549-1090.
    All submissions should refer to File Number S7-17-06. This file 
number should be included on the subject line if e-mail is used. To 
help us process and review your comments more efficiently, please use 
only one method. The Commission will post all comments on the 
Commission's Internet Web site

[[Page 63811]]

(http://www.sec.gov/rules/other.shtml) Comments are also available for 

public inspection and copying in the Commission's Public Reference 
Room, 100 F Street, NE., Room 1580, Washington, DC 20549. All comments 
received will be posted without change; we do not edit personal 
identifying information from submissions. You should submit only 
information that you wish to make available publicly.

FOR FURTHER INFORMATION CONTACT: Barbara A. Stance, Chief Privacy 
Officer, Securities and Exchange Commission, Operations Center, 6432 
General Green Way, Alexandria, VA 22312-2413, (202) 551-7209.

SUPPLEMENTARY INFORMATION: The Commission gives notice of the proposed 
establishment of a new system of records entitled ``Photographic Files 
(SEC-54).'' The new system of records will contain photographic 
materials, in print and electronic format, related to Commission staff 
and events. Many of the physical photographic materials are old and 
fragile. Repeated handling of these materials causes additional damage. 
Digitizing this collection will serve to preserve the materials and 
make them accessible. The records may also be indexed and therefore 
retrievable by such data elements as date, event, and personal name.
    The Commission has submitted a report of the new system of records 
to the Senate Committee on Homeland Security and Governmental Affairs, 
the House Committee on Government Reform, and the Office of Management 
and Budget, pursuant to 5 U.S.C. 552a(r) of the Privacy Act of 1974, as 
amended, and Appendix I to OMB Circular A-130, ``Federal Agency 
Responsibilities for Maintaining Records About Individuals,'' as 
amended on February 20, 1996 (61 FR 6435).
    Accordingly, the Commission is adding a new system of records to 
read as follows:
SEC-54

SYSTEM NAME
    Photographic Files.

SYSTEM LOCATION:
    Securities and Exchange Commission, 100 F Street, NE., Washington, 
DC 20549.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Commission staff, visitors from other Federal agencies and members 
of the public.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The records in the system include photographic prints, negatives, 
and slides. Records may also include digital photographs, as well as 
digitized images of photographic prints, negatives, and slides. 
Indexing data, including such data elements as date, event, and 
personal name, will be created for these materials.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations.

PURPOSE(S):
    Photographic files are provided to the Securities and Exchange 
Commission library (``Library'') on an ongoing basis for inclusion in 
the Library's collection. Many of the photographic materials in the 
collection are old and fragile. Repeated handling of these materials 
causes further damage. Digitizing this collection will support the 
preservation of these materials, and indexing the collection by such 
information as date, event, and personal name, will make these 
materials accessible to Commission staff and the public.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    These records may be disclosed to the public as follows:
    (1) For reproduction by Commission staff organizing such events as 
awards ceremonies, farewell ceremonies and receptions, Commission 
anniversary ceremonies and receptions, and Commission training and 
educational programs;
    (2) For distribution and presentation for news, public relations 
and community affairs purposes; and
    (3) In support of research activities conducted by staff of the 
Commission and other Federal agencies, as well as members of the 
public.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The photographic prints, negatives, and slides are stored in the 
Commission's Library in a locked file room. These photographic 
materials will be transferred to the Office of Filings and Information 
Services after they have been digitized. Digital images, along with 
indexing data, will be stored on secure Commission servers and made 
available on the Commission's intranets and public Web site, as 
appropriate.

RETRIEVABILITY:
    Records may be retrieved by such information as date of event, name 
of event, and/or name(s) of individual(s), where such information is 
available.

SAFEGUARDS:
    Physical photographic materials are stored in a locked file room in 
the Commission's Library. The Library is in a secured area. Digital 
records and indexing data are stored on secure servers. Server access 
is limited to authorized personnel whose duties require such access.

RETENTION AND DISPOSAL:
    Physical and electronic photographic file records are permanent. 
Records will be retired to Washington National Records Center.

SYSTEM MANAGER(S) AND ADDRESS:
    Cynthia Plisch, Assistant Director, Reference and Information 
Services, Securities and Exchange Commission, Library, 100 F Street, 
NE., Room 1550, Washington, DC 20549-1550, 202-551-5450.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to: Privacy Act Officer, Securities and Exchange Commission, Operations 
Center, 6432 General Green Way, Mail Stop 0-7, Alexandria, VA 22312-
2413.

RECORD ACCESS PROCEDURES:
    Persons wishing to obtain information on the procedures for gaining 
access to, or contesting the contents of, this record may contact: 
Privacy Act Officer, Securities and Exchange Commission, Operations 
Center, 6432 General Green Way, Mail Stop 0-7, Alexandria, VA 22312-
2413.

CONTESTING RECORDS PROCEDURES:
    See record access procedures above.

RECORD SOURCE CATEGORIES:
    Photographic files are provided to the Library for inclusion in the 
Library's collection on an ongoing basis. Donors include Commission 
employees who have photographed an event or individuals donating their 
photographic collections to the Library for the purposes of 
preservation and access. Indexing information is derived from 
information recorded on photographs, or from Commission staff or other 
individuals who have knowledge of the event and individuals 
photographed.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

    Dated: October 24, 2006.

    By the Commission.
Nancy M. Morris,
Secretary.
 [FR Doc. E6-18234 Filed 10-30-06; 8:45 am]

BILLING CODE 8011-01-P