[Federal Register Volume 76, Number 18 (Thursday, January 27, 2011)]
[Notices]
[Pages 4880-4885]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-1811]
-----------------------------------------------------------------------
ELECTION ASSISTANCE COMMISSION
Privacy Act of 1974; Systems of Records
AGENCY: U.S. Election Assistance Commission.
ACTION: Notice of Privacy Act Systems of Records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the Privacy Act of 1974, 5 U.S.C. 552a(e)(4) and
(11), Federal agencies are required to publish in the Federal Register
a notice of the existence and character of systems of records agencies
maintain on individuals. In this notice, EAC provides the required
information for 5 such systems of records that are not otherwise
covered by an existing Government-wide system of records notice. See
GOVERNMENT-WIDE SYSTEMS OF RECORDS, below.
DATES: Effective Date:
The proposed systems of records and routine uses included in this
notice will be effective without further notice on March 8, 2011 unless
comments received require a contrary determination.
ADDRESSES: Send written comments to Ms. Stacie Fabre, 1201 New York
Avenue, NW., Suite 300, Washington, DC 20005. Comments may also be
transmitted by facsimile to Ms. Fabre's attention at (202) 566-5542; or
via electronic mail at [email protected], with ``Comments on Privacy Act
Systems of Records Notice'' in the subject line. All comments must be
sent or postmarked no later than 11:59 p.m. EDT on March 8, 2011.
FOR FURTHER INFORMATION CONTACT: Ms. Stacie Fabre by telephone at (202)
566-3105, or by electronic mail at [email protected].
SUPPLEMENTARY INFORMATION: The Privacy Act of 1974, at 5 U.S.C.
552a(e)(4) and (11), directs each federal agency to provided notice to
the public of systems of records it maintains on individuals.
Accordingly, notice is hereby given of 5 systems of records maintained
by EAC as described below. This notice also describes proposed routine
uses of each system and provides contact information for inquiries.
Following is a preliminary statement and the complete text of the 5 EAC
systems of records. Of note, EAC maintains Federal Advisory Committee
Act records for three statutory boards: (1) Board of Advisors; (2)
Standards Board; and (3) Technical Guidelines Development Committee.
However, EAC has not established systems of records for these boards
because personally-identifiable information generated by EAC's business
with its boards is maintained either in a government-wide system of
records or in one of the 5 EAC systems of records.
Thomas R. Wilkey,
Executive Director, U.S. Election Assistance Commission.
NOTICE OF SYSTEMS OF RECORDS; PRELIMINARY STATEMENT GOVERNMENT-WIDE
SYSTEMS OF RECORDS:
In addition to the internal systems of records described below, the
U.S. Election Assistance Commission (EAC) also maintains certain
records covered by existing government-wide systems of records.
Government-wide systems of records are established by federal agencies
that are responsible for government-wide functions. Examples of
agencies with government-wide functions are the Office of Personnel
Management, the Office of Government Ethics, and the Department of
Labor. Government-wide systems of records are described in notices
published by the establishing agencies. While the establishing agency
creates and administers the system, the actual records are physically
maintained by agencies throughout the government. Requests for EAC
records covered by a government-wide system of records should be
directed to EAC pursuant to EAC's Privacy Act regulations at 11 CFR
part 9410. In accordance with Office of Management and Budget (OMB)
Circular No. A-130, EAC is not creating or publishing notices for the
government-wide functions described in the following systems of records
notices:
(1) DOL/GOVT-1: Office of Worker's Compensation Programs, Federal
Employees' Compensation Act File, 67 FR 16815 (April 8, 2002);
(2) DOT/ALL-8: Employee Transportation Facilitation, 65 FR 19475
(April 11, 2000);
(3) EEOC/GOVT-1: Equal Employment Opportunity in the Federal
Government Complaint and Appeal Records, 67 FR 49338 (July 30, 2002);
(4) EPA-GOVT-2: Federal Docket Management System (FDMS), 70 FR
15086 (March 24, 2005);
(5) GSA/GOVT-2: Employment Under Commercial Activities Contracts,
48 FR 6176 (February 10, 1983);
(6) GSA/GOVT-3: Travel Charge Card Program, 69 FR 4517 (January 30,
2004);
(7) GSA/GOVT-4: Contracted Travel Services Program, 71 FR 48764
(August 2, 2006);
(8) GSA/GOVT-5: Access Certificates for Electronic Services, 64 FR
29032 (May 8, 1999);
(9) GSA/GOVT-6: GSA SmartPay Purchase Charge Card Program, 71 FR
64707 (November 3, 2006);
[[Page 4881]]
(10) GSA/GOVT-7: Personal Identity Verification Identity Management
System (PIV IDMS), 71 FR 56983 (September 28, 2006);
(11) GSA/GOVT-8: Excluded Parties List System (EPLS), 71 FR 70515
(December 5, 2006);
(12) MSPB/GOVT-1: Appeals and Case Records, 67 FR 70254 (November
21, 2002);
(13) OGE/GOVT-1: Executive Branch Public Financial Disclosure
Reports and Other Name-Retrieved Ethics Program Records, 68 FR 3097
(January 22, 2003), 68 FR 24722 (May 8, 2003);
(14) OGE/GOVT-2: Executive Branch Confidential Financial Disclosure
Reports, 68 FR 3097 (January 22, 2003), 68 FR 24722 (May 8, 2003);
(15) OPM/GOVT-1: General Personnel Records, 71 FR 35356 (June 19,
2006);
(16) OPM/GOVT-2: Employee Performance File System Records, 65 FR
24732 (April 27, 2000);
(17) OPM/GOVT-3: Records of Adverse Actions, Performance Based
Reduction in Grade and Removal Actions, and Terminations of
Probationers, 65 FR 24732 (April 27, 2000);
(18) OPM/GOVT-5: Recruiting, Examining, and Placement Records, 71
FR 35351 (June 19, 2006);
(19) OPM/GOVT-9: File on Position Classification Appeals, Job
Grading Appeals, and Retained Grade or Pay Appeals, and Fair Labor
Standards Act (FLSA) Claims and Complaints, 71 FR 35358 (June 19,
2006);
(20) OPM/GOVT-10: Employee Medical File System Records, 75 FR 35099
(June 21, 2010); and
(21) OSC/GOVT-1: OSC Complaint Litigation and Political Activity
Files, 64 FR 63359 (November 19, 1999).
STATEMENT OF GENERAL ROUTINE USES:
In addition to the disclosures permitted pursuant to 5 U.S.C.
552a(b), EAC hereby gives notice of the following general routine uses.
These general routine uses are incorporated by reference into each
system of records described in this notice. Routine uses described in a
specific system of records in this notice are in addition to the list
of the following general routine uses; unless the routine use described
in a specific system of records in this notice expressly supersedes the
following general routine uses.
(1) In the event that a record in a system indicates any violation
or potential violation of the law, whether civil, criminal, or
regulatory in nature, and whether arising by statute, or by regulation,
rule, or order issued pursuant thereto, the relevant record may be
referred by authorized EAC personnel as a routine use to the
appropriate agency, whether Federal state, local, or foreign, charged
with the responsibility for investigating or prosecuting such
violation, or charged with enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto. Such referral shall also
include and be deemed to authorize any and all appropriate and
necessary uses of such record in a court of law or before an
administrative board or hearing.
(2) A record covered by a system may be disclosed by authorized EAC
personnel as a routine use to designated officers and employees of
other agencies and Departments of the federal government having an
interest in the individual for employment purposes, including, but not
limited to, the hiring or retention of any employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter involved.
(3) Disclosure of information by authorized EAC personnel to the
Department of Justice, or in a proceeding before a court, adjudicative
body, or other administrative body before which EAC is authorized or
required to appear, when:
(a) EAC, or any component thereof; or
(b) Any employee of EAC in his or her official capacity; or
(c) Any employee of EAC in his or her individual capacity where the
Department of Justice or EAC has agreed to represent the employee; or
(d) The United States, when EAC determines litigation is likely to
affect EAC or any of its components, is a party to litigation or has an
interest in such litigation, and EAC determines that the use of such
records by the Department of Justice or EAC is relevant and necessary
to the litigation; provided, however, that in each case EAC determines
that the disclosure is compatible with the purpose for which the
records were collected;
(4) Any record in any system of records may be disclosed by
authorized EAC personnel as a routine use to the National Archives and
Records Administration in the course of records management inspections
conducted under the authority of 44 U.S.C. 2904 and 2096.
(5) Information from any system of records may be released by
authorized EAC personnel to internal or external auditors in the
conduct of an audit of EAC operations or accounts, but only to the
extent that the information is relevant to and necessary for the
conduct of the audit.
(6) Information from any system of records may be released by
authorized EAC personnel to General Services Administration (GSA) staff
so that GSA may carry out various small agency support services. These
services include, but are not limited to, payroll processing, debt
collection, timekeeping, benefits administration, processing and paying
invoices, and obligating funds.
Information from any system of records may be released by
authorized EAC personnel to the Office of the Inspector General (OIG),
to the extent necessary to comply with an authorized OIG oversight
function.
STORAGE:
These records are maintained in hard copy files in locked file
cabinets when not in immediate use; in electronic format on servers,
data disks, and encrypted thumb drives with controlled access.
NOTIFICATION PROCEDURES:
Any individual may request the Commission to inform him or her
whether a particular record system named by the individual contains a
record pertaining to him or her. The request may be made in person or
in writing at the location of the record system and to the person
specified in the notice describing that record system. Requests
concerning whether a government-wide system or records maintained by
EAC contains information pertaining to the requester may be made in-
person or by sending the request to the Executive Director, U.S.
Election Assistance Commission, 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005. In the case where an individual believes EAC
maintains records pertaining to him or her but cannot determine which
record system contains those records, the individual may request
assistance in-person or by sending the request to the Executive
Director, U.S. Election Assistance Commission, 1201 New York Avenue,
NW., Suite 300, Washington, DC 20005.
RECORD ACCESS PROCEDURES:
Individuals wishing to access their records should contact EAC as
specified in the Notification Procedure, above; and in EAC's Privacy
Act regulations at 11 CFR 9410. Individuals must furnish all of the
information specified at 11 CFR 9410.3-11 CFR part 9410.5 for their
records to be located and identified. Requesters must also provide
proof of
[[Page 4882]]
their identity prior to receiving access to a record, pursuant to 11
CFR 9410.4.
CONTESTING RECORDS PROCEDURES:
Individuals wishing to request amendment or correction of their
records in a system of records maintained by EAC should contact the
appropriate system manager, as described above. Individuals must
furnish all of the information specified in the Notification Procedure,
and comply with EAC's Privacy Act regulations at 11 CFR part 9410 to
ensure that their records can be identified and located.
EAC-1
SYSTEM NAME:
Employee Pay and Leave Record Files.
SYSTEM LOCATION:
Located in hard copy files at 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005; in electronic format on secured servers, data
disks, and encrypted thumb drives with controlled access. EAC enters
pay and leave information onto a General Services Administration (GSA)-
maintained system. See GSA's Privacy Act systems of records notices for
GSA's system location and associated information.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
EAC employees and personal services contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records regarding time and attendance and pay.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Budget and Accounting Procedures Act of 1950, as amended. 31
U.S.C. 3511, et seq.
PURPOSE:
To provide a system whereby EAC can track employees' payroll and
leave information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from these records is routinely provided to (1) the
General Services Administration for accounting, payroll, and debt
collection purposes; (2) the U.S. Department of the Treasury for
payroll, (3) the Internal Revenue Service for tax deductions and
withholding, and (4) participating insurance companies holding policies
with respect to EAC employees. See also General Routine Uses contained
in the Preliminary Statement. Users include Human Resources personnel
within EAC for the purpose of administering the agency's time and
attendance process; designated EAC staff for the purpose of entering
time and attendance information into the GSA-maintained system; and EAC
managers and supervisors for the purpose of certifying time and
attendance data for their respective employees.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders in locked file cabinets in
Human Resources staff offices. Copies of individual time and attendance
records may be maintained by designated agency timekeepers and are
stored in locked file cabinets. Electronic records are maintained in a
secure password protected environment and maintained with safeguards
meeting the security requirements of the Federal Information Security
Management Act (FISMA) of 2002.
RETRIEVABILITY:
Records are retrieved by last name.
SAFEGUARDS:
EAC staff maintain hard copy files in locked file cabinets in
controlled access offices located in the Human Resources Division.
Human Resources staff who telecommute may possess hard copy files (or
copies of such files) at alternative worksites and are provided
instructions concerning how to maintain such information in a secure
manner. EAC staff maintain electronic files in a controlled access
environment. System managers determine user permission levels based on
staff duties and responsibilities. Only those staff authorized to
perform tasks associated with information contained in this system of
records have permission to access and maintain these files. Network
users are also notified when they log in to EAC systems that improper
use of EAC electronic systems may violate applicable law and subject
employees to disciplinary action. EAC staff who access electronic files
remotely may only do so by connecting to EAC's servers via a secure
remote password-protected connection.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration Records
Schedule.
SYSTEM MANAGER(S) AND ADDRESS:
Human Resources Director, U.S. Election Assistance Commission, 1201
New York Avenue, NW., Suite 300, Washington, DC 20005.
NOTIFICATION PROCEDURE:
See Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Preliminary Statement.
RECORD SOURCE CATEGORIES:
EAC employees and personal services contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
EAC-2
SYSTEM NAME:
Freedom of Information Act (FOIA) and Privacy Act (PA) Request
Files.
SYSTEM LOCATION:
Located in hard copy files at 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005; in electronic format on secured servers, data
disks, and encrypted thumb drives with controlled access.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who have submitted Privacy Act requests, Freedom of
Information Act requests, or correspondence concerning such requests.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence, formal requests, research, legal memoranda, written
decisions, and appeals of agency decisions for FOIA and PA requests.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Privacy Act of 1974, 5 U.S.C. 552a; the Freedom of Information
Act, 5 U.S.C. 552.
PURPOSE:
To maintain files of FOIA/PA requests for annual reports and
tracking.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from these records is routinely provided to FOIA
requesters and Privacy Act requesters; individuals named in the FOIA
request; EAC staff assigned to help process, consider, and respond to
such requests, including any appeals. Information may also be provided
to the United States Attorney General or other federal officials to
fulfill EAC's annual reporting requirements; or to Congressional
members, Committees, or staff in response to a Congressional request.
[[Page 4883]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hard copy records are maintained in file folders in locked cabinets
in FOIA Officer, Privacy Act Officer, and Office of General Counsel
staff offices. Materials responsive to a FOIA or Privacy Act request
are also maintained by each individual respondent in locked file
cabinets. Electronic records are maintained in a secure password
protected environment and maintained with safeguards meeting the
security requirements of the Federal Information Security Management
Act (FISMA) of 2002.
SAFEGUARDS:
EAC staff maintain hard copy files in locked file cabinets in
controlled access offices by FOIA Officers, the Privacy Act Officer,
the Office of the General Counsel offices. EAC staff maintain
electronic files in a controlled access environment. System managers
determine user permission levels based on staff duties and
responsibilities. Only those staff authorized to perform tasks
associated with information contained in this system of records have
permission to access and maintain these files. Network users are also
notified when they log in to EAC systems that improper use of EAC
electronic systems may violate applicable law and subject employees to
disciplinary action. EAC staff who access electronic files remotely may
only do so by connecting to EAC's servers via a secure remote password-
protected connection.
RETRIEVABILITY:
Records are retrieved by number and year.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration Records
Schedule.
SYSTEM MANAGER(S) AND ADDRESS:
For FOIA: Chief FOIA Officer, U.S. Election Assistance Commission,
1201 New York Avenue, NW., Suite 300, Washington, DC 20005. For Privacy
Act: Privacy Act Officer, U.S. Election Assistance Commission, 1201 New
York Avenue, NW., Suite 300, Washington, DC 20005.
NOTIFICATION PROCEDURE:
See Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Preliminary Statement.
RECORD SOURCE CATEGORIES:
Information in this system is obtained from documents submitted by
individuals, and in some cases, organizations, requesting information
related to FOIA or the Privacy Act. Sources also include EAC employees
in some instances.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
EAC-3
SYSTEM NAME:
Financial Management Files.
SYSTEM LOCATION:
Located in hard copy files at 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005; in electronic format on secured servers, data
disks, and encrypted thumb drives with controlled access. EAC transmits
payment, obligation, and financial information to the General Services
Administration (GSA) in hard copy and electronically for processing.
See GSA's Privacy Act systems of records notices for GSA's system
location and associated information.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals with whom EAC conducts financial transactions that are
not otherwise covered by a government-wide system of records. This
system of records does not cover individuals serving as personal
services contractors. See Government-wide systems of records notices
and notice EAC-1 for records concerning individuals who are personal
services contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence, banking and financial information, invoices, legal
memoranda, and other records associated with EAC's financial management
functions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Budget and Accounting Procedures Act of 1950, as amended. 31
U.S.C. 3511, et seq.
PURPOSE:
Information in this system is used to facilitate day-to-day
financial management operations and for purposes of review, analysis,
and planning by financial management personnel. Data in this system may
also be used to prepare financial statements and other reports
concerning obligations and payments from EAC appropriated funds.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data may be disclosed to the U.S. Department of Justice, the
Department of the Treasury, the General Services Administration, or the
Government Accountability Office (GAO) in connection with payment and
debt collection activities. Information may also be disclosed to Office
of the Inspector General personnel and independent outside auditors in
conjunction with reviewing EAC financial management controls and
statements. Users include financial management personnel for purposes
of administrating EAC funds; and other EAC personnel with
responsibilities for overseeing financial management and internal
control functions.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders in locked file cabinets in
Procurement and financial management staff offices. Electronic records
are maintained in a secure password protected environment and
maintained with safeguards meeting the security requirements of the
Federal Information Security Management Act (FISMA) of 2002.
SAFEGUARDS:
EAC staff maintain hard copy files in locked file cabinets in
controlled access offices by financial management staff. EAC staff
maintain electronic files in a controlled access environment. System
managers determine user permission levels based on staff duties and
responsibilities. Only those staff authorized to perform tasks
associated with information contained in this system of records have
permission to access and maintain these files. Network users are also
notified when they login to EAC systems that improper use of EAC
electronic systems may violate applicable law and subject employees to
disciplinary action. EAC staff who access electronic files remotely may
only do so by connecting to EAC's servers via a secure remote password-
protected connection.
RETRIEVABILITY:
Records are retrieved by name and by Tax Identification Number.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration Records
Schedule.
[[Page 4884]]
SYSTEM MANAGER(S) AND ADDRESS:
Executive Director, U.S. Election Assistance Commission, 1201 New
York Avenue, NW., Suite 300, Washington, DC 20005. After receipt, the
Executive Director will direct records requests to the appropriate
financial management staff with responsibility for the specific records
that are the subject of the request.
NOTIFICATION PROCEDURE:
See Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Preliminary Statement.
RECORD SOURCE CATEGORIES:
Information in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by EAC
financial management staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
EAC-4
SYSTEM NAME:
Election Assistance Commission Federal Financial Assistance and
HAVA Grantee Files.
SYSTEM LOCATION:
Located in hard copy files at 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005; in electronic format on secured servers, data
disks, and encrypted thumb drives with controlled access.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals with whom EAC does business for purposes of providing
Federal financial assistance and awarding grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grantee, federal financial assistance, and peer reviewer
applications, financial and banking information, correspondence, and
legal memoranda.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Budget and Accounting Procedures Act of 1950, as amended. 31
U.S.C. 3511, et seq.
PURPOSE:
The information in this system is used to issue grant
solicitations, analyze grant applications, make award decisions, and
manage and oversee grantees. Information in this system is also used to
perform all administrative functions related to EAC's other Federal
financial assistance programs.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system is used to administer all aspects of EAC's
federal financial assistance and grant-making programs; and to conduct
statistical research or analyze trends associated with these
activities. Data may also be used to assist with Congressional
oversight of Federal funds administered by EAC. Data may be shared with
the Department of Health and Human Services (HHS) to enable HHS to
service EAC grant recipients. Data may be disclosed to the Department
of Justice, the U.S. Department of the Treasury, or the Government
Accountability Office (GAO) in connection with payment and debt
collection activities. Information may also be disclosed to GAO in
connection with grant administration and audit activities within GAO's
jurisdiction; and to the National Institute of Standards and Technology
(NIST) in conjunction with joint EAC/NIST grant activities. Access to
records in the system is limited to authorized personnel whose official
duties require such access. Permission level assignments allow users
access only to those functions for which they are authorized.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSTING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders in locked file cabinets in
financial management, grants, testing and certification, and research
policies and programs staff offices. Electronic records are maintained
in a secure password protected environment and maintained with
safeguards meeting the security requirements of the Federal Information
Security Management Act (FISMA) of 2002.
SAFEGUARDS:
EAC staff maintain hard copy files in locked file cabinets in
controlled access offices by Grants; Research, Policy, and Programs;
Testing and Certification; and financial management staff. Electronic
data is stored on magnetic media in a computer system with controlled
access that requires passwords and identity authentication for users.
EAC staff maintain electronic files in a controlled access environment.
System managers determine user permission levels based on staff duties
and responsibilities. Only those staff authorized to perform tasks
associated with information contained in this system of records have
permission to access and maintain these files. Network users are also
notified when they login to EAC systems that improper use of EAC
electronic systems may violate applicable law and subject employees to
disciplinary action. EAC staff who access electronic files remotely may
only do so by connecting to EAC's servers via a secure remote password-
protected connection.
RETRIEVABILITY:
Records are retrieved by name and by Tax Identification Number.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration Records
Schedule.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Director, U.S. Election Assistance Commission, 1201 New
York Avenue, NW., Suite 300, Washington, DC 20005. After receipt, the
Executive Director will direct records requests to the appropriate
division staff with responsibility for the specific Federal financial
management or grants records that are the subject of the request.
NOTIFICATION PROCEDURE:
See Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Preliminary Statement.
RECORD SOURCE CATEGORIES:
Information in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by EAC
financial management staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
EAC-5
SYSTEM NAME:
Agency Correspondence and Public Comments.
SYSTEM LOCATION:
Located in hard copy files at 1201 New York Avenue, NW., Suite 300,
Washington, DC 20005; in electronic format on secured servers, data
disks, and encrypted thumb drives with controlled access.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who correspond with EAC and its employees in their
official capacity; or who submit public comments to EAC in response to
a solicitation.
[[Page 4885]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence to and from EAC and its employees in their official
capacity. Records in this system of records may include comments
specifically solicited by EAC; or comments sent to EAC absent a
specific solicitation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
PURPOSE:
To maintain and track incoming and outgoing correspondence between
individuals and EAC and its employees in their official capacity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Disclosure may be made to a Congressional office from the record of
an individual in response to an inquiry from the Congressional office
made at the request of that individual. Records may also be disclosed
to temporary employees, contingent employees, personal services
contractors, and other individuals performing duties for EAC but not
having agency employee status; when such individuals need access to the
records to perform the agency functions assigned to them. Any record in
this system may be used by EAC staff in connection with their official
duties or to any person who is utilized by the Commission to perform
clerical or administrative functions relating to official EAC business.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders in locked file cabinets in
staff offices. Electronic records are maintained in a secure password
protected environment and maintained with safeguards meeting the
security requirements of the Federal Information Security Management
Act (FISMA) of 2002.
SAFEGUARDS:
EAC staff maintain hard copy files in locked file cabinets in
controlled access offices by division, depending on the type and
subject matter of the correspondence. EAC staff maintain electronic
files in a controlled access environment. System managers determine
user permission levels based on staff duties and responsibilities. Only
those staff authorized to perform tasks associated with information
contained in this system of records have permission to access and
maintain these files. Network users are also notified when they log in
to EAC systems that improper use of EAC electronic systems may violate
applicable law and subject employees to disciplinary action. EAC staff
who access electronic files remotely may only do so by connecting to
EAC's servers via a secure remote password-protected connection.
RETRIEVABILITY:
Records are generally retrieved by name, but may be retrieved by
date of correspondence, subject matter, or tracking number, depending
on which EAC division maintains the record.
RETENTION AND DISPOSAL:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration Records
Schedule.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Director, U.S. Election Assistance Commission, 1201 New
York Avenue, NW., Suite 300, Washington, DC 20005. After receipt, the
Executive Director will direct records requests to the appropriate
division staff with responsibility for the specific federal financial
management or grants records that are the subject of the request.
NOTIFICATION PROCEDURE:
See Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Preliminary Statement.
RECORD SOURCE CATEGORIES:
Information in this system is obtained from documents submitted by
individuals covered by the system. Information in this system may also
come from documents created by EAC staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Thomas R. Wilkey,
Executive Director, U.S. Election Assistance Commission.
[FR Doc. 2011-1811 Filed 1-26-11; 8:45 am]
BILLING CODE 6820-KF-P