Privacy Act of 1974; System of Records, 45850-45851 [2017-20972]
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45850
Federal Register / Vol. 82, No. 189 / Monday, October 2, 2017 / Notices
www.regulations.gov, approximately
two to three days after submission to
verify posting (except allow 30 days for
posting of comments submitted by
mail).
GENERAL SERVICES
ADMINISTRATION
[Notice–ID–2017–01; Docket 2017–0002;
Sequence No. 1]
Privacy Act of 1974; System of
Records
Office of the Deputy Chief
Information Officer, General Services
Administration, (GSA).
ACTION: Notice of a modified system of
records.
AGENCY:
GSA proposes to add two
routine uses and make minor or
clarifying changes to two existing
routine uses for a system of records
subject to the Privacy Act of 1974, as
amended, ‘‘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
previously published notice (82 FR
12350, March 2, 2017) is being revised
to add two new routine uses and make
minor or clarifying changes to two
existing routine uses.
DATES: The two new routine uses and
clarified routine use ‘‘e’’ are effective
November 1, 2017. Comments on the
two new routine uses and one clarified
routine use for the system of records
notice must be submitted by November
1, 2017.
ADDRESSES: Submit comments
identified by ‘‘Notice–ID–2017–01,
Notice of Revised System of Records’’
by any of the following methods:
• Regulations.gov: http://
www.regulations.gov. Submit comments
via the Federal eRulemaking portal by
searching for Notice–ID–2017–01,
Notice of Revised System of Records.
Select the link ‘‘Comment Now’’ that
corresponds with ‘‘Notice–ID–2017–01,
Notice of Revised 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 Revised System
of Records’’ on your attached document.
• Mail: General Services
Administration, Regulatory Secretariat
Division (MVCB), 1800 F Street NW.,
Washington, DC 20405. ATTN: Mr. Poe/
Notice–ID–2017–01, Notice of Revised
System of Records.
Instructions: Comments received
generally will be posted without change
to http://www.regulations.gov, including
any personal and/or business
confidential information provided. To
confirm receipt of your comment(s),
please check http://
sradovich on DSK3GMQ082PROD with NOTICES
SUMMARY:
VerDate Sep<11>2014
19:01 Sep 29, 2017
Jkt 244001
Call
or email the GSA Chief Privacy Officer:
telephone 202–322–8246; email
gsa.privacyact@gsa.gov.
FOR FURTHER INFORMATION CONTACT:
The new
routine uses will enable the system to
disclose records to other agencies
pursuant to GSA’s FOIA consultation,
referral, and coordination process
(routine use ‘‘j’’) and to the National
Archives and Records Administration,
Office of Government Information
Services (OGIS) so that it may review
agency compliance with FOIA, provide
mediation services to resolve FOIA
disputes, and identify policies and
procedures for improving FOIA
compliance (routine use ‘‘k’’). In
addition, a clarifying change is being
made to more accurately reflect the
meaning of existing routine use ‘‘e’’ but
the scope of that routine use is not
changing. Lastly, a minor change is
being made to existing routine use ‘‘h’’
to reflect current Office of Management
and Budget (OMB) guidance.
The new routine uses will permit
disclosures pursuant to GSA’s FOIA
consultation, referral, and coordination
process at 41 CFR 105–60.301 (routine
use ‘‘j’’) and to the National Archives
and Records Administration, Office of
Government Information Services
(OGIS), for all purposes set forth in 5
U.S.C. 552(h)(2)(A–B) and (3) (new
routine use ‘‘k’’). A clarifying change is
being made to more accurately reflect
the meaning of existing routine use ‘‘e’’
and a minor change is being made to
existing routine use ‘‘h’’ to reflect
current Office of Management and
Budget (OMB) guidance.
SUPPLEMENTARY INFORMATION:
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.
PO 00000
Frm 00056
Fmt 4703
Sfmt 4703
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
E:\FR\FM\02OCN1.SGM
02OCN1
Federal Register / Vol. 82, No. 189 / Monday, October 2, 2017 / Notices
gathered from public sources, and
information from other entities involved
in an administrative matter, claim or
litigation.
sradovich on DSK3GMQ082PROD with NOTICES
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 in response to a request made
on behalf of and at the request of the
individual who is the subject of the
record.
VerDate Sep<11>2014
19:01 Sep 29, 2017
Jkt 244001
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) GSA suspects or
has confirmed that there has been a
breach of the system of records, (2) GSA
has determined that as a result of the
suspected or confirmed breach there is
a risk of harm to individuals, GSA
(including its information systems,
programs, and operations), the Federal
Government, or national security; 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
breach or to 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
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.
j. To another Federal agency, when
GSA believes that it is reasonably
necessary to ascertain whether that
agency is better able to determine if the
records are releasable under the FOIA,
in accordance with GSA’s consultation,
referral, and coordination process at 41
CFR 105–60.301.
k. To the National Archives and
Records Administration, Office of
Government Information Services
(OGIS), to the extent necessary to fulfill
its responsibilities in 5 U.S.C. 552(h), to
review administrative agency policies,
procedures, and compliance with the
Freedom of Information Act, and to
facilitate OGIS’ offering of mediation
services to resolve disputes between
persons making FOIA requests and
administrative agencies.
45851
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:
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.
PO 00000
Frm 00057
Fmt 4703
Sfmt 9990
None.
HISTORY:
This notice revises the previously
published notice (82 FR 12350, March 2,
2017).
[FR Doc. 2017–20972 Filed 9–29–17; 8:45 am]
BILLING CODE 6820–34–P
E:\FR\FM\02OCN1.SGM
02OCN1
Agencies
[Federal Register Volume 82, Number 189 (Monday, October 2, 2017)]
[Notices]
[Pages 45850-45851]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2017-20972]
[[Page 45850]]
-----------------------------------------------------------------------
GENERAL SERVICES ADMINISTRATION
[Notice-ID-2017-01; Docket 2017-0002; Sequence No. 1]
Privacy Act of 1974; System of Records
AGENCY: Office of the Deputy Chief Information Officer, General
Services Administration, (GSA).
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: GSA proposes to add two routine uses and make minor or
clarifying changes to two existing routine uses for a system of records
subject to the Privacy Act of 1974, as amended, ``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 previously published notice (82 FR
12350, March 2, 2017) is being revised to add two new routine uses and
make minor or clarifying changes to two existing routine uses.
DATES: The two new routine uses and clarified routine use ``e'' are
effective November 1, 2017. Comments on the two new routine uses and
one clarified routine use for the system of records notice must be
submitted by November 1, 2017.
ADDRESSES: Submit comments identified by ``Notice-ID-2017-01, Notice of
Revised System of Records'' by any of the following methods:
Regulations.gov: http://www.regulations.gov. Submit
comments via the Federal eRulemaking portal by searching for Notice-ID-
2017-01, Notice of Revised System of Records. Select the link ``Comment
Now'' that corresponds with ``Notice-ID-2017-01, Notice of Revised
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 Revised System of Records'' on your attached document.
Mail: General Services Administration, Regulatory
Secretariat Division (MVCB), 1800 F Street NW., Washington, DC 20405.
ATTN: Mr. Poe/Notice-ID-2017-01, Notice of Revised System of Records.
Instructions: Comments received generally will be posted without
change to http://www.regulations.gov, including any personal and/or
business confidential information provided. To confirm receipt of your
comment(s), please check http://www.regulations.gov, approximately two
to three days after submission to verify posting (except allow 30 days
for posting of comments submitted by mail).
FOR FURTHER INFORMATION CONTACT: Call or email the GSA Chief Privacy
Officer: telephone 202-322-8246; email gsa.privacyact@gsa.gov.
SUPPLEMENTARY INFORMATION: The new routine uses will enable the system
to disclose records to other agencies pursuant to GSA's FOIA
consultation, referral, and coordination process (routine use ``j'')
and to the National Archives and Records Administration, Office of
Government Information Services (OGIS) so that it may review agency
compliance with FOIA, provide mediation services to resolve FOIA
disputes, and identify policies and procedures for improving FOIA
compliance (routine use ``k''). In addition, a clarifying change is
being made to more accurately reflect the meaning of existing routine
use ``e'' but the scope of that routine use is not changing. Lastly, a
minor change is being made to existing routine use ``h'' to reflect
current Office of Management and Budget (OMB) guidance.
The new routine uses will permit disclosures pursuant to GSA's FOIA
consultation, referral, and coordination process at 41 CFR 105-60.301
(routine use ``j'') and to the National Archives and Records
Administration, Office of Government Information Services (OGIS), for
all purposes set forth in 5 U.S.C. 552(h)(2)(A-B) and (3) (new routine
use ``k''). A clarifying change is being made to more accurately
reflect the meaning of existing routine use ``e'' and a minor change is
being made to existing routine use ``h'' to reflect current Office of
Management and Budget (OMB) guidance.
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
[[Page 45851]]
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 in response to a
request made 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) GSA
suspects or has confirmed that there has been a breach of the system of
records, (2) GSA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, GSA (including
its information systems, programs, and operations), the Federal
Government, or national security; 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
breach or to 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 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.
j. To another Federal agency, when GSA believes that it is
reasonably necessary to ascertain whether that agency is better able to
determine if the records are releasable under the FOIA, in accordance
with GSA's consultation, referral, and coordination process at 41 CFR
105-60.301.
k. To the National Archives and Records Administration, Office of
Government Information Services (OGIS), to the extent necessary to
fulfill its responsibilities in 5 U.S.C. 552(h), to review
administrative agency policies, procedures, and compliance with the
Freedom of Information Act, and to facilitate OGIS' offering of
mediation services to resolve disputes between persons making FOIA
requests and administrative agencies.
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 revises the previously published notice (82 FR 12350,
March 2, 2017).
[FR Doc. 2017-20972 Filed 9-29-17; 8:45 am]
BILLING CODE 6820-34-P