Privacy Act of 1974, as Amended; System of Records, 56433-56435 [2014-22366]

Agencies

• DEPARTMENT OF THE TREASURY
• Bureau of the Fiscal Service

[Federal Register Volume 79, Number 182 (Friday, September 19, 2014)]
[Notices]
[Pages 56433-56435]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-22366]


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DEPARTMENT OF THE TREASURY

Bureau of the Fiscal Service


Privacy Act of 1974, as Amended; System of Records

AGENCY: Bureau of the Fiscal Service, Department of the Treasury.

ACTION: Notice of new Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5 
U.S.C. 552a, the Department of the Treasury, Bureau of the Fiscal 
Service (Fiscal Service) proposes to establish a new Privacy Act system 
of records entitled, ``Department of the Treasury/Bureau of the Fiscal 
Service .024--OneVoice Customer Relationship Management.'' This system 
of records allows the Fiscal Service to collect and maintain records 
that will allow the bureau to manage its customer interactions with its 
external ``business'' customers and vendors.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), the public is 
given a 30-day period in which to comment. Therefore, comments must be 
received no later than October 20, 2014. If no comments are received, 
the system will be effective on October 20, 2014.

ADDRESSES: Comments should be sent to Disclosure Officer, Bureau of the 
Fiscal Service, 401 14th Street SW., Washington, DC 20227, Attention: 
Revisions to Privacy Act Systems of Records. You may send your comments 
by electronic mail to David.Ambrose@

[[Page 56434]]

fiscal.treasury.gov. For emails, please place ``Revisions to SOR'' in 
the subject line. Comments received will be available for inspection by 
appointment at the address listed above between the hours of 9 a.m. and 
4 p.m. Monday through Friday. You should submit only information that 
you wish to make publicly available.

FOR FURTHER INFORMATION CONTACT: 
    For general questions please contact:

April Battle,
Director, Office of Agency Outreach,
Bureau of the Fiscal Service,
401 14th Street SW.,
Washington, DC 20227,
Phone: (202) 874-7491,
Email: April.Battle@fiscal.treasury.gov.

    For privacy issues please contact:

David Ambrose,
Chief Privacy Officer,
Bureau of the Fiscal Service,
3700 East-West Highway, Room 803-A,
Hyattsville, MD 20782,
Phone: (202) 874-6488,
Email: David.Ambrose@fiscal.treasury.gov.

SUPPLEMENTARY INFORMATION: 

I. Background

    The Fiscal Service is responsible for providing reimbursable 
support services to federal agencies and for promoting the financial 
integrity and operational efficiency of the federal government through 
shared services. The Fiscal Service proposes to implement a Customer 
Relationship Management (CRM) tool to allow the bureau to manage its 
interactions with its external ``business'' customers and vendors. This 
tool will be configured for the enterprise using a ``business to 
business'' communication model. The CRM tool will benefit the Fiscal 
Service in these missions by: Centralizing customer contact data and 
related information, thereby providing a framework for implementing 
bureau-wide processes to enhance the ``OneVoice'' model (i.e., 
centralized reference point, collaborative processes, etc.); and 
establishing more efficient and streamlined processes with respect to 
customer outreach and other communication interactions.
    The records covered by the proposed system of records may include 
personally identifiable information for work related contacts in 
government or state agencies, vendor organizations and other customer 
organizations working in conjunction with the Treasury to achieve its 
mission and objectives. Information that will be maintained will 
include: Full names, titles, physical work address, phone/fax numbers, 
and email address. Without such information it would not be possible to 
communicate effectively with current and prospective vendors and 
clients. The records may be received directly by the Fiscal Service, 
its fiscal or financial agents, and/or contractors.
    Fiscal Service recognizes the sensitive nature of the confidential 
information it obtains when collecting individuals' names and 
addresses, and has many safeguards in place to protect the information 
from theft or inadvertent disclosure. When appropriate, the Fiscal 
Service's arrangements with its fiscal and financial agents and 
contractors include requirements that preclude them from retaining, 
disclosing, and using the information for any purpose other than 
contacting clients and vendors for business purposes. In addition to 
various procedural and physical safeguards, access to computerized 
records is limited through the use of access codes, encryption 
techniques and other internal mechanisms. Fiscal Service managers only 
grant access to the system of records to those whose official duties 
require access to the information.
    Information stored in the OneVoice CRM tool may be shared with 
other Treasury components, as well as appropriate federal, state, 
local, tribal, territorial, foreign, or international government 
agencies. This sharing will only take place after Treasury determines 
that the receiving Treasury component or agency has a need to know the 
information to carry out national security, law enforcement, 
immigration, intelligence, or other functions consistent with the 
routine uses set forth in this system of records notice. This newly 
established system will be included in Treasury's inventory of record 
systems.
    As required by 5 U.S.C. 552a(r) of the Privacy Act, the report of a 
new system of records has been provided to the House of Representatives 
Committee on Oversight and Government Reform, the Senate Committee on 
Homeland Security and Governmental Affairs, and OMB.
    The proposed new system of records, entitled ``Treasury/Bureau of 
the Fiscal Service--.024 OneVoice Customer Relationship Management'' is 
published in its entirety below.

II. Public Disclosure.

    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.


    Dated: September 5, 2014.
Helen Goff Foster,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
Treasury/Fiscal Service .024

System name:
    OneVoice Customer Relationship Management--Department of the 
Treasury/Bureau of the Fiscal Service.

System location:
    Records are maintained at the Bureau of the Fiscal Service 
(``Fiscal Service''), United States Department of the Treasury 
(``Treasury''), Washington, DC 20227. Records are also located 
throughout the United States at Fiscal Service operations centers, 
Federal Records Centers, Federal Reserve Banks acting as Treasury's 
fiscal agents, and financial institutions acting as Treasury's 
financial agents. The specific address for each of the aforementioned 
locations may be obtained upon request.

Categories of individuals covered by the system:
    Sole proprietors and other entities which provide goods and/or 
services to the Fiscal Service (Vendors); and individuals representing 
agencies that purchase goods and/or services through the Fiscal Service 
(Clients).

Categories of records in the system:
     Client's or Vendor's Name,
     Agency or Organization identifier (if applicable),
     Position Information (Title and Expertise Area),
     Phone and Fax Numbers,
     Email Addresses, and
     Physical Work Address.

Authority for maintenance of the system:
    5 U.S.C. 301.

Purpose(s):
    The purpose of this system of records is to establish a CRM tool 
within the Fiscal Service. An enterprise-wide CRM tool is necessary to 
strategically promote, share, and guide the organization in developing 
processes for marketing, messaging, outreach, engagement and consistent 
product and service implementations. In addition, this system will 
increase transparency; improve outreach, communications and 
collaboration efforts with our customers and vendors; and employ sound, 
repeatable methodologies.

[[Page 56435]]

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside Treasury 
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    (1) To a federal, state, or local agency, maintaining civil, 
criminal, or other relevant enforcement information or other pertinent 
information, which has requested information necessary or relevant to 
the requesting agency's official functions;
    (2) To a Congressional office from the record of an individual in 
response to an inquiry from that congressional office made pursuant to 
a written Privacy Act waiver at the request of the individual to whom 
the record pertains;
    (3) To a court, magistrate, or administrative tribunal in the 
course of presenting evidence, including disclosures to opposing 
counsel or witnesses in the course of civil discovery, litigation, or 
settlement negotiations or in connection with criminal law proceedings 
or in response to a subpoena;
    (4) To appropriate agencies, entities, and individuals when:
    (a) Treasury suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    (b) Treasury 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 the Department or another agency or entity) that rely 
upon the compromised information; and
    (c) the disclosure made to such agencies, entities, and individuals 
is reasonably necessary to assist in connection with Treasury's efforts 
to respond to the suspected or confirmed compromise and prevent, 
minimize, or remedy such harm; or
    (5) To the National Archives and Records Administration (NARA) or 
General Services Administration pursuant to records management 
inspections being conducted under the authority of 44 U.S.C. 2904 and 
2906;
    (6) To the news media and the public, with the approval of the 
Fiscal Service Chief Privacy Officer in consultation with counsel, when 
there exists a legitimate public interest in the disclosure of the 
information or when disclosure is necessary to preserve confidence in 
the integrity of Treasury or is necessary to demonstrate the 
accountability of Treasury's officers, employees, or individuals 
covered by the system, 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, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are stored electronically on magnetic disc, 
tape, and similar electronic media.

Retrievability:
    Records may be retrieved by name, address, or other alpha/numeric 
identifying information.

Safeguards:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable Treasury 
automated systems security and access policies. Strict controls have 
been imposed to minimize the risk of compromising the information that 
is being stored. Access to the computer system containing the records 
in this system is limited to those individuals who have a need to know 
the information for the performance of their official duties, and who 
have appropriate permissions.

Retention and disposal:
    Once interactions with a customer or vendor are concluded, the 
customer or vendor account is disabled. Records related to the 
interactions are destroyed at the end of the fiscal year seven years 
from the date that the account is disabled.

System Manager and address:
    Director, Office of Agency Outreach
    401 14th Street, SW
    Washington, DC 20227

Notification procedure:
    Inquiries under the Privacy Act of 1974, as amended, should be 
addressed to the Disclosure Officer, Bureau of the Fiscal Service, 401 
14th Street SW., Washington, DC 20227. Individuals should describe the 
information they seek as specifically as possible. If an individual 
requests that information in a record be corrected, the system manager 
will advise the requestor where to send the request. Information 
concerning Privacy Act requests are published at 31 CFR part 1, Subpart 
C, and Appendix G.

Record access procedures:
    See ``Notification procedure'' above.

Contesting record procedures:
    See ``Notification procedure'' above.

Record source categories:
    Records are obtained directly from clients and vendors and added to 
the system by authorized Fiscal Service employees, contractors, and 
fiscal or financial agents.

Exemptions claimed for the system:
    None.

[FR Doc. 2014-22366 Filed 9-18-14; 8:45 am]
BILLING CODE 4810-35-P