[Federal Register: October 17, 2002 (Volume 67, Number 201)]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DEPARTMENT OF JUSTICE
[AAG/A Order No. 290-2002]
Privacy Act of 1974; System of Records
Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C.
552a), the Immigration and Naturalization Service (INS), Department of
Justice (DOJ), proposes to remove an existing system of records,
entitled Secondary Verification Automated Log (SVAL), last published
October 10, 1995 (60 FR 52699) and replace it with a new system of
records for which no public notice consistent with the provisions of 5
U.S.C. 552a(e)(4) has been published. This new system of records is
The Verification Information System (VIS), JUSTICE/INS-035.
Therefore, on the effective date of the new system, named above,
the SVAL system notice will be removed from the DOJ inventory of
Privacy Act systems of records.
In accordance with 5 U.S.C. 552a(e)(4) and (11), the public is
given a 30-day period in which to comment on the new routine uses. The
Office of Management and Budget (OMB), which has oversight
responsibility under the Act, requires a 40-day period in which to
conclude its review of the system. Therefore, please submit any
comments by November 18, 2002. The public, OMB, and the Congress are
invited to submit any comments to Mary Cahill, Management Analyst,
Management and Planning Staff, Justice Management Division, Department
of Justice, Washington, DC 20530 (Room 1400, National Place Building).
In accordance with 5 U.S.C. 552a(r), the Department has provided a
report to OMB and the Congress.
Dated: October 4, 2002.
Robert F. Diegelman,
Acting Assistant Attorney General for Administration.
Verification Information System (VIS).
Headquarters, Regional, District, and suboffices of the Immigration
and Naturalization Service (INS) in the United States--addresses can be
located on the INS webpage: www.INS.gov and as detailed in JUSTICE/INS-
999, last published in the Federal Register on April 13, 1999 (64 FR
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Immigrants and naturalized U.S. citizens applying for federal,
state, and local public benefits for whom INS receives a Form G-845,
Document Verification Request, or an automated verification request
submitted by federal, state, and local public benefit issuing agencies;
and immigrant employees of employers who participate in one of INS'
Employment Verification Pilot Programs.
AUTHORITY FOR MAINTENANCE OF RECORDS:
8 U.S.C. 1255a, 8 U.S.C. 1324a, 8 U.S.C. 1360 and 42 U.S.C. 1320b-
This system of records is used to provide immigration status
information to federal, state, and local government agencies for
immigrants and naturalized U.S. citizens applying for federal, state,
and local public benefits. It is also used to provide employment
authorization information to employers participating in an employment
verification pilot program. The VIS expands the Systematic Alien
Verification for Entitlements (SAVE) Program's current electronic
primary verification process which utilizes the Alien Status
Verification Index (ASVI) database (JUSTICE/INS-009, last published
September 7, 2001, 66 FR 46815) to include two additional systems: (1)
The Status Verification System (SVS); and (2) the Management Reporting
System (MRS). External users access ASVI to electronically verify
immigration status and employment authorization. In the instances when
the verification cannot be confirmed by ASVI, an electronic
transmission of the verification request is sent by ASVI to SVS to an
INS field office for processing record manual agency verification
requests (Forms G-845) submitted to INS field offices when the agency
does not have access to an automated secondary verification method or
electronic access is not feasible. In cases where the employer
verification process requires the immigrant employee to contact INS,
SVS records these transactions. The SVS also includes a workload
traffic management capability that moves and records the location of
verification requests transmitted by external users to INS field
offices servicewide. The SVS also captures status and employment
verification statistics and transmits these statistics electronically
to MRS. The MRS is an automated system used by INS management to
produce statistical reports and information on immigration status and
employment authorization verification requests.
The purpose of the system is to meet both current and future
immigration status and employment authorization verification needs. The
VIS provides the opportunity to reduce the submission of the paper
Forms G-845 and reduces the amount of time necessary to provide
immigration status and employment authorization information. The VIS
will be used by current participants of the SAVE Program, the
Employment Verification Pilots, and future customers. The VIS extends
the automation of the verification process from the initial
verification through the ASVI database through any verification that
may be required with INS field offices and records and captures
statistical information associated with the verification process.
CATEGORIES OF RECORDS IN THE SYSTEM:
Some agency users submit requests to INS on Form G-845 for agency
manual verification. These records contain the following data: Alien
Registration Number (A-Number), alien name, nationality, date of birth,
and name, address, telephone number, and contact person of the
submitting agency. INS will complete Section B of Form G-845 with
immigration status information and return it to the benefit issuing
agency. However, identical data, together with a unique verification
number and Form G-845 disposition data, will be recorded and maintained
by INS in the VIS database as a record of manual verification made by
the benefit issuing agency.
Agency automated users submit their verification requests to INS
electronically and these records contain the following data: A-Number,
alien name, date of birth, INS document type, INS document expiration
date, name of the submitting agency and immigration status information,
as well as a unique verification number and disposition data, and will
be maintained by INS in the VIS database as a record of verification
made by the benefit issuing agency.
Employers also submit their verification requests to INS
electronically and these records contain the following data: A-Number,
alien name, date of birth, social security number, date of hire,
claimed citizenship status, INS document type, INS document expiration
date, name of the submitting employer and employment authorization
information, as well as a unique verification number and disposition
data, and will be maintained by INS in the VIS database as a record of
verification made by the employer.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Relevant information contained in this system of records may be
disclosed to the following:
A. To a federal, state, tribal, or local government agency, or to a
contractor acting on its behalf, to the extent that such disclosure is
necessary to enable these agencies to make decisions concerning: (1)
Determination of eligibility for a federal, state, or local public
benefit; or (2) issuance of a license or grant. Such access may be via
a system in which the recipient performs its own automated verification
of the requisite information for deciding any of the above. Records may
also be disclosed to these agencies, or contractors operating on their
behalf, for use in computer matching programs for the purpose of
verifying an applicant's immigration status for the purpose of making
benefit eligibility determinations.
B. To employers participating in Employment Verification Pilot
Programs for verifying the employment authorization of immigrant
employees to work in the United States. Employers are assigned secure
access codes, user IDs, and passwords, and have access through personal
computers with a modem.
C. To other federal, state, tribal, and local government agencies
seeking to verify or determine the citizenship or immigration status of
any individual within the jurisdiction of the INS as authorized or
required by law. The INS will assign access codes and passwords for
remote access through secure methods to agencies to perform their own
D. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the Federal Government, when
necessary to accomplish an agency function related to this system of
E. To the news media and the public pursuant to 28 CFR 50.2 unless
it is determined that release of the specific information in the
context of a particular case would constitute an unwarranted invasion
of personal privacy.
F. To a Member of Congress or staff acting upon the Member's behalf
when the Member or staff requests the information on behalf of and at
the request of the individual who is the subject of the record.
G. To the General Services Administration and the National Archives
and Records Administration in records management inspections conducted
under the authority of 44 U.S.C. 2904 and 2906.
H. Pursuant to subsection (b)(3) of the Privacy Act, the Department
of Justice may disclose relevant and necessary information to a former
employee of the Department for purposes of: Responding to an official
inquiry by a federal, state, or local government entity or professional
licensing authority, in accordance with applicable Department
regulations; or facilitating communications with a former employee that
may be necessary for personnel-related or other official purposes where
the Department requires information and/or consultation assistance from
the former employee regarding a matter within that person's former area
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Data is stored on magnetic disk and tape.
Agency records are retrieved by verification number, A-Number, or
name of the applicant, or by the submitting agency name. Employer
records are retrieved by verification number, A-Number, or Social
Security Number of the employee, or by the submitting company name.
Records are safeguarded in accordance with the Department of
Justice Orders governing security of automated records and Privacy Act
systems of records. Access is controlled through user identification
and discrete password functions to assure that accessibility is
RETENTION AND DISPOSAL:
Completed verifications are archived to a storage disk monthly and
destroyed five (5) years after the last month contained on the disk.
SYSTEM MANAGER(S) AND ADDRESS:
The Servicewide system manager is the Assistant Commissioner,
Office of Records, Immigration and Naturalization Service, 425 I Street
NW., Fourth Floor, Union Labor Life Building, Washington, DC 20536.
Address your inquiries about the system in writing to the system
manager identified above.
RECORD ACCESS PROCEDURES:
In all cases, requests for access to a record in this system shall
be in writing. If a request for access is made by mail, the envelope
and letter should be clearly marked ``Privacy Act Request.'' The
requester shall include the name, date and place of birth of the person
whose record is sought and, if known, the A-Number. The requester shall
also provide a return address for transmitting the information.
CONTESTING RECORDS PROCEDURES:
Any individual desiring to contest or amend information maintained
in the system should direct his or her request to the System Manager or
the INS office that completed the verification request. The request
should clearly state what information is being contested, the reasons
for contesting it, and the proposed amendment to the information.
RECORD SOURCE CATEGORIES:
Form G-845, Request for Document Verification (furnished by benefit
issuing agencies) and INS immigration status records.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
[FR Doc. 02-26261 Filed 10-16-02; 8:45 am]
BILLING CODE 4410-10-P
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