Privacy Act of 1974; Systems of Records, 34963-34966 [2015-15039]

Agencies

• DEPARTMENT OF THE TREASURY

[Federal Register Volume 80, Number 117 (Thursday, June 18, 2015)]
[Notices]
[Pages 34963-34966]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-15039]


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DEPARTMENT OF THE TREASURY


Privacy Act of 1974; Systems of Records

AGENCY: Department of the Treasury.

ACTION: Notice of proposed Privacy Act of 1974 systems 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 (``Treasury'') proposes to 
establish new Privacy Act systems of records titled ``Treasury .017--
Correspondence and Contact Information.'' The systems will be used to 
facilitate mailings and correspondence to multiple addressees and other 
activities in furtherance of Treasury duties. Treasury bureaus and 
Departmental Offices will use the systems to account for all 
individuals appearing on contact lists and individuals who choose to be 
placed on Treasury mailing lists; maintaining lists of individuals who 
attend meetings; maintaining information regarding individuals who 
enter Treasury-sponsored contests; and for other

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purposes for which mailing or contact lists may be created.

DATES: Submit comments on or before July 20, 2015. This new systems 
will be effective July 28, 2015 unless comments are received which 
result in a contrary determination.

ADDRESSES: You may submit comments, by one of the following methods:
     Online: Submit comments to the Federal eRulemaking Portal 
electronically at: https://www.regulations.gov.
     Fax: 202-622-3895.
     Mail: Helen Goff Foster, Deputy Assistant Secretary for 
Privacy, Transparency, and Records, Department of the Treasury, 1500 
Pennsylvania Ave. NW., Washington, DC 20220.
    Instructions: All comments received will be posted without change 
to https://www.regulations.gov, including any personal information you 
provide with your submission. For access to background documents or 
comments received, go to https://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: For general questions and for privacy 
issues please contact: Deputy Assistant Secretary for Privacy, 
Transparency, and Records, Department of the Treasury, 1500 
Pennsylvania Ave. NW., Washington, DC 20220, or at (202) 622-0790 (not 
toll-free).

SUPPLEMENTARY INFORMATION: 
    In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the 
Department of the Treasury proposes to establish new systems of records 
titled, ``Treasury .017--Correspondence and Contact Information.'' 
Information about the proposed systems of records is published in its 
entirety below.
    In accordance with 5 U.S.C. 552a(r), Treasury provided a report of 
these systems of records to the Office of Management and Budget and to 
Congress.

    Dated: June 1, 2015.
Helen Goff Foster,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
TREASURY .017

System name:
    Treasury .017--Correspondence and Contact Information.

System location:
    The records are located in Treasury bureaus and offices, both in 
Washington, DC and at field locations as follows:
    (1) Departmental Offices: 1500 Pennsylvania Ave. NW., Washington, 
DC 20220;
    (2) Alcohol and Tobacco Tax and Trade Bureau: 1310 G St. NW., 
Washington, DC 20220.
    (3) Office of the Comptroller of the Currency: Constitution Center, 
400 Seventh St. SW., Washington, DC 20024;
    (4) Fiscal Service: Liberty Center Building, 401 14th St. SW., 
Washington, DC 20227;
    (5) Internal Revenue Service: 1111 Constitution Ave. NW., 
Washington, DC 20224;
    (6) United States Mint: 801 Ninth St. NW., Washington, DC 20220;
    (7) Bureau of Engraving and Printing: Eastern Currency Facility, 
14th and C Streets SW., Washington, DC 20228 and Western Currency 
Facility, 9000 Blue Mound Rd., Fort Worth, TX 76131;
    (8) Financial Crimes Enforcement Network: Vienna, VA 22183;
    (9) Special Inspector General for the Troubled Asset Relief 
Program: 1801 L St. NW., Washington, DC 20220;
    (10) Office of Inspector General: 740 15th St. NW., Washington, DC 
20220;
    (11) Office of the Treasury Inspector General for Tax 
Administration: 1125 15th St. NW., Suite 700A, Washington, DC 20005; 
and
    (12) Financial Stability Oversight Council (FSOC): 1500 
Pennsylvania Ave. NW., Washington, DC 20220.

Categories of individuals covered by the systems:
     Individuals who serve on Treasury boards and committees;
     Third parties who identify potential contacts or who 
provide information Treasury uses to determine an individual's 
inclusion on a mailing or contact list;
     Individuals who provide contact information, or otherwise 
consent to having their contact information used, for facilitating 
communication with Treasury, including but not limited to, members of 
the public, government officials, representatives of industry, media, 
non-profits, academia, and others who express an interest in Treasury-
related programs and activities;
     Individuals who request information or inclusion on 
mailing lists for information or updates from Treasury or one of its 
bureaus or offices, concerning specific issues or topics;
     Treasury employees, contractors, grantees, fiscal agents, 
financial agents, interns, and detailees, members of the public, 
government officials, and representatives of industry, media, non-
profits, academia, and others, paid or non-paid, attending a Treasury 
sponsored event, work activity, or an event in which Treasury 
participated, including meetings, events, or conferences;
     Emergency contact information for the individual point-of-
contact for organizations in the event that individual suffers an 
injury on Treasury premises;
     Alternative points-of-contact contact information provided 
by individuals or organizations included in a mailing or contact list; 
and
     Individuals who voluntarily join a Treasury-owned and 
operated web portal for collaboration purposes.

Categories of records in the systems:
     Name
     Preferred name
     Business contact information including, but not limited 
to:
    [cir] Business or organization name;
    [cir] Business or organization type;
    [cir] Business mailing address;
    [cir] Job or functional title or business affiliation;
    [cir] Phone number(s);
    [cir] Mobile phone number; fax number;
    [cir] Pager number;
    [cir] Electronic mail (Email) addresses;
     Personal contact information, including, but not limited 
to:
    [cir] Mailing address;
    [cir] Phone number(s);
    [cir] Mobile phone number; fax number;
    [cir] Pager number;
    [cir] Electronic mail (Email) addresses;
     Other contact information provided by individuals while on 
travel or otherwise away from the office or home, including:
    [cir] Assistant or other similar point of contact's name, title, or 
contact information;
     Preferred contact method(s) and contact rules (any 
specific rules to be followed when considering contacting an 
individual);
     Communications between Treasury employees and members of 
the public, Federal, state and local government officials, and 
representatives of industry, media, non-profits, and academia;
     General descriptions of particular topics or subjects of 
interest as related to individuals or organizations who communicate 
with Treasury;
     Information regarding curricula vitae, including 
memberships in professional societies, affiliation with standards 
bodies, any teaching positions held, or any publications associated 
with the individual;
     Travel preferences (individuals who serve on Treasury 
boards and committees only);
     Identification number assigned by computer in cases where 
created in order to retrieve information.

[[Page 34965]]

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

Purposes:
    The systems are maintained to mail informational literature or 
responses to those who request it; maintain lists of individuals who 
attend Treasury sponsored events, conferences, work meetings and other 
activities, or events in which Treasury participates; maintain lists 
and credentials of individuals who Treasury may consult professionally 
in furtherance of its mission; and for other purposes for which mailing 
or contact lists may be created.

Routine uses of records maintained in the systems, 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 theses systems may be disclosed outside 
Treasury as a routine use pursuant to 5 U.S.C. 552a(b)(3), as follows:
    A. To the Department of Justice (including United States Attorneys' 
Offices) or other federal agencies conducting litigation or in 
proceedings before any court or adjudicative or administrative body, 
when it is relevant or necessary to the litigation and one of the 
following is a party to the litigation or has an interest in such 
litigation:
    1. Treasury or any component thereof;
    2. Any employee of Treasury in his/her official capacity;
    3. Any employee of Treasury in his/her individual capacity where 
the Department of Justice or Treasury has agreed to represent the 
employee; or
    4. The United States or any agency thereof.
    B. To a congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains.
    C. To the National Archives and Records Administration or General 
Services Administration pursuant to records management inspections 
being conducted under the authority of 44 U.S.C. 2904 and 2906.
    D. To an agency or organization 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.
    E. To appropriate agencies, entities, and persons when:
    1. Treasury suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    2. The disclosure made to such agencies, entities, and persons 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.
    F. To contractors and their agents, grantees, experts, consultants, 
fiscal agents, financial agents, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for Treasury, when necessary to accomplish an agency function related 
to the system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to Treasury officers and 
employees.
    G. To an appropriate Federal, state, tribal, local, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a law, rule, regulation, or order, where a record, either 
on its face or in conjunction with other information, indicates a 
violation or potential violation of law, which includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person authorizing the 
disclosure.
    H. To sponsors, employers, contractors, facility operators, 
grantees, experts, fiscal agents, financial agents, and consultants, 
paid or non-paid, in connection with establishing an access account for 
an individual or maintaining appropriate points of contact and when 
necessary to accomplish a Treasury mission function or objective 
related to the system of records.
    I. To other individuals in the same operational program supported 
by an information technology resource, where appropriate notice to the 
individual has been made that his or her contact information will be 
shared with other members of the same operational program in order to 
facilitate collaboration.
    J. To federal agencies, councils and offices, such as the Office of 
Personnel Management, the Merit Systems Protection Board, the Office of 
Management and Budget, the Federal Labor Relations Authority, the 
Government Accountability Office, the Financial Stability Oversight 
Council, and the Equal Employment Opportunity Commission in the 
fulfillment of these agencies' official duties.
    K. To international, Federal, state, local, tribal, or private 
entities for the purpose of the regular exchange of business contact 
information in order to facilitate collaboration for official business.
    L. To the news media and the public, with the approval of the 
Senior Agency Official for Privacy, or her designee, 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 these systems are on paper and/or in digital or other 
electronic form. Digital and other electronic images are stored on a 
storage area network in a secured environment. Records, whether paper 
or electronic, may be stored in Departmental Offices or at the bureau 
or office level.

Retrievability:
    Information may be retrieved, sorted, and/or searched by an 
identification number assigned by computer, facility, business 
affiliation, email address, name of the individual, or other data 
fields previously identified in this System of Records Notice.

Safeguards:
    Information in these systems is safeguarded in accordance with 
applicable laws, rules, and policies, including Treasury Directive 85-
01, Department of the Treasury Information Technology (IT) Security 
Program. Further, security protocols for these systems of records will 
meet multiple National Institute of Standards and Technology security 
standards from authentication to certification and authorization. 
Records in these systems of records will be maintained in a secure, 
password protected electronic system that will use security hardware 
and software to include: Multiple firewalls, active intruder detection, 
and role-based access controls. Additional safeguards will vary by 
component and program. All records are protected from unauthorized 
access through appropriate administrative, physical, and technical 
safeguards. These safeguards include restricting access to authorized 
personnel who have a ``need

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to know,'' using locks, and password protection identification 
features. Treasury file areas are locked after normal duty hours and 
the facilities are protected by security personnel who monitor access 
to and egress from Treasury facilities.

Retention and disposal:
    Records are securely retained and disposed of in accordance with 
the National Archives and Records Administration's General Records 
Schedule 12, item 2a. Files may be retained for up to three years 
depending on the record. For records that may be used in litigation, 
the files related to that litigation will be retained for three years 
after final court adjudication.

System manager(s) and address:
    Director, Freedom of Information Act and Transparency, Office of 
Privacy, Transparency, and Records, 1500 Pennsylvania Avenue NW., 
Washington, DC 20220.

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in these systems of records, or seeking to contest its 
content, may submit a request in writing, in accordance with Treasury's 
Privacy Act regulations (located at 31 CFR 1.26), to the Freedom of 
Information Act (FOIA) and Transparency Liaison, whose contact 
information can be found at https://www.treasury.gov/FOIA/Pages/index.aspx under ``FOIA Requester Service Centers and FOIA Liaison.'' 
If an individual believes more than one bureau maintains Privacy Act 
records concerning him or her, the individual may submit the request to 
the Office of Privacy, Transparency, and Records, FOIA and 
Transparency, Department of the Treasury, 1500 Pennsylvania Ave. NW., 
Washington, DC 20220.
    No specific form is required, but a request must be written and:
     Be signed and either notarized or submitted under 28 
U.S.C. 1746, a law that permits statements to be made under penalty of 
perjury as a substitute for notarization
     State that the request is made pursuant to the FOIA and/or 
Privacy Act disclosure regulations;
     Include information that will enable the processing office 
to determine the fee category of the user;
     Be addressed to the bureau that maintains the record (in 
order for a request to be properly received by the Department, the 
request must be received in the appropriate bureau's disclosure 
office);
     Reasonably describe the records;
     Give the address where the determination letter is to be 
sent;
     State whether or not the requester wishes to inspect the 
records or have a copy made without first inspecting them; and
     Include a firm agreement from the requester to pay fees 
for search, duplication, or review, as appropriate. In the absence of a 
firm agreement to pay, the requester may submit a request for a waiver 
or reduction of fees, along with justification of how such a waiver 
request meets the criteria for a waiver or reduction of fees found in 
the FOIA statute at 5 U.S.C. 552(a)(4)(A)(iii).
    You may also submit your request online at https://rdgw.treasury.gov/foia/pages/gofoia.aspx and call 1-202-622-0930 with 
questions.

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

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

Record source categories:
    Information contained in these systems is obtained from affected 
individuals, organizations, and facilities; public source data; other 
government agencies; and information already in other Treasury records 
systems.

Exemptions claimed for these systems:
    None.
[FR Doc. 2015-15039 Filed 6-17-15; 8:45 am]
BILLING CODE 4810-25-P