Privacy Act of 1974; Deletion of System of Records USDA/OES-1, Correspondence and Document Management System, and Creation of Two New Systems of Records: USDA/OES-2, Correspondence and Document Management System; and USDA/RD-2, Enterprise Content Management, 13977-13981 [2014-05351]

Agencies

• DEPARTMENT OF AGRICULTURE
• Office of the Secretary

[Federal Register Volume 79, Number 48 (Wednesday, March 12, 2014)]
[Notices]
[Pages 13977-13981]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-05351]


========================================================================
Notices
                                                Federal Register
________________________________________________________________________

This section of the FEDERAL REGISTER contains documents other than rules 
or proposed rules that are applicable to the public. Notices of hearings 
and investigations, committee meetings, agency decisions and rulings, 
delegations of authority, filing of petitions and applications and agency 
statements of organization and functions are examples of documents 
appearing in this section.

========================================================================


Federal Register / Vol. 79, No. 48 / Wednesday, March 12, 2014 / 
Notices

[[Page 13977]]



DEPARTMENT OF AGRICULTURE

Office of the Secretary


Privacy Act of 1974; Deletion of System of Records USDA/OES-1, 
Correspondence and Document Management System, and Creation of Two New 
Systems of Records: USDA/OES-2, Correspondence and Document Management 
System; and USDA/RD-2, Enterprise Content Management

AGENCY: Office of the Secretary, USDA.

ACTION: Notice of deletion of system of records and creation of two new 
systems of records; request for comment.

-----------------------------------------------------------------------

SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
U.S. Department of Agriculture (USDA) gives notice of deletion of an 
existing system of records, USDA/OES-1, Enterprise Content Management, 
and the creation of two new systems of records entitled USDA/OES-2, 
Correspondence and Document Management System, and USDA/RD-2, 
Enterprise Content Management.

DATES: This notice will be adopted without further publication in the 
Federal Register on May 12, 2014 unless modified by a subsequent notice 
to incorporate comments received from the public. Written or electronic 
comments must be received by the contact person listed below on or 
before April 11, 2014.

ADDRESSES: You may submit written or electronic comments on this notice 
by any of the following methods:
     Federal eRulemaking Portal: https://www.regulations.gov. 
Follow the online instructions for submitting comments.
     Mail: Director of the Office of the Executive Secretariat 
(OES), U.S. Department of Agriculture, 1400 Independence Avenue SW., 
Washington, DC 20250-3300.
     Email: Sally.Liska@osec.usda.gov.
     Fax: (202) 720-2166.
    All comments will become a matter of public record and should be 
identified as ``Correspondence and Document Management/Enterprise 
Content Management System of Records Comment,'' making reference to the 
date and page number of this issue of the Federal Register. Comments 
will be available for public inspection in the above office during 
regular business hours (7 CFR 1.27(b)). Please call Sally Liska at 
(202) 720-7100 to make an appointment to read comments.

FOR FURTHER INFORMATION CONTACT: Director of the Office of the 
Executive Secretariat (OES), U.S. Department of Agriculture, 1400 
Independence Avenue SW., Washington, DC 20250-3300, telephone: (202) 
720-7100.

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974, notice 
is given that USDA proposes to delete the Privacy Act system of records 
entitled ``USDA/OES-1, USDA Enterprise Content Management (ECM)'' and 
create two new Privacy Act systems of records entitled ``USDA/OES-2, 
Correspondence and Document Management System,'' and ``USDA/RD-2, 
Enterprise Content Management.'' The proposed changes are needed to 
reflect USDA organizational governance changes that will result from 
the upgrade of one of the information system modules currently included 
in the USDA/OES-1.
    The current system of records entitled USDA/OES-1 addresses three 
components or modules within ECM: the Enterprise Correspondence 
Management Module (ECMM), the General Use Module (GUM), and the Content 
Analysis Module (CAM). ECM is administered and maintained by Rural 
Development (RD). One of the ECM modules (ECMM) is being replaced by a 
new information system, the Correspondence and Document Management 
System (CDMS). The new CDMS application is being developed on a 
separate cloud-based platform and will be administered and maintained 
by the Office of the Executive Secretariat (OES). USDA proposes to 
align the systems of records with the respective USDA organizations 
responsible for information system administration. As such, USDA 
proposes to delete the system of records USDA/OES-1 and incorporate 
remaining and new ECM modules into a new system of records USDA/RD-2, 
and create a new system of records USDA/OES-2 to address the new CDMS.

USDA/OES-2 Correspondence and Document Management System

    Pursuant to the Privacy Act, 5 U.S.C. 552a, USDA is creating a new 
system of records, Correspondence and Document Management System (CDMS) 
to be maintained by the Office of the Executive Secretariat. CDMS will 
be designed for use by the employees and officers of USDA to manage 
documents associated with a wide range of Secretarial and other 
controlled correspondence. CDMS will include information regarding 
individuals, primarily information such as the name, address, and other 
contact information incidental to their correspondence addressed to the 
Secretary of Agriculture and various other officers and employees of 
USDA. In a few cases, it includes supplementary information about the 
individual, most often voluntarily provided by that individual.
    The purpose of CDMS is to help USDA employees manage correspondence 
and other documents at any organizational level from initial receipt 
through completion and archival storage. Department officials are 
included in the correspondence drafting and policymaking process 
through a managed clearance and control system. The system incorporates 
workflow capabilities that enable documents to be routed within or 
among USDA agencies and offices for collaborative input or review, and 
security that ensures information is available only to authorized 
personnel.
    The system will be developed on a secure, cloud-based platform. 
This cloud-based solution is in adherence with the December 2010 ``25 
Point Implementation Plan to Reform Federal Information Technology 
Management,'' published by Vivek Kundra, then U.S. Chief Information 
Officer. The ``cloud first'' mandate launched by the Office of 
Management and Budget requires government technology managers to choose 
a cloud-based solution whenever a secure, reliable, cost-effective 
cloud option exists before any information technology development 
programs are implemented.

USDA/RD-2 Enterprise Content Management

    Pursuant to the Privacy Act, 5 U.S.C. 552a, USDA is creating a new 
system of

[[Page 13978]]

records, Enterprise Content Management (ECM), to be maintained by Rural 
Development (RD). ECM is based upon a suite of document management 
applications that have been specifically designed for use by the 
employees and officers of USDA to manage documents associated with a 
wide range of administrative and business processes. ECM is designed 
and operated to support effective management of government documents.
    The purpose of ECM is to help USDA employees manage documents at 
any organizational level from initial receipt through completion and 
archival storage. At present, there are 20 modules that comprise ECM, 
17 of which include personally identifiable information: General Use 
Module (GUM), Packers and Stockyards Automated System (PSAS), Packers 
and Stockyards workflow module (GIPSA), COD Telephone and Utilities 
(COD), Invoice Processing (IP), Acquisition Management (AQM), ASCBF 
Miscellaneous Payments (MisPay), Content Analysis Module (CAM), 
Acquisition Approval Requests (AAR), Agriculture Foreign Investment 
Disclosure Act (AFIDA), Customer Service Call Management Module (CSCM), 
DCFO Receipt Module (DCFO), Farm Loan Program Module (FLP), Federal 
Grain Inspection Service Module (FGIS), Grants Review Module (GR), 
Performance Appraisal Module (PA), Rural Business Service Module (RBS), 
OGC Case Management Module (OGC), Tax Service Module (Tax), and 
Electronic Personal Security Folder Module (e-PSF).

    Signed in Washington, DC, on February 18, 2014.
Thomas J. Vilsack,
Secretary.
USDA/OES-2 CORRESPONDENCE AND DOCUMENT MANAGEMENT SYSTEM

SYSTEM NAME:
    USDA Correspondence and Document Management System (CDMS) USDA/OES-
02.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    The system will be located on the Salesforce Force.com cloud-based 
platform at a secure computing facility in Ashburn, Virginia.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals corresponding with USDA, from the public, private, and 
political sectors; system users, managers, and Systems Administrators.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in this system may include the following: 
correspondence inquiries from the public, private, political, and 
internal sectors, and related documents, from the beginning of the 
inquiry up to and including the resolution and response back to the 
originator; and internal directives, memoranda of understanding, and 
other internal controlled correspondence that requires signature by the 
Secretary, Deputy Secretary, or Agency heads. The system will include 
information regarding individuals, primarily information such as the 
name, address, and other contact information incidental to their 
correspondence addressed to the Secretary of Agriculture and various 
other officers and employees of USDA. In a few cases, it may also 
include other information about the individual, voluntarily provided by 
that individual in the correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101, et seq.; 44 U.S.C. 3504 note; 44 U.S.C. 3501, et 
seq.; 44 U.S.C. 3541, et seq.

PURPOSE(S):
    CDMS will be designed for use by the employees and officers of USDA 
to manage documents associated with a wide range of Secretarial and 
other controlled correspondence including incoming and outgoing 
correspondence and drafts. Built-in Customer Relationship Management 
(CRM) features will allow Department officials to monitor the incoming 
and outgoing correspondence and drafts throughout the process.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. Information may be disclosed to the Department of Justice when: 
(a) The agency or any component thereof; or (b) any employee of the 
agency in his or her official capacity where the Department of Justice 
has agreed to represent the employee; or (c) the United States 
Government, is a party to litigation or has an interest in such 
litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records by the Department of Justice is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    2. Information may be disclosed to a court or adjudicative body in 
a proceeding when: (a) The agency or any component thereof; or (b) any 
employee of the agency in his or her official capacity; or (c) any 
employee of the agency in his or her individual capacity where the 
agency has agreed to represent the employee; or (d) the United States 
Government, is a party to litigation or has an interest in such 
litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records is therefore deemed by the agency to be for a purpose 
that is compatible with the purpose for which the agency collected the 
records.
    3. When a record on its face, or in conjunction with other records, 
indicates a violation or potential violation of law, whether civil, 
criminal, or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule, or order 
issued pursuant thereto, disclosure may be made to the appropriate 
agency, whether Federal, foreign, State, local, or Tribal, or other 
public authority responsible for enforcing, investigating, or 
prosecuting such violation or charged with enforcing or implementing 
the statute, or rule, regulation, or order issued pursuant thereto, if 
the information disclosed is relevant to any enforcement, regulatory, 
investigative, or prosecutorial responsibility of the receiving entity.
    4. Information may be disclosed to a Member of Congress or to a 
Congressional staff member in response to an inquiry of the 
Congressional office made at the written request of the constituent 
about whom the record is maintained.
    5. Records from this system of records may be disclosed to the 
National Archives and Records Administration or to the General Services 
Administration for records management inspections conducted under 44 
U.S.C. 2904 and 2906.
    6. Information may be disclosed to agency contractors, grantees, 
experts, consultants, or volunteers who have been engaged by the agency 
to assist in the performance of a service related to this system of 
records and who need to have access to the records in order to perform 
the activity. Recipients shall be required to comply with the 
requirements of the Privacy Act of 1974, as amended, pursuant to 5 
U.S.C. 552a(m).
    7. Information may be disclosed to appropriate agencies, entities, 
and persons when (1) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (2) the Department has determined that as a result of 
the

[[Page 13979]]

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 the Department 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 the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in hard copy formats at USDA and in 
electronic format on servers and computers located in the United States 
and managed by the SalesForce cloud solution provider.

RETRIEVABILITY:
    These records may be retrieved by the document control number, 
date, name of correspondent, or subject.

SAFEGUARDS:
    Computer records are maintained in a secure password-protected 
environment managed by the cloud solution provider, and access is 
limited to those who have a need to know. Access to the physical 
application servers is strictly controlled using multiple physical 
access control security systems. Permission-level assignments allow 
users access only to those functions for which they are authorized. 
System users, managers, and CDMS System Administrators have access to 
the data in the system. Access is controlled by the e-Authentication 
System on the USDA Intranet, and roles are determined by the 
application administrators. Paper records are maintained in a secure, 
limited-access area, which is locked during non-duty hours. Access to 
the paper records is monitored and controlled by USDA employees in the 
Office of the Executive Secretariat.

RETENTION AND DISPOSAL:
    The retention of data in the system is in accordance with 
applicable USDA Records Disposition Schedules as approved by the 
National Archives and Records Administration. Records are maintained 
for varying periods of time, and temporary records are disposed of by 
shredding when the retention period is complete.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of the Executive Secretariat, U.S. Department of 
Agriculture, 1400 Independence Avenue SW., Washington, DC 20250.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, who want to access their records, or 
who want to contest the contents of a record, should make a written 
request to the Director, Office of the Executive Secretariat, U.S. 
Department of Agriculture, 1400 Independence Avenue SW., Washington, DC 
20250. Individuals must furnish the following information for their 
records to be located and identified:
    A. Full name or other identifying information necessary or helpful 
in locating the record;
    B. Why you believe the system may contain your personal 
information;
    C. A statement indicating the type of request being made (i.e., 
access, correction, or amendment) and whether a personal inspection of 
the records or a copy of them by mail is desired;
    D. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures. Individuals requesting access are 
also required to provide adequate identification, such as a driver's 
license, employee identification card, social security card, or other 
identifying document. Additional identification procedures may be 
required in some instances.

CONTESTING RECORD PROCEDURES:
    Individuals requesting correction or amendment of their records 
should follow the Notification Procedures and the Record Access 
Procedures and also identify the record or information to be changed, 
giving specific reasons for the change.

RECORD SOURCE CATEGORIES:
    Information in this system of records is primarily provided by the 
individual corresponding with USDA or Agency officials, such as 
managers and supervisors, responding to individuals or Members of 
Congress.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
USDA/RD-2 Enterprise Content Management

SYSTEM NAME:
    Enterprise Content Management (ECM) USDA/RD-2

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    The system is hosted on servers located within secure USDA 
computing environments at the National Information Technology Center in 
Kansas City, Missouri, and at the Information Technology Services Web 
Farm in St. Louis, Missouri. Paper records are stored and maintained in 
limited-access areas, which are locked during business hours. Access to 
the paper records is monitored and controlled by USDA employees in the 
offices of the respective ECM module business owners.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals corresponding with USDA; individuals and groups doing 
business with USDA from the public, private, and political sectors; 
system users, managers, and systems administrators; and USDA 
contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Invoices from entities doing business with USDA; documents related 
to USDA regulatory activity; loan and grant applications; agency 
funding requests; USDA personnel documents, handbooks, policies and 
procedure documentation; security checks on USDA employees and 
contractors; and work and case-tracking documents from the Office of 
General Counsel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101, et seq.; 44 U.S.C. 3504 note;, 44 U.S.C. 3501 et 
seq., 44 U.S.C. 3541, et seq.

PURPOSE(S):
    The ECM system is designed for use by the employees and officers of 
USDA to manage documents associated with a wide range of administrative 
and business processes. There are 20 components or modules used by 
various USDA offices and agencies to manage workflow, correspondence, 
and other business processes; 17 of these modules include personally 
indentifiable information and are listed below:
    1. General Use Module (GUM) is used by multiple USDA agencies and 
offices to manage administrative document processes. These processes 
include managing Rural Development Multi-Family Housing tenant 
certifications, payments, audits, and back-file of older documents, as 
well as Centralized Servicing Center audits and compliance documents. 
Guaranteed loan lender review processes are also handled within ECM. 
Operations Center ID requests are stored in ECM as well as

[[Page 13980]]

Rural Development OCIO requests for automation turnover documents, 
Rural Development Alternative Agriculture Research and 
Commercialization Corporation loans and grants documentation, 
departmental OCIO Acquisition Approval Requests, Capital Planning and 
Investment Control (CPIC) requests from 2009 and 2011, GIPSA annual 
reports, APB IAS correspondence, and travel vouchers.
    2. Packers and Stockyards Automated System (PSAS) is used by the 
Grain Inspection, Packers and Stockyards Administration (GIPSA) to 
store data on GIPSA-regulated entities. For more detailed information, 
see 78 FR 20087, April 3, 2013.
    3. Packers and Stockyards workflow module (GIPSA) is used by the 
USDA Packers and Stockyards Program (P&SP) under GIPSA to track tasks 
and documents related to the various regulatory activities. For more 
detailed information, see 78 FR 20087, April 3, 2013.
    4. COD Telephone and Utilities (COD) is an ECM module implemented 
to process USDA telephone and utility invoices. Documents in this 
Module include copies of telephone bills and utility invoices from USDA 
Offices. This module assists with the electronic transfer of 
information into the invoice payment system.
    5. Invoice Processing (IP) is used by USDA agencies and offices to 
store all USDA invoices in a centralized repository. This module 
assists USDA employees with processing and tracking the status of the 
invoices and transmitting the invoices to the various USDA payment 
systems.
    6. Acquisition Management (AQM) is used by the Forest Service to 
manage the document approval of acquisition requests for their 
procurement staff. This module allows Forest Service employees to view 
and approve/deny funding requests.
    7. ASCBF Miscellaneous Payments (MisPay) is used by the Forest 
Service to store documents related to payments made outside of the 
Integrated Acquisition System (IAS). Information stored in ECM includes 
vendor information including contract number, vendor name, address, and 
invoice amount.
    8. Acquisition Approval Requests (AAR) is used by the Office of the 
Chief Information Officer in Washington, DC, to Manage Information 
Technology acquisition requests greater than $25,000.00. This module 
allows USDA employees to review and approve/deny the requests.
    9. Customer Service Call Management Module (CSCM) is used to track 
incoming telephone calls made to the National Agricultural Statistics 
Service (NASS) and keep a running record of telephone inquiries made to 
that Agency.
    10. DCFO Receipt Module (DCFO) is used to track and store funds 
requests and receipts processed by the staff of the Deputy Chief 
Financial Officer for Rural Development in St. Louis. DCFO is used for 
processing these funds requests including pre-authorized debits, 
customer initiated payments, and requests for wire transfer.
    11. Farm Loan Program Module (FLP) is used by the Farm Service 
Agency (FSA) to manage their internal work assignments, such as 
requests for updating Farm Program Loan information and servicing 
actions performed on FLP loans.
    12. Grants Review Module (GR) is used by Rural Development, Rural 
Utilities Service (RUS) to track the review of broadband grant 
applications. RUS staff uses the module to review the applications and 
approve/deny them.
    13. Performance Appraisal Module (PA) is used by the Food and 
Nutrition Service (FNS) to store employee performance appraisals.
    14. Rural Business Service Module (RBS) is used by the Rural 
Business Service Alternative Agriculture Research to store Business and 
Cooperative Program Assessment Reviews (BCPAR) documentation.
    15. OGC Case Management Module (OGC) is used by OGC to manage and 
track work assignments and store documents relating to those 
assignments. For more detailed information, see 43 FR 51321, November 
2, 1978.
    16. Tax Service Module (TAX) is used by the Rural Development 
Centralized Servicing Center to process property tax documents by 
verifying the property information and processing the payment of the 
property taxes.
    17. Electronic Personal Security Folder Module (e-PSF) is used by 
the Office of Homeland Security and Emergency Coordination (OHSEC) to 
adjudicate contractor and USDA personnel security reviews by reviewing 
and analyzing investigations of USDA employee and contractor candidates 
and determining eligibility for Federal or Federal contractor 
employment.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. Information may be disclosed to the Department of Justice when: 
(a) The agency or any component thereof; or (b) any employee of the 
agency in his or her official capacity where the Department of Justice 
has agreed to represent the employee; or (c) the United States 
Government, is a party to litigation or has an interest in such 
litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records by the Department of Justice is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    2. When a record on its face, or in conjunction with other records, 
indicates a violation or potential violation of law, whether civil, 
criminal, or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule, or order 
issued pursuant thereto, disclosure may be made to the appropriate 
agency, whether Federal, foreign, State, local, or Tribal, or other 
public authority responsible for enforcing, investigating, or 
prosecuting such violation or charged with enforcing or implementing 
the statute, or rule, regulation, or order issued pursuant thereto, if 
the information disclosed is relevant to any enforcement, regulatory, 
investigative, or prosecutorial responsibility of the receiving entity.
    3. Information may be disclosed to a Member of Congress or to a 
Congressional staff member in response to an inquiry of the 
Congressional office made at the written request of the constituent 
about whom the record is maintained.
    4. Records from this system of records may be disclosed to the 
National Archives and Records Administration or to the General Services 
Administration for records management inspections conducted under 44 
U.S.C. 2904 and 2906.
    5. Information may be disclosed to agency contractors, grantees, 
experts, consultants, or volunteers who have been engaged by the agency 
to assist in the performance of a service related to this system of 
records and who need to have access to the records in order to perform 
the activity. Recipients shall be required to comply with the 
requirements of the Privacy Act of 1974, as amended, pursuant to 5 
U.S.C. 552a(m).
    6. Information may be disclosed to appropriate agencies, entities, 
and persons when (1) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (2) the Department 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

[[Page 13981]]

fraud, or harm to the security or integrity of this system or other 
systems or programs (whether maintained by the Department 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 the Department's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize, or remedy such harm.
    7. To an agency, organization, or individual for the purpose of 
performing audit or oversight operations as authorized by law, but only 
such information as is necessary and relevant to such audit or 
oversight function.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained on servers located within secure 
computing Environments at the National Information Technology Center in 
Kansas City, Missouri.

RETRIEVABILITY:
    These records may be retrieved by the document control number, 
date, data fields associated with the document, subject, or content 
within the document.

SAFEGUARDS:
    Computer records are maintained in a secure password-protected 
environment managed by the cloud solution provider, and access is 
limited to those who have a need to know. Access to the physical 
application servers is strictly controlled using multiple physical 
access control security systems. Permission-level assignments allow 
users access only to those functions for which they are authorized. 
System users, managers, and System Administrators have access to the 
data in the system. Access is controlled by the e-Authentication System 
on the USDA Intranet, and roles are determined by the application 
administrators. Paper records are maintained in a secure, limited-
access area, which is locked during non-duty hours, and which requires 
a USDA employee identification badge or visitor pass to enter.

RETENTION AND DISPOSAL:
    The retention of data in the system is in accordance with 
applicable USDA Records Disposition Schedules as approved by the 
National Archives and Records Administration. Hard-copy records are 
maintained by varying periods of time, and temporary records are 
disposed of by shredding when the retention period is complete.

SYSTEM MANAGER(S) AND ADDRESS:
    U.S. Department of Agriculture, Rural Development, Office of the 
Chief Information Officer, Enterprise Technologies Branch, Branch 
Chief, 4300 Goodfellow Blvd., St. Louis, MO 63120

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, who want to access their records, or 
who want to contest the contents of a record, should make a written 
request to the Office of the Chief Information Officer, Enterprise 
Technologies Branch, Branch Chief, 4300 Goodfellow Blvd., St. Louis, MO 
63120. Individuals must furnish the following information for their 
records to be located and identified:
    A. Full name or other identifying information necessary or helpful 
in locating the record;
    B. Why you believe the system may contain your personal 
information;
    C. A statement indicating the type of request being made (i.e., 
access, correction, or amendment) and whether a personal inspection of 
the records or a copy of them by mail is desired;
    D. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures. Individuals requesting access are 
also required to provide adequate identification, such as a driver's 
license, employee identification card, social security card, or other 
identifying document. Additional identification procedures may be 
required in some instances.

CONTESTING RECORD PROCEDURES:
    Individuals requesting correction or amendment of their records 
should follow the Notification Procedures and the Record Access 
Procedures and also identify the record or information to be changed, 
giving specific reasons for the change.

RECORD SOURCE CATEGORIES:
    Information in this system of records is primarily provided by the 
individual or entities corresponding or doing business with USDA.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(k)(5) the e-PSF and Performance Appraisal 
Modules are claiming an exemption. In addition, any records contained 
in the OGC Case Management Module that may be exempt from disclosure in 
accordance with another Privacy Act System of Records are also exempt 
under this system.

[FR Doc. 2014-05351 Filed 3-11-14; 8:45 am]
BILLING CODE 3410-9X-P