Privacy Act of 1974; Notice of Updated Systems of Records, 22376-22377 [E8-8883]

Agencies

• General Services Administration

[Federal Register Volume 73, Number 81 (Friday, April 25, 2008)]
[Notices]
[Pages 22376-22377]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-8883]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Notice of Updated Systems of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are 
relevant, necessary, accurate, up-to-date, covered by the appropriate 
legal or regulatory authority, and in response to OMB M-07-16. This 
notice is a compilation of updated Privacy Act system of record 
notices.

DATES: Effective May 27, 2008.

FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act 
Officer: telephone 202-208-1317; e-mail gsa.privacyact@gsa.gov.

ADDRESSES: GSA Privacy Act Officer (CIB), General Services 
Administration, 1800 F Street, NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency wide 
review of its Privacy Act systems of records. As a result of the review 
GSA is publishing updated Privacy Act systems of records notices. 
Rather than make numerous piecemeal revisions, GSA is republishing 
updated notices for one of its systems. Nothing in the revised system 
notices indicates a change in authorities or practices regarding the 
collection and maintenance of information. Nor do the changes impact 
individuals' rights to access or amend their records in the systems of 
records. The updated system notices also include the new requirement 
from OMB Memorandum M-07-16 regarding a new routine use that allows 
agencies to disclose information in connection with a response and 
remedial efforts in the event of a data breach.

    Dated: April 16, 2008.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/GOVT-6

SYSTEM NAME:
    GSA SmartPay Purchase Charge Card Program.

System Location:
    System records are located at the Federal agency for which an 
individual is authorized to perform purchase charge card transactions. 
Records necessary for a contractor to perform under a Federal agency 
contract are located at the contractor's facility. Contact the System 
Manager for additional information.

Categories of INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the system are Federal employees, 
contractors, and other individuals who apply for and/or use Government-
assigned purchase charge cards.

CATEGORIES of RECORDS in the SYSTEM:
    The system provides control over expenditure of funds through the 
use of Federal Government purchase cards. System records include:
    a. Personal information on individuals who apply for and use 
Federal Government charge cards, including name, Social Security 
Number, agency of employment, business address (including city, state, 
country, and zip code), title or position, business telephone, business 
fax number, and e-mail address.
    b. Account processing and management information, including 
purchase authorizations and vouchers, charge card applications, charge 
card receipts, terms and conditions for card use, charge card 
transactions, contractor monthly reports showing charges to individual 
account numbers, account balances, and other data needed to authorize, 
account for, and pay authorized purchase card expenses.

AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:
    E.O. 9397; E.O. 12931; 40 U.S.C. Sec. 501-502.

PURPOSE:
    To establish and maintain a system for operating, controlling, and 
managing a purchase charge card program involving commercial purchases 
by authorized Federal Government employees and contractors.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSE FOR USING THE SYSTEM:
    System information may be accessed and used by authorized Federal 
agency employees or contractors to conduct official duties associated 
with the management and operation of the purchase charge card program. 
Information from this system also may be disclosed as a routine use:
    a. To a Federal, State, local, or foreign agency responsible for 
investigating,

[[Page 22377]]

prosecuting, enforcing, or carrying out a statute, rule, regulation, or 
order, where an agency becomes aware of a violation or potential 
violation of civil or criminal law or regulation.
    b. To an appeal, grievance, or formal complaints examiner; equal 
employment opportunity investigator; arbitrator; or other official 
engaged in investigating, or settling a grievance, complaint, or appeal 
filed by an individual who is the subject of the record.
    c. To officials of labor organizations recognized under Public Law 
95-454, when necessary to their duties of exclusive representation on 
personnel policies, practices, and matters affecting working 
conditions.
    d. To another Federal agency in connection with the hiring or 
retention of an employee; the issuance of a security clearance; the 
reporting of an investigation; clarifying a job; 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.
    e. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), the Government Accountability Office (GAO) 
or other Federal agency when the information is required for program 
evaluation purposes.
    f. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To an expert, consultant, or contractor in the performance of a 
Federal duty to which the information is relevant, including issuance 
of charge cards.
    i. To GSA in the form of listings, reports, and records of all 
transportation related transactions, including refunds and adjustments, 
by the contractor to enable audits of transportation related charges to 
the Government.
    j. To GSA contract agents assigned to participating agencies for 
billing of purchase expenses.
    k. To agency finance offices for debt collection purposes.
    l. 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 SYSTEM RECORDS:
STORAGE:
    Information may be collected on paper or electronically and may be 
stored on paper or on electronic media, as appropriate.

RETRIEVABILITY:
    Records may be retrieved by name, Social Security Number, credit 
card number, and/or other personal identifier or appropriate type of 
designation.

SAFEGUARDS:
    System records are safeguarded in accordance with the requirements 
of the Privacy Act, the Computer Security Act, and OMB Circular A-130. 
Technical, administrative, and personnel security measures are 
implemented to ensure confidentiality and integrity of the system data 
stored, processed, and transmitted. Paper records are stored in secure 
cabinets or rooms. Electronic records are protected by passwords and 
other appropriate security measures.

RETENTION AND DISPOSAL:
    Disposition of records is according to the National Archives and 
Records Administration (NARA) guidelines, as set forth in the handbook, 
GSA Records Maintenance and Disposition System (OAD P 1820.2A and CIO P 
1820.1), authorized GSA records schedules, and by individual agencies.

SYSTEM MANAGER AND ADDRESS:
    Director, Office of Commercial Acquisition (FC), General Services 
Administration, 1901 South Bell Street, Arlington VA 22202. Also, 
officials responsible for individual agency purchase card programs 
using the SmartPay system.

NOTIFICATION PROCEDURE:
    Individuals may obtain information about their records from the 
purchase charge card program manager of the agency for which they 
transact purchases.

RECORD ACCESS PROCEDURES:
    Requests from individuals for access to their records should be 
addressed to their agency's purchase charge card program manager or to 
the finance office of the agency for which the individual transacts 
purchases.

CONTESTING RECORD PROCEDURES:
    Individuals may access their records, contest the contents, and 
appeal determinations according to their agency's rules.

RECORD SOURCE CATEGORIES:
    Information is obtained from individuals submitting charge card 
applications, monthly contractor reports, purchase records, managers, 
other agencies, non-Federal sources such as private firms, and other 
agency systems containing information pertaining to the purchase charge 
card program.

 [FR Doc. E8-8883 Filed 4-24-08; 8:45 am]
BILLING CODE 6820-34-P