Privacy Act of 1974: System of Records, 55694-55695 [2020-19819]

Agencies

• National Capital Planning Commission

[Federal Register Volume 85, Number 175 (Wednesday, September 9, 2020)]
[Notices]
[Pages 55694-55695]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-19819]


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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-3, 
Financial System. The categories of records to be adopted include any 
individual or organization that serves as a creditor to NCPC, including 
parties for which reimbursable services are performed and employees for 
expense reimbursements. New records incorporated into the System of 
Records include: Individual's names; tax identification number, which 
may be a Social Security Number in certain instances; addresses and 
other general contact information, such as phone numbers, Facsimile 
numbers, or email addresses; records of expenses (bills, refund checks, 
out-of-pocket travel expenses); records of payments; disbursement 
schedules; monies owed; and electronic financial institution data. Upon 
adoption the new System of Records will be titled NCPC-3, Financial 
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 202-482-7200 or [email protected].

SUPPLEMENTARY INFORMATION: The primary use of the System of Records 
includes use of information to pay individuals for reimbursable 
services and expenses. Other routine uses include, without limitation, 
sharing the information under certain enumerated circumstances with the 
Department of Justice; either House of Congress or a Congressional 
office, and other federal agencies and individuals. A complete listing 
of 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 I of this Notice). Upon adoption the modified System of 
Records will be titled NCPC-3, NCPC Financial 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 603.
    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 
requirements of the Privacy Act regarding Systems of Records and sets 
forth below the requisite information concerning NCPC's Financial 
System of Records.
    In accordance with guidance provided by the Office of Management 
and Budget (OMB), NCPC provided a report of this new 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-3, NCPC Financial System.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The records containing financial information 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.

[[Page 55695]]

AUTHORITY FOR THE MAINTENANCE OF THE SYSTEM:
    The National Capital Planning Act, 40 U.S.C. 8701 et seq. (2016); 5 
U.S.C. 5701 et seq., Travel, Transportation, and Subsistence; 31 U.S.C. 
7701(c); the Chief Financial Officers Act of 1990, Public Law 101-576; 
Executive Order 13478.

PURPOSE OF THE SYSTEM:
    The purpose of the system is to collect and maintain the 
information from individuals in connection with reimbursable services 
provided to NCPC to ensure the agency properly pays these individuals. 
This system will allow NCPC to maintain payment records and record 
monies owed.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The category of records to be adopted include any individual or 
organization that serves as a creditor to NCPC, including parties for 
which reimbursable services are performed and employees for expense 
reimbursement.

CATEGORIES OF RECORDS IN THE SYSTEM:
    New records incorporated into the System of Records include: 
Individual's names; tax identification number, which may be a Social 
Security Number in certain instances; addresses and other general 
contact information, such as phone numbers, facsimile numbers, or email 
addresses; records of expenses (bills, refund checks, out-of-pocket 
travel expenses); records of payments; disbursement schedules; monies 
owed; and electronic financial institution data.

RECORD SOURCE CATEGORIES:
    Information originates with NCPC and individuals submitting 
supporting documentation for payments and reimbursement.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INLCUDING CATGORIES 
OF USERS AND PURPOSES OF SUCH USE:
    Records in this system are used by NCPC employees or contractors 
retained by NCPC to collect and maintain records related to the duties 
and transactions falling under the purview of NCPC fiscal functions. 
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; tax 
identification number, which may be a Social Security number in certain 
instances; addresses and other general contact information, such as 
phone numbers, facsimile numbers, or email addresses.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained until an individual requests deletion from the 
agency's list; a Commission member of alternative changes; distribution 
of information on a particular matter is no longer required because the 
matter is closed; or as otherwise 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.
    Records processed, stored or transmitted and used by contractors 
are protected by controls implemented by the vendor pursuant to terms 
incorporated into its contract with NCPC.

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:
    None.

    Dated: September 2, 2020.
Anne R. Schuyler,
General Counsel.
[FR Doc. 2020-19819 Filed 9-8-20; 8:45 am]
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