Privacy Act of 1974; Notice of Updated Systems of Records, 22389-22390 [E8-8903]

Agencies

• General Services Administration

[Federal Register Volume 73, Number 81 (Friday, April 25, 2008)]
[Notices]
[Pages 22389-22390]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-8903]


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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/PBS-6

SYSTEM NAME:
    Electronic Acquisition System (EAS).

SYSTEM LOCATION:
    The system records and documents are maintained at the Enterprise 
Service Center of the GSA Public Buildings Service (PBS). Contact the 
EAS System Manager for additional information.

SYSTEM LOCATION:
    The system maintains information on individuals, as well as 
businesses, who have made an offer or provided a quote in response to a 
PBS solicitation or who have entered into a contract with PBS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system maintains information required throughout the lifecycle 
of a PBS contract action including information about contracts, 
proposals and bids, and vendors. The Central Contractor Registry, a 
federal government computer system maintained by the Department of 
Defense, is the sole source for vendor information in EAS. All 
information received from CCR is originally submitted by the vendor to 
CCR. In addition to business contact and identification information 
(address, telephone number, and Taxpayer Identification Number (TIN)), 
the system includes personal information on individuals who use 
personal contact and identification information (home address, 
telephone, e-mail, and fax numbers, and Social Security Number) for 
business purposes as sole proprietors.

AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:
    Office of Federal Procurement Policy Act of 1974 (Pub. L. 93-400), 
as

[[Page 22390]]

amended by Public Law 96-83, Federal Acquisition Regulation (FAR), 
General Services Administration Acquisition Manual (GSAM), GSA Order 
PBS 2120.1

PURPOSE:
    To provide and maintain a system supporting PBS acquisition 
contract preparation, workflow activities, tracking, and reporting. The 
system ensures that the PBS staff prepares, assembles, and maintains 
information necessary for compliance with FAR and GSAM contracting 
requirements.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSES FOR USING THE SYSTEM:
    System information may be accessed and used by authorized GSA 
employees and contractors to conduct official duties associated with 
federal acquisition. Information from this system 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 duly authorized officials engaged in 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), the Government Accountability Office (GAO) 
or other Federal agency when the information is required for program 
evaluation purposes.
    e. 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.
    f. 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.
    g. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    h. To the National Archives and Records Administration (NARA) for 
records management purposes.
    i. 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:
    System records and documents are electronically stored on servers, 
tape backups, and/or compact discs.

RETRIEVABILITY:
    Records may be retrieved by name 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 the EAS System 
Security Plan. Technical, administrative, and personnel security 
measures are implemented to ensure confidentiality and integrity of the 
data. Security measures include password protections, assigned roles, 
and transaction tracking.

RETENTION AND DISPOSAL:
    Disposition of records will be according to the National Archives 
and Records Administration (NARA) guidelines, set forth in the GSA 
Records Maintenance and Disposition System (OAD P 1820.2A) handbook.

SYSTEM MANAGER AND ADDRESS:
    EAS Program Manager, Systems Development and Maintenance Division 
(PGAB), Office of the PBS Chief Information Officer, General Services 
Administration, 1800 F Street, NW., Washington, DC 20405.

NOTIFICATION PROCEDURES:
    Individuals may obtain information about their records from the EAS 
Program Manager at the above address.

RECORD ACCESS PROCEDURES:
    Requests from individuals for access to their records should be 
addressed to the EAS Program Manager. GSA rules for individuals 
requesting access to their records are published in 41 CFR part 105-64.

CONTESTING RECORD PROCEDURES:
    Individuals must contest their record's source data and appeal 
determinations for correction at the Central Contractor Registry 
according to CCR rules. Individuals may contest their GSA records' 
contents and appeal determinations according to GSA rules published in 
41 CFR part 105-64.

RECORD SOURCE CATEGORIES:
    Information is obtained from the Central Contractor Registry for 
registered and matched vendors who are offerors or winners of GSA PBS 
contract actions.

 [FR Doc. E8-8903 Filed 4-24-08; 8:45 am]
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