Privacy Act of 1974; System of Records, 12350-12352 [2017-04017]

Agencies

• General Services Administration

[Federal Register Volume 82, Number 40 (Thursday, March 2, 2017)]
[Notices]
[Pages 12350-12352]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2017-04017]


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GENERAL SERVICES ADMINISTRATION

[Notice-ID-2017-01; Docket 2017-0002; Sequence No. 1]


Privacy Act of 1974; System of Records

AGENCY: Office of the Chief Information Officer, General Services 
Administration, (GSA).

ACTION: Notice of a modified system of records.

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SUMMARY: GSA proposes to modify a system of records subject to the 
Privacy Act of 1974, as amended, 5 U.S.C. 552a. The revised GSA/OGC-1, 
``Office of General Counsel Case Tracking and eDiscovery System,'' 
broadly covers the information in identifiable form needed for 
tracking, storing and searching materials for litigation and pursuant 
to Freedom of Information Act (FOIA) requests. The previous notice, 
published at 77 FR 16839, on March 22, 2012, is being revised.

DATES: The System of Records Notice (SORN) is effective upon its 
publication in today's Federal Register, with the exception of the 
routine uses which are effective April 3, 2017. Comments on the routine 
uses or other aspects of the SORN must be submitted by April 3, 2017.

ADDRESSES: Submit comments identified by ``Notice-ID-2017-01, Notice of 
Modified System of Records'' by any of the following methods:
     Regulations.gov: https://www.regulations.gov. Submit 
comments via the Federal eRulemaking portal by searching for Notice-ID-
2017-01, Notice of Modified System of Records. Select the link 
``Comment Now'' that corresponds with ``Notice-ID-2017-01, Notice of 
Modified System of Records.'' Follow the instructions provided on the 
screen. Please include your name, company name (if any), and ``Notice-
ID-2017-01, Notice of Modified System of Records'' on your attached 
document.
     Mail: General Services Administration, Regulatory 
Secretariat Division (MVCB), 1800 F Street NW., Washington, DC 20405. 
ATTN: Ms. Flowers/Notice-ID-2017-01, Notice of Modified System of 
Records.

FOR FURTHER INFORMATION CONTACT: Call or email the GSA Chief Privacy 
Officer

[[Page 12351]]

at telephone 202-322-8246, or via email at gsa.privacyact@gsa.gov.

SUPPLEMENTARY INFORMATION: GSA proposes to modify a system of records 
subject to the Privacy Act of 1974, 5 U.S.C. 552a. The updated system 
of records described in this notice will allow GSA to track and store 
electronic information for use during discovery litigation when 
representing itself and its components in court cases and 
administrative proceedings. This updated system will also be used to 
conduct searches for responsive GSA records pursuant to Freedom of 
Information Act (FOIA) requests.

Richard Speidel,
Chief Privacy Officer, Office of the Deputy Chief Information Officer, 
General Services Administration.

SYSTEM NAME AND NUMBER:
    Office of General Counsel Case Tracking and eDiscovery System, GSA/
OGC-1.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The system is maintained electronically in the Office of General 
Counsel, the regional counsels' offices and the Office of 
Administrative Services.

SYSTEM MANAGER(S):
    Office of General Counsel Central Office Records Management 
Coordinator, Office of General Counsel, General Services 
Administration, 1800 F. Street NW., Washington, DC 20405.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    General authority to maintain the system is contained in 5 U.S.C. 
301 and 44 U.S.C. 3101; the Federal Property and Administrative 
Services Act of 1949 (40 U.S.C. 501 et seq.); the Federal Tort Claims 
Act (28 U.S.C. 2671 et seq.); Claims (Chapter 37 of Title 31 of the 
U.S. Code).

PURPOSE(S) OF THE SYSTEM:
    This system will track and store electronic information, including 
imaged and paper documents, to allow GSA to represent itself and its 
components in court cases and administrative proceedings and respond to 
FOIA requests. The system will provide for the collection of 
information to track and manage administrative matters, claims and 
litigation cases in the Office of General Counsel and for searches 
pursuant to FOIA requests processed by the Office of Administrative 
Services.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals involved with administrative matters, claims or 
litigation with GSA. Individuals referenced in potential or actual 
cases and matters under the jurisdiction of the Office of General 
Counsel; and attorneys, paralegals, and other employees of the Office 
of General Counsel directly involved in these cases or matters.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains information needed for administering and 
properly managing and resolving the cases in the Office of General 
Counsel and responding to FOIA requests. Records in this system pertain 
to a broad variety of administrative matters, claims and litigation 
under the jurisdiction of the Office of General Counsel including, but 
not limited to, torts, contract disputes, and employment matters. 
Records may include but are not limited to: Name, social security 
number, home address, home phone number, email address, birth date, 
financial information, medical records, or employment records.

RECORD SOURCE CATEGORIES:
    The sources for information in the system are data from other 
systems, information submitted by individuals or their representatives, 
information gathered from public sources, and information from other 
entities involved in an administrative matter, claim or litigation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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 to authorized 
entities, as is determined to be relevant and necessary, outside GSA as 
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To the Department of Justice or other Federal agency conducting 
litigation or in proceedings before any court, adjudicative or 
administrative body, when: (a) GSA or any component thereof, or (b) any 
employee of GSA in his/her official capacity, or (c) any employee of 
GSA in his/her individual capacity where DOJ or GSA has agreed to 
represent the employee, or (d) the United States or any agency thereof, 
is a party to the litigation or has an interest in such litigation, and 
GSA determines that the records are both relevant and necessary to the 
litigation.
    b. 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 making the 
disclosure.
    c. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), and the Government Accountability Office 
(GAO) in accordance with their responsibilities for evaluating Federal 
programs.
    d. To an appeal, grievance, hearing, or complaints examiner; an 
equal employment opportunity investigator, arbitrator, or mediator; and 
an exclusive representative or other person authorized to investigate 
or settle a grievance, complaint, or appeal filed by an individual who 
is the subject of the record.
    e. To a Member of Congress or his or her staff on behalf of and at 
the request of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To appropriate agencies, entities, and persons when (1) the 
Agency suspects or has confirmed that the security or confidentiality 
of information in the system of records has been compromised; (2) the 
Agency 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 GSA 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 GSA's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    i. To another Federal agency or Federal entity, when GSA determines 
that information from this system of records is reasonably necessary to 
assist the recipient agency or entity in (1) responding to a suspected 
or confirmed

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breach or (2) preventing, minimizing, or remedying the risk of harm to 
individuals, the recipient agency or entity (including its information 
systems, programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic records and backups are stored on secure servers 
approved by GSA Office of the Chief Information Security Officer 
(OCISO) and accessed only by authorized personnel. Paper files are 
stored in locked rooms or filing cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrievable by a variety of fields including, without 
limitation, name of an individual involved in a case, email address, 
email heading, email subject matter, business or residential address, 
social security number, phone number, date of birth, contract files, 
litigation files, or by some combination thereof.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    System records are retained and disposed of according to GSA 
records maintenance and disposition schedules and the requirements of 
the National Archives and Records Administration.

ADMINISTRATIVE, TECHNICAL AND PHYSICAL SAFEGUARDS:
    Access is limited to authorized individuals with passwords or keys. 
Electronic files are maintained behind a firewall, and paper files are 
stored in locked rooms or filing cabinets.

RECORD ACCESS PROCEDURES:
    Individuals wishing to access their own records should contact the 
system manager at the above address. Procedures for accessing the 
content of a record in the Case Tracking and eDiscovery System and 
appeal procedures can also be found at 41 CFR part 105-64.2.

CONTESTING RECORD PROCEDURES:
    Individuals wishing to contest the content of any record pertaining 
to him or her in the system should contact the system manager at the 
above address. Procedures for contesting the content of a record in the 
Case Tracking and eDiscovery System and appeal procedures can also be 
found at 41 CFR part 105-64.4.

NOTIFICATION PROCEDURES:
    Individuals wishing to inquire if the system contains information 
about them should contact the system manager at the above address. 
Procedures for receiving notice can also be found at 41 CFR part 105-
64.4.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    This notice modifies the previous notice, published at 77 FR 16839, 
on March 22, 2012.

[FR Doc. 2017-04017 Filed 3-1-17; 8:45 am]
 BILLING CODE 6820-34-P