Office of Privacy, Records, and Disclosure; Privacy Act of 1974, as Amended, 46551-46554 [2012-19006]

Agencies

• SPECIAL INSPECTOR GENERAL FOR AFGHANISTAN RECONSTRUCTION

[Federal Register Volume 77, Number 150 (Friday, August 3, 2012)]
[Notices]
[Pages 46551-46554]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-19006]


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SPECIAL INSPECTOR GENERAL FOR AFGHANISTAN RECONSTRUCTION


Office of Privacy, Records, and Disclosure; Privacy Act of 1974, 
as Amended

AGENCY: Special Inspector General for Afghanistan Reconstruction.

ACTION: Notice of Proposed Privacy Act Systems of Records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
Special Inspector General for Afghanistan Reconstruction (SIGAR) gives 
notice of its intent to create the SIGAR system of records titled, 
SIGAR-11: Social Media Records, and SIGAR-12: Internal Electronic 
Collaboration Tools. The Social Media system will assist SIGAR by 
providing new ways to connect and share information, and solicit and 
receive feedback freely with the public. The Internal Electronic 
Collaboration Tools will collect information related to new procedures 
for the collection of information related to internal electronic 
collaboration tools which use Microsoft SharePoint, including the SIGAR 
Intranet and social media tools within the Internet.

DATES: Comments must be received no later than September 4, 2012. The 
new system of records will be effective October 2, 2012 unless SIGAR 
receives comments that would result in a contrary determination.

ADDRESSES: Comments should be sent to Kate Gastner, Public Information 
Manager, Special Inspector General for Afghanistan Reconstruction, 2530 
Crystal Drive, Arlington, VA 22202-3934. Comments will be made 
available for inspection upon written request. SIGAR will make such 
comments available for public inspection in the Office of Privacy, 
Records, and Disclosure, 9th Floor, 1550 Crystal Drive, Arlington, VA 
22202, on official business days between the hours of 9 a.m. and 5 p.m. 
Eastern time. You can make an appointment to inspect comments by 
telephoning (703) 545-6000. All comments, including attachments and 
other supporting materials, received are part of the public record and 
subject to public disclosure. You should submit only information that 
you wish to make available publicly.

FOR FURTHER INFORMATION CONTACT: Kate Gastner, Public Information 
Manager, Special Inspector General for Afghanistan Reconstruction, 2530 
Crystal Drive, Arlington, VA 22202-3934, (703) 545-5993.

SUPPLEMENTARY INFORMATION: On January 28, 2008, the President signed 
into law the National Defense Authorization Act for Fiscal Year 2008 
(Pub. L. 110-181), which created the Special Inspector General for 
Afghanistan Reconstruction (SIGAR). SIGAR is responsible for 
coordinating and conducting audits and investigations to promote 
efficiency and effectiveness of reconstruction programs, and to detect 
and prevent waste, fraud, and abuse of taxpayers' dollars. Under 5 
U.S.C. 301, heads of Executive or military departments may prescribe 
regulations governing the conduct of its employees and the custody, 
use, and preservation of the department's records, papers, and 
property. To facilitate SIGAR's audits, investigations, and other 
operations, it plans to create the following systems of records:
    SIGAR-11 Social Media Records;
    SIGAR-12 Internal Electronic Collaboration Tools.
    The Report of the a new system of records, as required by 5 U.S.C. 
552a(r) of the Privacy Act, has been submitted to the Committee on 
Oversight and Government Reform of the House of Representatives, the 
Committee on Homeland Security and Governmental Affairs of the Senate, 
and the Office of Management and Budget, pursuant to Appendix I to OMB 
Circular A-130, ``Federal Agency Responsibilities for Maintaining 
Records About Individuals,'' dated November 30, 2000.
    Sections 552a(e)(4) and (11) of title 5, United States Code, 
provide that an agency publish a notice of the establishment or 
revision of a record system which affords the public a 30-day period in 
which to submit comments. To meet this requirement, descriptions of the 
two new systems of records are published in their entirety below.

I. Social Media

    SIGAR is creating the SIGAR Social Media system of records to allow 
SIGAR to interact with the public using third party or commercial 
social media applications. While SIGAR may use social media 
applications to connect with the public in an official capacity, 
information provided by an individual to register with the third party 
site is rarely shared with SIGAR. Information collected and stored by 
the social media applications is subject to the third party privacy 
policies posted on their Web sites. SIGAR may receive contact 
information from the third party site for individuals who wish to have 
further contact with SIGAR for addition communications such as 
dissemination of information for upcoming events, notification of an 
emergency or breaking news, or felicitation of feedback about a 
program.
    Information provided by SIGAR on social media sites is also 
available on SIGARs public Web sites. If SIGAR is requesting feedback 
from the public through the use of social media site, an alternative 
SIGAR email address will also be provided so that the public may 
interact with SIGAR without having to use the social media site. When 
an individual submits an email to SIGAR, SIGAR will maintain that 
individual's email, and any other personal information provided in 
their email, in accordance with applicable records retention policies. 
All interactions by the public are voluntary.
    Before including your address, phone number, email address, or 
other personal identifying information in your comment, you should be 
aware that your entire comment--including your personal identifying 
information--may be made publicly available at any time. While you can 
ask us in your comment to withhold your personal identifying 
information from public review, we cannot guarantee that we will be 
able to do so.

II. Internal Electronic Collaboration Tools

    SIGAR is implementing internal electronic collaboration tools 
utilizing the Microsoft SharePoint platform. These tools will upgrade 
SIGAR's intranet, allow users to set up team collaboration workspaces, 
facilitate sharing of documents, policies and information, and allow 
limited social networking through the SharePoint ``MySites'' feature. 
The Intranet, built on these tools, will include SIGAR policies, 
procedures, forms, organization charts, news clips, and links to other 
sites that are helpful to staff members. The intranet will include 
content regarding program offices, services and support, and projects 
and activities. The MySites feature will allow SIGAR users to set up a 
personal profile, identify subject matter areas about which they are 
knowledgeable, upload pictures, publics notes, tags, content, and 
messages that are similar to email. Users will be able to manually 
select ``colleagues'' which the colleague may approve or deny, and 
create and join groups. Overall, the internal collaboration tools will 
provide invaluable dissemination and exchange

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of information, allowing users to stay connected within a dashboard 
that each user can personalize.
    All SIGAR users will need to use the internal electronic 
collaboration tools to perform their official duties, for example, to 
use the Intranet to obtain business phone numbers of other SIGAR users, 
to view internal policies, to link to specific SharePoint sites 
containing SIGAR business information, or use SharePoint sites 
containing SIGAR business information, or use SharePoint workspaces 
with other team members. The use of MySites is purely voluntary; those 
who use MySites will have some control over which other users may see 
their personal information. However, Intranet sites administrators and 
other SIGAR staff members with a legitimate need to know the 
information for official purposes will have full access to view all 
content, including all personal content posted through MySites. 
Intranet users will be clearly informed, that if they use MySites, they 
have no reasonable expectation of privacy in any information they post, 
as with any other information passing through or stored on SIGAR 
equipment.
    The Internal Electronic Collaboration Tools system of records will 
contain SIGAR business information, business contact information and 
photographs, at times personal contact information, and any personal 
information a user chooses to post within MySites.
    Both systems will be effective as proposed at the end of the 
comment period (the comment period will end 30 days after the 
publication of this notice in the Federal Register), unless comments 
are received that would require a contrary determination. SIGAR will 
publish a revised notice if changes are made based upon a review of the 
comments received.

    Dated: July 31, 2012.
John F. Sopko,
Inspector General.
SIGAR-11 Social Media Records

System location:
    Special Inspector General for Afghanistan Reconstruction (SIGAR), 
9th Floor, 1550 Crystal Drive, Arlington, VA 22202-4135.

Categories of individuals covered by the system:
    Individuals who contact SIGAR through a social media outlet or 
other electronic means, including submitting feedback to SIGAR, 
correspondent with SIGAR as a result of the agency's outreach using 
social networks, or requesting to be contacted by SIGAR.

Categories of records in the system:
    This system may contain information pass through a social media 
site to facilitate interaction with SIGAR such as, but not limited to: 
First name, last name, username, email address, home or work address, 
contact information, and phone numbers. It may also include input and 
feedback from the public, such as comments, emails, videos, and other 
images, which may include tags, geotags or geographic metadata. 
Depending on the circumstances of the individual's interaction and the 
social media site being used, it may include data provided to SIGAR 
such as date of birth, age, security questions, IP addresses, 
passwords, financial data, educational, business, or volunteer 
affiliation.

Authority for maintenance of the system:
    Presidential Memorandum to the Heads of Executive Departments and 
Agencies on Transparency and Open Government, January 21, 2009. OMB M-
10-06, Open Government Directive, Dec. 8, 2009. OMB M-10-23, Guidance 
for Agency Use of Third-Party Web sites and Application, June 25, 2010.

Routine uses of records maintained in the system including categories 
of users and the purposes of such uses:
    The purpose of this system is to allow SIGAR to interact with the 
public and provide additional transparency to the public through the 
use of social media. Registration information, username, comments, and 
suggestions made by the public on third party social networks where 
SIGAR has an official presence may be collected by third party social 
networks for registration or use of social media sites. Information and 
comments provided may be utilized by SIGAR to facilitate interaction 
with the public, to disseminate information regarding an upcoming 
event, to notify the public of an emergency or breaking news, or 
solicit feedback about SIGAR's programs. SIGAR may also respond to 
information received directly from individuals who provide feedback 
from social media outreach using alternate methods, such as an email 
directly to SIGAR.
    Disclosures outside SIGAR may be made without the consent of the 
individual to whom the record pertains under the routine uses listed:
    (1) (a) To any of the following entities or individuals, when the 
circumstances set forth in paragraph (b) are met:
    (i) The U.S. Department of Justice (DOJ);
    (ii) A court or an adjudicative or other administrative body;
    (iii) A party in litigation before a court or an adjudicative or 
other administrative body; or
    (iv) Any SIGAR employee acting in his or her individual capacity if 
SIGAR or DOJ has agreed to represent that employee or pay for private 
representation of the employee;
    (b) When:
    (i) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (A) SIGAR or any component of SIGAR;
    (B) Any other Federal agency appearing before the Office of 
Hearings and Appeals;
    (C) Any SIGAR employee acting in his or her official capacity;
    (D) Any SIGAR employee acting in his or her individual capacity if 
SIGAR or DOJ has agreed to represent that employee or pay for private 
representation of the employee;
    (E) The United States, when DOJ determines that SIGAR is likely to 
be affected by the proceeding; and
    (ii) SIGAR deems the disclosure to be:
    (A) Relevant and necessary to the proceeding; and
    (B) Compatible with the purpose for which the records were 
compiled.
    (2) To a congressional office in response to a written inquiry that 
an individual covered by the system, or the heir of such individual if 
the covered individual is deceased, has made to the office.
    (3) To the Executive Office of the President in response to an 
inquiry from that office made at the request of the subject of a record 
or a third party on that person's behalf, or for a purpose compatible 
for which the records are collected or maintained.
    (4) To any criminal, civil, or regulatory law enforcement authority 
(whether Federal, state, territorial, local, Tribal or foreign) when a 
record, either alone or in conjunction with other information, 
indicates a violation or potential violation of law--criminal, civil, 
or regulatory in nature, and the disclosure is compatible with the 
purpose for which the records were compiled.
    (5) To an official of another Federal agency to provide information 
needed in the performance of official duties related to reconciling or 
reconstructing data files or to enable that agency to respond to an 
inquiry by the individual to whom the record pertains.
    (6) To Federal, state, territorial, local, Tribal, or foreign 
agencies that have requested information relevant or necessary to the 
hiring, firing or retention of an employee or contractor, or the 
issuance of a security clearance,

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license, contract, grant or other benefit, when the disclosure is 
compatible with the purpose for which the records were compiled.
    (7) To representatives of the National Archives and Records 
Administration to conduct records management inspections under the 
authority of 44 U.S.C. 2904 and 2906.
    (8) To state and local governments and Tribal organizations to 
provide information needed in response to court order and/or discovery 
purposes related to litigation, when the disclosure is compatible with 
the purpose for which the records were compiled.
    (9) To an expert, consultant, or contractor (including employees of 
the contractor) of SIGAR that performs services requiring access to 
these records on SIGAR's behalf to carry out the purposes of the 
system.
    (10) To appropriate agencies, entities, and persons when:
    (a) It is suspected or confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; and
    (b) SIGAR has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interest, identity theft or fraud, or harm to the security or integrity 
of this system or other systems or programs (whether maintained by 
SIGAR or another agency or entity) that rely upon the compromised 
information; and
    (c) The disclosure is made to such agencies, entities and persons 
who are reasonably necessary to assist in connection with SIGAR's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize, or remedy such harm.
    (11) To the Office of Management and Budget during the coordination 
and clearance process in connection with
    legislative affairs as mandated by OMB Circular A-19.
    (12) To the Department of the Treasury to recover debts owed to the 
United States.
    (13) To a consumer reporting agency if the disclosure requirements 
of the Debt Collection Act, as outlined at 31
    U.S.C. 3711(e)(1), have been met.
    (14) To the news media and the public, with the approval of the 
Public Affairs Officer in consultation with Counsel and the Senior 
Agency Official for Privacy, where there exists a legitimate public 
interest in the disclosure of the information, except to the extent it 
is determined that release of the specific information in the context 
of a particular case would constitute an unwarranted invasion of 
personal privacy.

Policies and practices for storing, retrieving, accessing, and 
disposing of records in the system:
Storage:
    Paper records are contained in file folders in file cabinets; 
electronic records are contained in removable drives, computers, email, 
and electronic databases.

Retrievability:
    Information may be retrieved by full-text search, names, image, 
video, email address, user name, or date received.

Safeguards:
    Paper records are maintained in locked cabinets and desks. 
Electronic records are controlled through established SIGAR computer 
center procedures (personnel screening and physical security), and they 
are password protected. Access is limited to those whose official 
duties require access to the records.

Retention and disposal:
    Records are retained and disposed of in accordance with SIGAR 
social media proposed records schedule. The disposition is temporary, 
and records will be destroyed when no longer needed for agency 
business.

System manager and address:
    Policy official is the Director for Communications and 
Congressional Relations, 2530 Crystal Drive, Arlington, VA 22202-3934.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Office of the Special Inspector General for Afghanistan 
Reconstruction, Headquarters, Privacy Act Officer, 2530 Crystal Drive, 
Arlington, VA 22202.
    The request should include the requestor's complete name, time 
period for which records are sought, and the office location(s) where 
the requestor believes the records are located.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Director, Privacy, Records and Disclosure, Office of the Special 
Inspector General for Afghanistan Reconstruction, Headquarters, 2530 
Crystal Drive, Arlington, VA 22202. The request should include the 
requestor's complete name, time period for which records are sought, 
and the office location(s) where the requestor believes the records are 
located.

Contesting record procedures:
    Same as Notification Procedures above.

Record source categories:
    Individuals who interact with SIGAR through social media networks 
or who communicate electronically with SIGAR in response to public 
outreach.

Exemptions claimed for the system:
    None.
SIGAR-12

System name:
    Internal Electronic Collaboration Tools.

System location:
    Office of the Special Inspector General for Afghanistan 
Reconstruction (SIGAR), 9th Floor, 1550 Crystal Drive, Arlington, VA 
22202-4135, and in SIGAR field offices in Afghanistan.

Categories of individuals covered by the system:
    SIGAR employees, interns, contractors, consultants and detailees 
who are given access to the SIGAR network.

Categories of records in the system:
    SIGAR user name, title, business and personal contact information, 
and organizational chart and hierarchy information. Those users who 
elect to participate in MySites will be able to publish additional 
personal information, such as personal photographs, information about 
their family status (such as whether they are married or have 
children), their hobbies, subject matter areas of SIGAR business about 
which they are knowledgeable, personal activities, notes, messages and 
other content. Also, the Internal Electronic Collaboration Tools will 
contain documents in electronic form covered by other SIGAR Privacy Act 
System of Record Notices.

Authority for maintenance of the system:
    Public Law 110-181, Section 1229, National Defense Authorization 
Act for Fiscal Year 2008; 5 U.S.C. App. 3, Inspector General Act of 
1978, as amended; 40 U.S.C. 524, Section 202(b), Federal Property and 
Administrative Services Act of 1949; and 5 U.S.C. Section 301, 
Government Organization and Employees.

Purpose(s):
    The purpose of the new system of records is to enhance and improve 
efficiencies in the dissemination and exchange of information within 
SIGAR and allow colleagues to connect with each other. The internal 
electronic

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collaboration tools, utilizing the Microsoft SharePoint platform, will 
upgrade SIGAR's intranet, allow users to set up team collaboration 
workspaces, facilitate sharing of documents, policies and information, 
and allow limited social networking through the SharePoint ``MySites'' 
feature. The new intranet will include SIGAR policies, procedures, 
forms, organization charts, news clips, links to other sites that are 
helpful for staff members, and links to other SIGAR SharePoint sites 
containing shared documents and other information. The intranet will 
include content regarding program offices, services and support, and 
projects and activities. By connecting to a SIGAR network 
administration database, the intranet will display a directory of all 
SIGAR users, including titles, contact information and the photograph 
used for SIGAR credentials for all employees, interns, volunteers, 
consultants and contractors (collectively ``users''). The MySites 
feature will allow SIGAR users to set up a personal profile, upload 
pictures, and publish content and messages that are similar to email. 
MySites also allows users to join groups, connect with colleagues and 
receive a newsfeed when new information is posted.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    The information in this system will be routinely used by SIGAR 
users to disseminate and share information, collaborate and communicate 
with each other with the goal of more efficiently conducting SIGAR 
business. Also, the Internal Electronic Collaboration Tools system will 
contain documents in electronic form covered by other System of Record 
Notices, and the routine uses for those System of Record Notices apply. 
In addition, information in this system may be disclosed in accordance 
with the blanket routine uses that appear in the SIGAR's Privacy Act 
Systems of Records Notices, see, e.g., 77 FR 22626 (April 16, 2012) and 
77 FR 38363 (June 27, 2012).

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic records, including emails, spreadsheet, PDF files, other 
documents and content maintained in or through this system are stored 
on the SIGAR network and other electronic media as needed, such as 
encrypted hard drives and back-up media. Print-outs of records in the 
system are stored in file folders, binders, and similar filing methods.

Retrievability:
    Records are retrieved by name of the employee, intern, consultant, 
or contractor who has access to the SIGAR network.

Safeguards:
    Electronic records are controlled through established SIGAR 
computer center procedures (personnel screening and physical security), 
and are password protected. Access is limited to those whose official 
duties require access to the records.

Retention and disposal:
    The records will be maintained and dispositioned in accordance with 
records disposition schedules approved by the National Archives and 
Records Administration.

System manager(s) and address:
    Assistant Inspector General for Management and Support, 2530 
Crystal Drive, Arlington, VA 22202-3934.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Director, Privacy, Records and Disclosure, Office of the Special 
Inspector General for Afghanistan Reconstruction, Headquarters, 2530 
Crystal Drive, Arlington, VA 22202.
    The request should include the requester's complete name, time 
period for which records are sought, and the office location(s) where 
the requester believes the records are located.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to Director, 
Privacy, Records and Disclosure, Office of Special Inspector General 
for Afghanistan Reconstruction, 2530 Crystal Drive, Arlington, VA 
22202.
    The request should include the requestor's complete name, time 
period for which records are sought, and the office location(s) where 
the requestor believes the records are located.

Contesting record procedures:
    Same as Notification Procedures above.

Exemptions claimed for the system:
    The Internal Electronic Collaboration Tools system will contain 
documents in electronic form covered by other System of Record Notices, 
and the exemptions for those Systems of Record Notices apply.

[FR Doc. 2012-19006 Filed 8-2-12; 8:45 am]
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