Privacy Act of 1974: System of Records, 55697-55698 [2020-19818]

Agencies

• National Capital Planning Commission

[Federal Register Volume 85, Number 175 (Wednesday, September 9, 2020)]
[Notices]
[Pages 55697-55698]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-19818]


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NATIONAL CAPITAL PLANNING COMMISSION


Privacy Act of 1974: System of Records

AGENCY: National Capital Planning Commission.

ACTION: Notice of a New System of Records.

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SUMMARY: In accordance with the Privacy Act of 1974, the National 
Capital Planning Commission (NCPC or Commission) is providing notice of 
a new system of records (System of Records or Systems) titled, NCPC-2, 
Physical Access Control and Visitor Management System--NCPC. The 
category of records to be adopted includes physical access records for 
agency personnel entering the NCPC facility, visitor logs for guests of 
the NCPC, and rosters of individuals attending NCPC-sponsored events. 
Upon adoption the new System of Records will be titled NCPC-2, NCPC 
Physical Access Control and Visitor Management System.

DATES: This document will become effective October 9, 2020. If no 
comments are received, the proposed System of Records will become 
effective on the stated date. If comments are received, they will be 
considered, and if adopted, the document will be republished in revised 
form.

ADDRESSES: You may submit written comments on this proposed System of 
Records Notice (Notice) by either of the methods listed below.
    1. U.S. mail, courier, or hand delivery to Anne Schuyler, General 
Counsel/Privacy Act Officer/National Capital Planning Commission, 401 
9th Street NW, Suite 500, Washington, DC 20004.
    2. Electronically to [email protected].

FOR FURTHER INFORMATION CONTACT: Anne R. Schuyler, General Counsel/
Privacy Act Officer at 202-642-0591 or [email protected].

SUPPLEMENTARY INFORMATION: The primary routine use of the System of 
Records is to account for individuals present on NCPC's premises at any 
given date or time. Other routine uses include, without limitation, 
sharing information under certain enumerated circumstances with the 
Department of Justice; either House of Congress or a Congressional 
office, and other federal agencies and individuals. All other routine 
uses will be adopted as an appendix that applies to this and all other 
NCPC System of Records to preclude redundancy (See, Appendix A of this 
Notice). Upon adoption the modified System of Records will be titled 
NCPC-2, NCPC Physical Access Control and Visitor Management System.
    The Privacy Act embodies fair information principles in a statutory 
framework governing the means by which the United States Government 
collects, maintains, uses, and disseminates individuals' records. The 
Privacy Act applies to information that is maintained in what is known 
as a System of Records. A System of Records is defined by the Privacy 
Act as a group of any records under the control of an agency from which 
information is retrieved by the name of the individual or by some 
identifying number, symbol, or other identifying particular assigned to 
the individual. In the Privacy Act, an individual is defined to 
encompass United States citizens and legal permanent residents. As a 
matter of policy, NCPC extends administrative Privacy Act protection to 
all individuals for Systems of Records that contain information on U.S. 
citizens, lawful permanent residents, and visitors. Individuals may 
access their own records contained in a System of Records in the 
possession or under the control of NCPC in the manner described by 
NCPC's Privacy Act Regulations found at 1 CFR part 455.
    The Privacy Act requires each agency to publish in the Federal 
Register a description of the type and character of each System of 
Records that the agency maintains and the routine uses for the records 
contained in each system. This requirement renders agency recordkeeping 
practices transparent, notifies individuals of the use to which their 
respective records are put, and assists individuals find records about 
themselves maintained by the agency. This notice complies with the

[[Page 55698]]

requirements of the Privacy Act regarding Systems of Records and sets 
forth below the requisite information concerning NCPC's Physical Access 
Control and Visitor Management System of Records.
    In accordance with guidance provided by the Office of Management 
and Budget (OMB), NCPC provided a report of this updated Systems of 
Records to OMB, to the House Committee on Oversight and Government 
Reform, and the Senate Committee on Governmental Affairs.

SYSTEM NAME AND NUMBER:
    NCPC-2, NCPC Physical Access Control and Visitor Management System.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The records containing physical access control and visitor 
management are located at NCPC, 401 9th Street NW, Suite 500 North, 
Washington, DC 20004.

SYSTEM MANAGERS:
    For records indicated in the System Location above, information 
about the system manager can be obtained from NCPC's Director, Office 
of Administration, (202) 482-7200.

AUTHORITY FOR THE MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101; and the National Capital Planning Act, 40 U.S.C. 
8701 et seq. (2016);

PURPOSE OF THE SYSTEM:
    The purpose of the system is to store and maintain records 
associated with access to NCPC premises to account for and manage 
employees and visitors present at any given date or time in order to 
enhance physical security and protection of government property. The 
system also collects information from individuals who participate in 
meetings and training sessions to provide a roster of attendees.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Categories of individuals covered by the System include any 
employee, contractor, consultant, intern, fellow, or others with 
regular access and a building access token which grants unescorted 
access to the NCPC suite; a visitor is defined as any individual who is 
not an active employee or contractor working for NCPC.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in the System include an individual's name; 
visitor's representing agency; reason for visit, visitor badge number, 
visitor's escort name; and date and time of entry and departure.

RECORD SOURCE CATEGORIES:
    Records are obtained from the individuals on whom the records are 
maintained.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USE:
    Records in this system are used by NCPC employees to maintain logs 
associated with NCPC facility and perimeter access control; and to 
identify individuals who participate in agency meetings and events. 
See, Appendix A for other ways the Privacy Act permits NCPC to disclose 
system records outside the agency.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    NCPC stores records electronically in its computer system or on 
paper in secure facilities such as a locked office or file cabinet. The 
records may be stored on magnetic disc, tape, digital media, and paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by an individual's name, title, 
representing agency; visitor badge number; and/or date and time of 
entry.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained as prescribed under record schedules and 
procedures issued or approved by the National Archives and Records 
Administration (NARA).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to records is restricted to NCPC personnel or contractors 
whose responsibilities include access. Paper records are maintained in 
locked offices or file cabinets. Access to electronic records is 
controlled by use of a personal identity verification (PIV) ID card or 
a ``user ID'' and password combination and/or other electronic access 
and network controls (e.g. firewalls).
    NCPC's offices are located in a public building guarded and 
monitored by security personnel, cameras, ID check, and other physical 
security measures. NCPC's office suite is accessed by means of an 
electronic key card system (employees) and clearance by an office 
receptionist (visitors). Visitors must sign-in, wear an identification 
badge, and be escorted by NCPC personnel during their visit to other 
than public portions of the office (public portions include the 
Commission chambers and adjacent meeting room). NCPC's suite entrances 
are also monitored by electronic surveillance.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to a record pertaining to them in the 
System of Records described herein shall follow the procedures in set 
forth in NCPC's Privacy Act Regulations contained in 1 CFR part 603. 
The request should be directed to: NCPC Privacy Act Officer, National 
Capital Planning Commission, 401 9th Street NW, Suite 500, Washington, 
DC 20004.

CONTESTING RECORD PROCEDURES:
    Individuals seeking to contest the content of a record contained in 
the System of Records described in this Notice shall follow the 
procedures set forth in Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine if the System of Records described 
in this Notice contains a record pertaining to him/her shall follow the 
procedures set forth in Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    42 FR 8028 (February 8, 1977); 57 FR 47881 (October 20 1992).

    Dated: September 2, 2020.
Anne R. Schuyler,
General Counsel.
[FR Doc. 2020-19818 Filed 9-8-20; 8:45 am]
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