Privacy Act of 1974; Notice of New System of Records, 39961-39962 [E9-19102]

Agencies

• General Services Administration

[Federal Register Volume 74, Number 152 (Monday, August 10, 2009)]
[Notices]
[Pages 39961-39962]
From the Federal Register Online via the Government Printing 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 gsa.privacyact@gsa.gov.

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]
BILLING CODE 6820-34-P