[Federal Register Volume 74, Number 152 (Monday, August 10, 2009)]
[Notices]
[Pages 39961-39962]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E9-19102]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Notice of New System of Records
AGENCY: General Services Administration.
ACTION: New Notice.
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SUMMARY: GSA proposes to establish a new system of records subject to
the Privacy Act of 1974, as amended, 5 U.S.C. 552a.
DATES: Effective September 9, 2009.
FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act
Officer: telephone 202-208-1317; e-mail [email protected].
ADDRESSES: GSA Privacy Act Officer (CIB), General Services
Administration, 1800 F Street, NW., Washington, DC 20405.
SUPPLEMENTARY INFORMATION: GSA proposes to establish a new system of
records subject to the Privacy Act of 1974, as amended, 5 U.S.C. 552a.
The system will capture electronically scanned images of financial
documents, and store, retrieve, and process these images. Hard copies
of these documents, which contain employee and vendor information, are
currently being used to support the ongoing financial and payroll
operations of the GSA Financial and Payroll Services Division (BCE).
Dated: August 4, 2009.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/PPFM-12
SYSTEM NAME:
ImageNow.
SYSTEM LOCATION:
The system is maintained in Kansas City, MO, in the Financial
Administrative Systems Division (BDT).
INDIVIDUALS COVERED BY THE SYSTEM:
All employees and vendors who require and receive financial and
payroll services from GSA.
RECORDS IN THE SYSTEM:
System records include information that identify vendors and/or
employees by their names or other unique identifier in conjunction with
other data elements such as gender, birth date, age, marital status,
spouse and dependents, home e-mail addresses, home addresses, home
phone numbers, health records, Social Security Numbers, Employer
Identification Numbers, payroll deductions, banking information,
personal credit card information, and similar personally identifiable
information.
AUTHORITY FOR MAINTAINING THE SYSTEM:
5 U.S.C. Part III, Subparts D and E, 26 U.S.C. Chapter 24 and 2501,
and Executive Order 9397, and the Chief Financial Officers (CFO) Act of
1990 (Pub. L. 101-576) as amended (Chapter 9 of Title 31 of the U.S.
Code (2009)).
PURPOSE:
The purpose of the system is to capture electronic images of
financial documents, and store, retrieve, and process these images. It
will maintain these images in order to support the day-to-day official
operating needs of GSA's financial and payroll operations.
ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND
THEIR PURPOSE FOR USING THE SYSTEM.
System users will be limited to those U.S. government employees
that require this information to perform their assigned official
responsibilities. All access will be reviewed and approved by the
employee's supervisor, system owner and the information system security
officer. Information from this system also may be disclosed as a
routine use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute, rule,
regulation, or order when GSA becomes aware of a violation or potential
violation of civil or criminal law or regulation.
c. To conduct investigations, by authorized officials, that are
investigating or settling a grievance, complaint, or appeal filed by an
individual who is the subject of the record.
d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), and the Government Accountability Office
(GAO) when the information is required for program evaluation purposes.
e. To a Member of Congress or his or her staff on behalf of and at
the request of the individual who is the subject of the record.
f. To a Federal agency in connection with the hiring or retention
of an employee; the issuance of a security clearance; the reporting of
an investigation; the letting of a contract; or the issuance of a
grant, license, or other benefit to the extent that the information is
relevant and necessary to a decision.
g. To authorized officials of the agency that provided the
information for inclusion in ACMIS.
h. To an expert, consultant, or contractor of GSA in the
performance of
[[Page 39962]]
a Federal duty to which the information is relevant.
i. To the National Archives and Records Administration (NARA) for
records management purposes.
j. To appropriate agencies, entities, and persons when (1) The
Agency suspects or has confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Agency has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by GSA or
another agency or entity) that rely upon the compromised information;
and (3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with GSA's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records are stored electronically in client-server computer
format.
RETRIEVABILITY:
Records are retrievable with indexing values or other unique
identifiers such as name or Social Security Number.
SAFEGUARDS:
System records are safeguarded in accordance with the requirements
of the Privacy Act. Access is limited to authorized individuals with
strengthened passwords, and the database is maintained behind a
firewall that meets strict GSA OCIO security requirements.
RETENTION AND DISPOSAL:
System records are retained and disposed of according to GSA
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration.
SYSTEM MANAGER AND ADDRESS:
Director, Financial and Payroll Services Division, OCFO, GSA (BCE),
1500 E. Bannister Road, Kansas City, Missouri 66085.
NOTIFICATION PROCEDURE:
Individuals wishing to inquire if the system contains information
about them should contact the program manager at the above address.
RECORD ACCESS PROCEDURE:
Individuals wishing to access their own records may do so by
sending a request to the program manager listed above.
CONTESTING RECORD PROCEDURES:
GSA rules for access to records, and for contesting the contents
and appealing initial determinations are provided in 41 CFR part 105-
64.
RECORD SOURCE CATEGORIES:
The source for the image data in the system originates from the
individuals and vendors who submit the documents on their own behalf.
In addition, documents may come from Federal Government Agencies that
may include Privacy Act information.
[FR Doc. E9-19102 Filed 8-7-09; 8:45 am]
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