Privacy Act of 1974; Amended System of Records, 76554-76557 [2016-26517]
Download as PDF
<![CDATA[
76554
Federal Register / Vol. 81, No. 213 / Thursday, November 3, 2016 / Notices
mstockstill on DSK3G9T082PROD with NOTICES
of local government revenue,
expenditure, debt, assets, and pension
systems nationally and within state
areas. The surveys include the Annual
Survey of State Government Finances,
the Annual Survey of Local Government
Finances, and the Annual Survey of
Public Pensions. Data are collected for
all agencies, departments, and
institutions of the fifty state
governments and for a sample of all
local governments (counties,
municipalities, townships, and special
districts). Data for school districts are
collected under a separate survey. In the
census year, equivalent data are
collected from all local governments.
These three separate data collections are
necessary to create the comprehensive
financial picture for state and local
governments. The combined data are
released as part of the State and Local
Government Finance statistical series.
The three collections also produce
individual data products that focus on
state governments, local governments
and public pensions in greater detail
than the combined financial series as a
by-product of their collections for the
combined data series.
The Census Bureau provides these
data to the Bureau of Economic Analysis
to develop the public sector components
of the National Income and Product
Accounts and to the Federal Reserve
Board for use in the Flow of Funds
Accounts. Other Federal agencies that
make use of the data include the
Council of Economic Advisors, the
Government Accountability Office, and
the Department of Justice. Other users
include state and local governments and
related organizations, public policy
groups, researchers, and private sector
businesses.
Statistics are produced as data files in
electronic formats. The program has
collected comprehensive and
comparable governmental statistics
since 1957.
Starting with the 2017 collection, the
Census Bureau proposes modifying the
existing questions concerning actuarial
funding of public pension plans for
state-administered plans and adding
these questions to the survey for locallyadministered plans. These changes
reflect changes in accounting standards
and the needs of data users inside and
outside the federal statistical system.
II. Method of Collection
These surveys use multiple modes for
data collection including Internet
collection with a mailed invitation,
telephone, and central collection. Other
methods used to collect data and
maximize response include collecting
state and local government data through
VerDate Sep<11>2014
17:54 Nov 02, 2016
Jkt 241001
submitted financial audits, state
financial reports, and comprehensive
financial reports.
The Census Bureau developed central
collection agreements with state and
large local government officials to
collect the data from their dependent
agencies and report to the Census
Bureau as a central respondent. These
arrangements eliminate the need for a
mail invitation for approximately 5,500
governmental units in a sample year and
36,000 during the Census of
Governments. The arrangements reduce
burden by greatly reducing the number
of people who have to fill out a
collection as the data are collected from
a centralized source instead of from
multiple sources. Currently, the Census
Bureau has central collection
arrangements to collect local
government data with 27 states and state
government data from all 50 states. The
Census Bureau continues to expand the
conversion of paper submissions into
electronic formats by collaborating with
state and local governments regarding
electronic reporting of central collection
data, and encouraging electronic
responses from individual governments.
III. Data
OMB Control Number: 0607–0585.
Form Number: F–5, F–11, F–12, F–13,
F–25, F–28, F–29, F–32, and F–42.
Type of Review: Regular submission.
Affected Public: State and local
governments.
Estimated Number of Respondents:
18,568/90,607 sample year/census year.
Estimated Time per Response: 2.034/
1.643 hours sample year/census year.
Estimated Total Annual Burden
Hours: 37,767/148,867 hours sample
year/census year.
Estimated Total Annual Cost: $0.
Respondents Obligation: Voluntary.
Legal Authority: Title 13 U.S.C.
Sections 161 and 182.
IV. Request for Comments
Comments are invited on: (a) Whether
the proposed collection of information
is necessary for the proper performance
of the functions of the agency, including
whether the information shall have
practical utility; (b) the accuracy of the
agency’s estimate of the burden
(including hours and cost) of the
proposed collection of information; (c)
ways to enhance the quality, utility, and
clarity of the information to be
collected; and (d) ways to minimize the
burden of the collection of information
on respondents, including through the
use of automated collection techniques
or other forms of information
technology.
Comments submitted in response to
this notice will be summarized and/or
PO 00000
Frm 00002
Fmt 4703
Sfmt 4703
included in the request for OMB
approval of this information collection;
they also will become a matter of public
record.
Sheleen Dumas,
PRA Departmental Lead, Office of the Chief
Information Officer.
[FR Doc. 2016–26606 Filed 11–2–16; 8:45 am]
BILLING CODE 3510–07–P
DEPARTMENT OF COMMERCE
[Docket No. 160323279–6279–01]
Privacy Act of 1974; Amended System
of Records
U.S. Census Bureau, U.S.
Department of Commerce.
ACTION: Notice of Amendment, Privacy
Act System of Records; COMMERCE/
CENSUS–8, Statistical Administrative
Records System.
AGENCY:
In accordance with the
Privacy Act of 1974, as amended, Title
5 United States Code (U.S.C.) 552a(e)(4)
and (11); and Office of Management and
Budget (OMB) Circular A–130,
Appendix I, ‘‘Federal Agency
Responsibilities for Maintaining
Records About Individuals,’’ the
Department of Commerce (Department)
is issuing notice of intent to amend the
system of records under COMMERCE/
CENSUS–8, Statistical Administrative
Records System, to update information
concerning the location of the system of
records, the categories of individuals
and categories of records covered by the
system, the policies and practices for
retention, disposal, and safeguarding the
system of records, the storage, the
system manager and address, the
notification procedures, the records
source categories; and other minor
administrative updates. Accordingly,
the COMMERCE/CENSUS–8, Statistical
Administrative Records System notice
published in the Federal Register on
October 27, 2010 (66 FR 3202), is
amended as below. We invite public
comment on the system amendment
announced in this publication.
DATES: To be considered, written
comments must be submitted on or
before December 5, 2016. Unless
comments are received, the amended
system of records will become effective
as proposed on December 13, 2016. If
comments are received, the Department
will publish a subsequent notice in the
Federal Register within 10 days after
the comment period closes, stating that
the current system of records will
remain in effect until publication of a
final action in the Federal Register.
SUMMARY:
E:\FR\FM\03NON1.SGM
03NON1
Federal Register / Vol. 81, No. 213 / Thursday, November 3, 2016 / Notices
Please address comments
to: Chief, Privacy Compliance Branch,
Policy Coordination Office, Room HQ—
8H021, U.S. Census Bureau,
Washington, DC 20233–3700.
FOR FURTHER INFORMATION CONTACT:
Chief, Privacy Compliance Branch,
Policy Coordination Office, Room HQ—
8H021, U.S. Census Bureau,
Washington, DC 20233–3700.
SUPPLEMENTARY INFORMATION: This
update makes eight program-related
changes. The first of eight proposed
changes revises the location of the
system to account for records
maintained by the Federal Risk and
Authorization Management Program
(FEDRAMP)-approved cloud service
provider. The second of eight proposed
changes to program-related provisions
updates the categories of individuals to
include individuals from territories of
the United States. The third proposed
change updates the categories of records
and clarifies the three types of record
components maintained in the system.
The fourth change updates the system
manager and address to reflect the
Census Bureau’s reorganization. The
fifth change updates the notification
procedure to reflect that records
maintained for statistical purposes are
exempt from notification. The sixth
change updates the policies and
practices for the retention, disposal, and
safeguarding the records in the system.
The seventh change updates the storage
element in the system of records notice
(SORN) to address the storage of paper
copies, magnetic media, and to include
storage by a cloud service provider. The
eighth change updates the source of the
records to more accurately reflect the
entities from which the information may
be obtained. Additionally, the
amendment provides other minor
administrative updates. The entire
resulting system of records notice, as
amended, appears below.
ADDRESSES:
COMMERCE/CENSUS–8
SYSTEM NAME:
Statistical Administrative Records
System.
SECURITY CLASSIFICATION:
None.
mstockstill on DSK3G9T082PROD with NOTICES
SYSTEM LOCATION:
Bowie Computer Center, Bureau of
the Census, 17101 Melford Blvd.,
Bowie, Maryland 20715; and at a
FEDRAMP-approved cloud services
facility.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system covers the population of
the United States and territories. In
VerDate Sep<11>2014
17:54 Nov 02, 2016
Jkt 241001
order to approximate coverage of the
population in support of its statistical
programs, the Census Bureau will
acquire administrative record files from
agencies such as the Departments of
Agriculture, Education, Health and
Human Services, Homeland Security,
Housing and Urban Development,
Labor, Treasury, Veterans Affairs, the
Office of Personnel Management, the
Social Security Administration, the
Selective Service System, and the U.S.
Postal Service. Comparable data may
also be sought from state agencies and
commercial sources and Web sites.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system of records are
organized into three components:
• The first category contains records
with personal identifiers (names and
Social Security Numbers (SSNs)), with
access restricted to a limited number of
sworn Census Bureau staff. These
records are only used for a brief period
of time while the personal identifiers
are replaced with unique nonidentifying codes. In a controlled
Information Technology (IT)
environment, the identifying
information (SSN) contained in source
files is removed and replaced with
unique non-identifying codes. The
Census Bureau does not collect SSNs in
Title 13 surveys or censuses. Title 13,
Section 6, authorizes the Census Bureau
to acquire information from other
federal departments and agencies and
for the acquisition of reports of other
governmental or private sources. Data
acquired by the Census Bureau to meet
this directive may include direct
identifiers such as name, address, date
of birth, driver’s license number, and
SSN. The direct identifiers are used to
identify duplicate lists and link across
multiple sources.
• The Census Bureau has developed
software to standardize and validate
incoming person records to assign a
unique Census Bureau linkage
identifier. This identifier, called the
Protected Identification Key (PIK), is
retained on files so that SSNs can be
removed. This process occurs through
the Person Identification Validation
System (PVS). The PVS software
processes direct identifiers from input
files. Census Bureau staff use the person
linkage keys to merge files when
conducting approved research and
operations activities. The software is
also used to facilitate record linkage for
Census Bureau research partners within
the Federal Statistical System. Through
legal agreements, linkage keys may be
created by the Census Bureau for other
Federal Statistical Agencies to produce
statistics. The PVS system does not
PO 00000
Frm 00003
Fmt 4703
Sfmt 4703
76555
append additional identifying
information, only a unique identifier to
facilitate record linkage.
• The second category contains
records that are maintained on unique
data sets that are extracted or combined
on an as-needed basis in approved
projects. Records are extracted or
combined as needed using the unique
non-identifying codes, not by name or
SSN, to prepare numerous statistical
products. These records may contain
information such as: Demographic
information—date of birth, sex, race,
ethnicity, household and family
characteristics, education, marital
status, tribal affiliation, and veteran’s
status, etc.; Geographical information—
address and geographic codes, etc.;
Mortality information—cause of death
and hospitalization information; Health
information—type of provider, services
provided, cost of services, and quality
indicators, etc.; Economic information—
housing characteristics, income,
occupation, employment and
unemployment information, health
insurance coverage, Federal and State
program participation, assets, and
wealth.
• The third category contains two
types of records that use name data for
specific research activities. The Census
Bureau has policies and procedures to
review and control name data from
administrative records providers and
third party sources. This category refers
to name data used to plan contact
operations for surveys and censuses and
for research on names. The first type of
records includes Respondent contact
information—name (or username),
address, telephone number (both
landline and cell phone number), and
email address or equivalent. The second
type of records includes name data used
to set Demographic Characteristics
Flags—names are compared to lookup
tables and used in models to assign sex
and ethnicity. Records in this category
are maintained on unique data sets that
are extracted or combined on an asneeded basis using the unique nonidentifying codes that replaced the
SSNs, but with some name information
retained.
AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:
Title 13 U.S.C. 6.
PURPOSE(S):
This system of records supports the
Census Bureau’s core mission of
producing economic and demographic
statistics. To accomplish this mission
the Census Bureau is directed to acquire
information from public and private
sources to ensure the efficient and
economical conduct of its censuses and
E:\FR\FM\03NON1.SGM
03NON1
76556
Federal Register / Vol. 81, No. 213 / Thursday, November 3, 2016 / Notices
surveys by using that information
instead of conducting direct inquiries.
To provide the information on which
the American public, businesses,
policymakers, and analysts rely, the
Statistical Administrative Records
System efficiently re-uses data from
external sources, thereby eliminating
the need to collect information again.
Therefore, the purpose of this system is
to centralize and control the use of
personally identifiable information by
providing a secure repository that
supports statistical operations. The
system removes SSNs contained in
source files and replaces them with
unique non-identifying codes called
Protected Identification Keys (PIKs)
prior to use by other Census Bureau
operating units. Census Bureau staff use
the PIK to merge files to conduct
approved research projects. Through
legal agreements documenting
permitted uses of the external data,
linked files may be created to produce
statistics. By combining survey and
census data with administrative record
data from other agencies, and data
procured from commercial sources, the
Census Bureau will improve the quality
and usefulness of its statistics and
reduce the respondent burden
associated with direct data collection
efforts. The system will also be used to
plan, evaluate, and enhance survey and
census operations; improve
questionnaire design and selected
survey data products; and produce
research and statistical products such as
estimates of the demographic, social,
and economic characteristics of the
population.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
None. The Statistical Administrative
Records System will be used only for
statistical purposes. No disclosures
which permit the identification of
individual respondents, and no
determinations affecting individual
respondents will be made.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
mstockstill on DSK3G9T082PROD with NOTICES
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records will be stored in a secure
computerized system and on magnetic
media; output data will be electronic.
Magnetic media will be stored in a
secure area within a locked drawer or
cabinet. Source data sets containing
personal identifiers will be maintained
VerDate Sep<11>2014
17:54 Nov 02, 2016
Jkt 241001
in a secure restricted-access IT
environment. Records may also be
stored by or at a secure FEDRAMPapproved cloud service provider or
facility.
RETRIEVABILITY:
Staff producing statistical products
will have access only to data sets from
which SSNs have been deleted and
replaced by unique non-identifying
codes internal to the Census Bureau.
Only a limited number of sworn Census
Bureau staff, who work within a secure
restricted-access environment, will be
permitted to retrieve records containing
direct identifiers (such as name or SSN).
SAFEGUARDS:
The Census Bureau is committed to
respecting respondent privacy and
protecting confidentiality. Through the
Data Stewardship Program, we have
implemented management, operational,
and technical controls and practices to
ensure high-level data protection to
respondents of our censuses and
surveys.
• An unauthorized browsing policy
protects respondent information from
casual or inappropriate use by any
person with access to Title 13 protected
data.
• All Census Bureau employees,
persons with special sworn status, as
well as employees of FEDRAMPapproved cloud services who may have
incidental access to Title 13 protected
data, are subject to the restrictions,
penalties, and prohibitions of 13 U.S.C.
9 and 214 as modified by Title 18 U.S.C.
3551, et. seq.; the Privacy Act of 1974
(5 U.S.C. 552a(b)(4); 18 U.S.C. 1905; 26
U.S.C. 7213, 7213A, and 7431; and 42
U.S.C. 1306.
• All Census Bureau employees and
persons with special sworn status will
be regularly advised of regulations
issued pursuant to Title 13 governing
the confidentiality of the data, and will
be required to complete an annual Data
Stewardship Awareness training and
those who have access to Federal Tax
Information data will be regularly
advised of regulations issued pursuant
to Title 26 governing the confidentiality
of the data, and will be required to
complete an annual Title 26 awareness
program. The restricted-access IT
environment has been established to
limit the number of Census Bureau staff
with direct access to the personal
identifiers in this system to protect the
confidentiality of the data and to
prevent unauthorized use or access.
These safeguards provide a level and
scope of security that meet the level and
scope of security established by OMB
Circular No. A–130, Appendix III,
PO 00000
Frm 00004
Fmt 4703
Sfmt 4703
Security of Federal Automated
Information Resources.
• All Census Bureau and FEDRAMPapproved computer systems that
maintain sensitive information are in
compliance with the Federal
Information Security Management Act,
which includes auditing and controls
over access to restricted data.
• The use of unsecured
telecommunications to transmit
individually identifiable information is
prohibited.
• Paper copies that contain sensitive
information are stored in secure
facilities in a locked drawer or file
cabinet behind a closed door.
• Each requested use of the data
covered in this SORN will be reviewed
by an in-house Project Review Board to
ensure that data relating to the project
will be used only for authorized
purposes. All uses of the data are solely
for statistical purposes, which by
definition means that uses will not
directly affect benefits or enforcement
actions for any individual. Only when
the Project Review Board has approved
a project, will access to information
from one or more of the source data sets
occur. Data from external sources in
approved projects will not be made
publicly available.
• Any publications based on the
Statistical Administrative Records
System will be cleared for release under
the direction of the Census Bureau’s
Disclosure Review Board, which will
confirm that all the required disclosure
protection procedures have been
implemented. No information will be
released that identifies any individual.
RETENTION AND DISPOSAL:
Records are to be retained in
accordance with General Records
Schedule GRS 4.3, and the Census
Bureau’s records control schedule
DAA–0029–2014–0005, Records of the
Center for Administrative Records
Research and Applications, which are
approved by the National Archives and
Records Administration (NARA).
Records are also retained in accordance
with agreements developed with
sponsoring agencies or source entities.
Federal tax information administrative
record data will be retained and
disposed of in accordance with
Publication 1075, Tax information
Security Guidelines for Federal, State,
and Local Agencies and Entities. The
Census Bureau issues an Annual
Safeguard Security Report that includes
information on the retention and
disposal of federal tax information.
Pursuant to IRS regulation, Title 26
U.S.C. 6103(p)(4)(F)(ii), data cannot be
transferred to NARA.
E:\FR\FM\03NON1.SGM
03NON1
Federal Register / Vol. 81, No. 213 / Thursday, November 3, 2016 / Notices
SYSTEM MANAGER AND ADDRESS:
NOTIFICATION PROCEDURE:
None.
RECORD ACCESS PROCEDURES:
None.
CONTESTING RECORD PROCEDURES:
None.
RECORD SOURCE CATEGORIES:
Individuals and addresses covered by
selected administrative record systems
and Census Bureau censuses and
surveys including current demographic
and economic surveys, quinquennial
Economic Censuses, and decennial
Censuses of Population and Housing.
Additionally, the Census Bureau will
also acquire administrative record files
from agencies such as the Departments
of Agriculture, Education, Health and
Human Services, Homeland Security,
Housing and Urban Development,
Labor, Treasury, Veterans Affairs, the
Office of Personnel Management, the
Social Security Administration, the
Selective Service System, and the U.S.
Postal Service, etc. Comparable data
may also be sought from state agencies,
commercial sources, and Web sites.
EXEMPTIONS CLAIMED FOR SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(4), this
system of records is exempted from the
notification, access, and contest
requirements of the agency procedures
(under 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I), and (f)). This
exemption is applicable as the data are
maintained by the Census Bureau solely
as statistical records, as required under
Title 13, and are not used in whole or
in part in making any determination
about an identifiable individual. This
exemption is made in accordance with
the Department’s rules which appear in
15 CFR part 4 Subpart B published in
this Federal Register.
Michael J. Toland,
Department of Commerce, Deputy Chief FOIA
Officer, Department Privacy Act Officer.
[FR Doc. 2016–26517 Filed 11–2–16; 8:45 am]
mstockstill on DSK3G9T082PROD with NOTICES
BILLING CODE 3510–07–P
DEPARTMENT OF COMMERCE
[Docket No. 160616531–6531–01]
Privacy Act of 1974, Amended System
of Records
U.S. Census Bureau, U.S.
Department of Commerce.
AGENCY:
VerDate Sep<11>2014
17:54 Nov 02, 2016
Notice of Amendment, Privacy
Act System of Records, COMMERCE/
CENSUS–5, Decennial Census
Programs.
ACTION:
Associate Director for Research and
Methodology, U.S. Census Bureau, 4600
Silver Hill Road, Washington, DC
20233–8000.
Jkt 241001
In accordance with the
Privacy Act of 1974, as amended, and
Office of Management and Budget
(OMB) Circular A–130, Appendix I,
‘‘Federal Agency Responsibilities for
Maintaining Records About
Individuals,’’ the Department of
Commerce (Department) is issuing a
notice of intent to amend the system of
records under COMMERCE/CENSUS–5,
Decennial Census Programs. This
amendment would update: The location
of the records covered by the system of
records; the categories of individuals
and records covered by the system of
records; the routine uses; the purpose;
the system manager and address; and
the policies and practices for storage
and safeguarding the system of records.
This amendment also makes other
minor administrative updates.
Accordingly, the COMMERCE/
CENSUS–5, Decennial Census Program
notice published in the Federal Register
on February 24, 2014 (79 FR 10090), is
amended as below. We invite public
comment on the system amendment
announced in this publication.
DATES: To be considered, written
comments must be submitted on or
before December 5, 2016. Unless
comments are received, the amended
system of records will become effective
as proposed on December 13, 2016. If
comments are received, the Department
will publish a subsequent notice in the
Federal Register within 10 days after
the comment period closes, stating that
the current system of records will
remain in effect until publication of a
final action in the Federal Register.
ADDRESSES: Please address comments
to: Byron Crenshaw, Privacy
Compliance Branch, Room 8H021, U.S.
Census Bureau, Washington, DC 20233–
3700 or by email: (Byron.Crenshaw@
census.gov).
FOR FURTHER INFORMATION CONTACT:
Chief, Privacy Compliance Branch,
Policy Coordination Office, Room HQ
8H021, U.S. Census Bureau,
Washington, DC 20233–3700.
SUPPLEMENTARY INFORMATION: This
update makes eight program-related
changes. The first of eight proposed
changes to program-related provisions
updates the location of the system to
account for records maintained by a
Federal Risk and Authorization
Management Program (FedRAMP)approved cloud service provider.
FedRAMP is a government-wide
program that provides a standardized
SUMMARY:
PO 00000
Frm 00005
Fmt 4703
Sfmt 4703
76557
approach to security assessment,
authorization, and continuous
monitoring for cloud products and
services. The second proposed change
clarifies the categories of individuals
covered by the system. The third
proposed change updates the categories
of records regarding Decennial Census
records and clarifies the collection of
paradata. Census Bureau employee
characteristics and auxiliary data known
as paradata also collected during census
and survey interviews, pilot tests, and
cognitive interviews, are collected
under Title 13, U.S.C. and are covered
under this Systems of Record Notice
(SORN). Paradata covered under Title 5,
U.S.C. are covered under SORN
COMMERCE/Census-2, Performance
Measurement Records. The fourth
proposed change updates the routine
uses. The fifth proposed change updates
the purpose of the system to provide
additional information and detail. The
sixth proposed change updates the
policies and practices for storing the
records to include storage by a cloud
service provider. The seventh proposed
change updates the policies and
practices for safeguarding the records in
the system. The eighth proposed change
updates the system manager and
address. This amendment also provides
minor administrative updates. The
entire resulting system of records notice,
as amended, appears below.
COMMERCE/CENSUS–5
SYSTEM NAME:
Decennial Census Programs
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
U.S. Census Bureau, 4600 Silver Hill
Road, Washington, DC 20233–8100;
Bureau of the Census, Bowie Computer
Center, 17101 Medford Boulevard,
Bowie, Maryland 20715; and at a
FedRAMP-approved cloud services
facility.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All persons surveyed during the
Decennial Census Programs, which
include the ongoing American
Community Survey (ACS), the
Decennial Census of Population and
Housing (the Decennial Census), as well
as persons participating in the pilot
census and survey tests of procedures
related to the ACS and the Decennial
Census, are covered by the system.
Participation in Decennial Census
Programs is mandatory. Data collected
directly from respondents may be
supplemented with data from
E:\FR\FM\03NON1.SGM
03NON1
]]>Agencies
[Federal Register Volume 81, Number 213 (Thursday, November 3, 2016)]
[Notices]
[Pages 76554-76557]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-26517]
-----------------------------------------------------------------------
DEPARTMENT OF COMMERCE
[Docket No. 160323279-6279-01]
Privacy Act of 1974; Amended System of Records
AGENCY: U.S. Census Bureau, U.S. Department of Commerce.
ACTION: Notice of Amendment, Privacy Act System of Records; COMMERCE/
CENSUS-8, Statistical Administrative Records System.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, as amended, Title
5 United States Code (U.S.C.) 552a(e)(4) and (11); and Office of
Management and Budget (OMB) Circular A-130, Appendix I, ``Federal
Agency Responsibilities for Maintaining Records About Individuals,''
the Department of Commerce (Department) is issuing notice of intent to
amend the system of records under COMMERCE/CENSUS-8, Statistical
Administrative Records System, to update information concerning the
location of the system of records, the categories of individuals and
categories of records covered by the system, the policies and practices
for retention, disposal, and safeguarding the system of records, the
storage, the system manager and address, the notification procedures,
the records source categories; and other minor administrative updates.
Accordingly, the COMMERCE/CENSUS-8, Statistical Administrative Records
System notice published in the Federal Register on October 27, 2010 (66
FR 3202), is amended as below. We invite public comment on the system
amendment announced in this publication.
DATES: To be considered, written comments must be submitted on or
before December 5, 2016. Unless comments are received, the amended
system of records will become effective as proposed on December 13,
2016. If comments are received, the Department will publish a
subsequent notice in the Federal Register within 10 days after the
comment period closes, stating that the current system of records will
remain in effect until publication of a final action in the Federal
Register.
[[Page 76555]]
ADDRESSES: Please address comments to: Chief, Privacy Compliance
Branch, Policy Coordination Office, Room HQ--8H021, U.S. Census Bureau,
Washington, DC 20233-3700.
FOR FURTHER INFORMATION CONTACT: Chief, Privacy Compliance Branch,
Policy Coordination Office, Room HQ--8H021, U.S. Census Bureau,
Washington, DC 20233-3700.
SUPPLEMENTARY INFORMATION: This update makes eight program-related
changes. The first of eight proposed changes revises the location of
the system to account for records maintained by the Federal Risk and
Authorization Management Program (FEDRAMP)-approved cloud service
provider. The second of eight proposed changes to program-related
provisions updates the categories of individuals to include individuals
from territories of the United States. The third proposed change
updates the categories of records and clarifies the three types of
record components maintained in the system. The fourth change updates
the system manager and address to reflect the Census Bureau's
reorganization. The fifth change updates the notification procedure to
reflect that records maintained for statistical purposes are exempt
from notification. The sixth change updates the policies and practices
for the retention, disposal, and safeguarding the records in the
system. The seventh change updates the storage element in the system of
records notice (SORN) to address the storage of paper copies, magnetic
media, and to include storage by a cloud service provider. The eighth
change updates the source of the records to more accurately reflect the
entities from which the information may be obtained. Additionally, the
amendment provides other minor administrative updates. The entire
resulting system of records notice, as amended, appears below.
COMMERCE/CENSUS-8
System Name:
Statistical Administrative Records System.
Security Classification:
None.
System Location:
Bowie Computer Center, Bureau of the Census, 17101 Melford Blvd.,
Bowie, Maryland 20715; and at a FEDRAMP-approved cloud services
facility.
Categories of Individuals Covered by the System:
This system covers the population of the United States and
territories. In order to approximate coverage of the population in
support of its statistical programs, the Census Bureau will acquire
administrative record files from agencies such as the Departments of
Agriculture, Education, Health and Human Services, Homeland Security,
Housing and Urban Development, Labor, Treasury, Veterans Affairs, the
Office of Personnel Management, the Social Security Administration, the
Selective Service System, and the U.S. Postal Service. Comparable data
may also be sought from state agencies and commercial sources and Web
sites.
Categories of Records in the System:
Records in this system of records are organized into three
components:
The first category contains records with personal
identifiers (names and Social Security Numbers (SSNs)), with access
restricted to a limited number of sworn Census Bureau staff. These
records are only used for a brief period of time while the personal
identifiers are replaced with unique non-identifying codes. In a
controlled Information Technology (IT) environment, the identifying
information (SSN) contained in source files is removed and replaced
with unique non-identifying codes. The Census Bureau does not collect
SSNs in Title 13 surveys or censuses. Title 13, Section 6, authorizes
the Census Bureau to acquire information from other federal departments
and agencies and for the acquisition of reports of other governmental
or private sources. Data acquired by the Census Bureau to meet this
directive may include direct identifiers such as name, address, date of
birth, driver's license number, and SSN. The direct identifiers are
used to identify duplicate lists and link across multiple sources.
The Census Bureau has developed software to standardize
and validate incoming person records to assign a unique Census Bureau
linkage identifier. This identifier, called the Protected
Identification Key (PIK), is retained on files so that SSNs can be
removed. This process occurs through the Person Identification
Validation System (PVS). The PVS software processes direct identifiers
from input files. Census Bureau staff use the person linkage keys to
merge files when conducting approved research and operations
activities. The software is also used to facilitate record linkage for
Census Bureau research partners within the Federal Statistical System.
Through legal agreements, linkage keys may be created by the Census
Bureau for other Federal Statistical Agencies to produce statistics.
The PVS system does not append additional identifying information, only
a unique identifier to facilitate record linkage.
The second category contains records that are maintained
on unique data sets that are extracted or combined on an as-needed
basis in approved projects. Records are extracted or combined as needed
using the unique non-identifying codes, not by name or SSN, to prepare
numerous statistical products. These records may contain information
such as: Demographic information--date of birth, sex, race, ethnicity,
household and family characteristics, education, marital status, tribal
affiliation, and veteran's status, etc.; Geographical information--
address and geographic codes, etc.; Mortality information--cause of
death and hospitalization information; Health information--type of
provider, services provided, cost of services, and quality indicators,
etc.; Economic information--housing characteristics, income,
occupation, employment and unemployment information, health insurance
coverage, Federal and State program participation, assets, and wealth.
The third category contains two types of records that use
name data for specific research activities. The Census Bureau has
policies and procedures to review and control name data from
administrative records providers and third party sources. This category
refers to name data used to plan contact operations for surveys and
censuses and for research on names. The first type of records includes
Respondent contact information--name (or username), address, telephone
number (both landline and cell phone number), and email address or
equivalent. The second type of records includes name data used to set
Demographic Characteristics Flags--names are compared to lookup tables
and used in models to assign sex and ethnicity. Records in this
category are maintained on unique data sets that are extracted or
combined on an as-needed basis using the unique non-identifying codes
that replaced the SSNs, but with some name information retained.
Authorities for Maintenance of the System:
Title 13 U.S.C. 6.
Purpose(s):
This system of records supports the Census Bureau's core mission of
producing economic and demographic statistics. To accomplish this
mission the Census Bureau is directed to acquire information from
public and private sources to ensure the efficient and economical
conduct of its censuses and
[[Page 76556]]
surveys by using that information instead of conducting direct
inquiries. To provide the information on which the American public,
businesses, policymakers, and analysts rely, the Statistical
Administrative Records System efficiently re-uses data from external
sources, thereby eliminating the need to collect information again.
Therefore, the purpose of this system is to centralize and control the
use of personally identifiable information by providing a secure
repository that supports statistical operations. The system removes
SSNs contained in source files and replaces them with unique non-
identifying codes called Protected Identification Keys (PIKs) prior to
use by other Census Bureau operating units. Census Bureau staff use the
PIK to merge files to conduct approved research projects. Through legal
agreements documenting permitted uses of the external data, linked
files may be created to produce statistics. By combining survey and
census data with administrative record data from other agencies, and
data procured from commercial sources, the Census Bureau will improve
the quality and usefulness of its statistics and reduce the respondent
burden associated with direct data collection efforts. The system will
also be used to plan, evaluate, and enhance survey and census
operations; improve questionnaire design and selected survey data
products; and produce research and statistical products such as
estimates of the demographic, social, and economic characteristics of
the population.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
None. The Statistical Administrative Records System will be used
only for statistical purposes. No disclosures which permit the
identification of individual respondents, and no determinations
affecting individual respondents will be made.
Disclosure to Consumer Reporting Agencies:
None.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records will be stored in a secure computerized system and on
magnetic media; output data will be electronic. Magnetic media will be
stored in a secure area within a locked drawer or cabinet. Source data
sets containing personal identifiers will be maintained in a secure
restricted-access IT environment. Records may also be stored by or at a
secure FEDRAMP-approved cloud service provider or facility.
Retrievability:
Staff producing statistical products will have access only to data
sets from which SSNs have been deleted and replaced by unique non-
identifying codes internal to the Census Bureau. Only a limited number
of sworn Census Bureau staff, who work within a secure restricted-
access environment, will be permitted to retrieve records containing
direct identifiers (such as name or SSN).
Safeguards:
The Census Bureau is committed to respecting respondent privacy and
protecting confidentiality. Through the Data Stewardship Program, we
have implemented management, operational, and technical controls and
practices to ensure high-level data protection to respondents of our
censuses and surveys.
An unauthorized browsing policy protects respondent
information from casual or inappropriate use by any person with access
to Title 13 protected data.
All Census Bureau employees, persons with special sworn
status, as well as employees of FEDRAMP-approved cloud services who may
have incidental access to Title 13 protected data, are subject to the
restrictions, penalties, and prohibitions of 13 U.S.C. 9 and 214 as
modified by Title 18 U.S.C. 3551, et. seq.; the Privacy Act of 1974 (5
U.S.C. 552a(b)(4); 18 U.S.C. 1905; 26 U.S.C. 7213, 7213A, and 7431; and
42 U.S.C. 1306.
All Census Bureau employees and persons with special sworn
status will be regularly advised of regulations issued pursuant to
Title 13 governing the confidentiality of the data, and will be
required to complete an annual Data Stewardship Awareness training and
those who have access to Federal Tax Information data will be regularly
advised of regulations issued pursuant to Title 26 governing the
confidentiality of the data, and will be required to complete an annual
Title 26 awareness program. The restricted-access IT environment has
been established to limit the number of Census Bureau staff with direct
access to the personal identifiers in this system to protect the
confidentiality of the data and to prevent unauthorized use or access.
These safeguards provide a level and scope of security that meet the
level and scope of security established by OMB Circular No. A-130,
Appendix III, Security of Federal Automated Information Resources.
All Census Bureau and FEDRAMP-approved computer systems
that maintain sensitive information are in compliance with the Federal
Information Security Management Act, which includes auditing and
controls over access to restricted data.
The use of unsecured telecommunications to transmit
individually identifiable information is prohibited.
Paper copies that contain sensitive information are stored
in secure facilities in a locked drawer or file cabinet behind a closed
door.
Each requested use of the data covered in this SORN will
be reviewed by an in-house Project Review Board to ensure that data
relating to the project will be used only for authorized purposes. All
uses of the data are solely for statistical purposes, which by
definition means that uses will not directly affect benefits or
enforcement actions for any individual. Only when the Project Review
Board has approved a project, will access to information from one or
more of the source data sets occur. Data from external sources in
approved projects will not be made publicly available.
Any publications based on the Statistical Administrative
Records System will be cleared for release under the direction of the
Census Bureau's Disclosure Review Board, which will confirm that all
the required disclosure protection procedures have been implemented. No
information will be released that identifies any individual.
Retention and Disposal:
Records are to be retained in accordance with General Records
Schedule GRS 4.3, and the Census Bureau's records control schedule DAA-
0029-2014-0005, Records of the Center for Administrative Records
Research and Applications, which are approved by the National Archives
and Records Administration (NARA). Records are also retained in
accordance with agreements developed with sponsoring agencies or source
entities. Federal tax information administrative record data will be
retained and disposed of in accordance with Publication 1075, Tax
information Security Guidelines for Federal, State, and Local Agencies
and Entities. The Census Bureau issues an Annual Safeguard Security
Report that includes information on the retention and disposal of
federal tax information. Pursuant to IRS regulation, Title 26 U.S.C.
6103(p)(4)(F)(ii), data cannot be transferred to NARA.
[[Page 76557]]
System Manager and Address:
Associate Director for Research and Methodology, U.S. Census
Bureau, 4600 Silver Hill Road, Washington, DC 20233-8000.
Notification Procedure:
None.
Record Access Procedures:
None.
Contesting Record Procedures:
None.
Record Source Categories:
Individuals and addresses covered by selected administrative record
systems and Census Bureau censuses and surveys including current
demographic and economic surveys, quinquennial Economic Censuses, and
decennial Censuses of Population and Housing. Additionally, the Census
Bureau will also acquire administrative record files from agencies such
as the Departments of Agriculture, Education, Health and Human
Services, Homeland Security, Housing and Urban Development, Labor,
Treasury, Veterans Affairs, the Office of Personnel Management, the
Social Security Administration, the Selective Service System, and the
U.S. Postal Service, etc. Comparable data may also be sought from state
agencies, commercial sources, and Web sites.
Exemptions Claimed for System:
Pursuant to 5 U.S.C. 552a(k)(4), this system of records is exempted
from the notification, access, and contest requirements of the agency
procedures (under 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f)). This exemption is applicable as the data are maintained
by the Census Bureau solely as statistical records, as required under
Title 13, and are not used in whole or in part in making any
determination about an identifiable individual. This exemption is made
in accordance with the Department's rules which appear in 15 CFR part 4
Subpart B published in this Federal Register.
Michael J. Toland,
Department of Commerce, Deputy Chief FOIA Officer, Department Privacy
Act Officer.
[FR Doc. 2016-26517 Filed 11-2-16; 8:45 am]
BILLING CODE 3510-07-P
