Privacy Act of 1974; System of Records, 55695-55697 [2020-19824]

Agencies

• National Capital Planning Commission

[Federal Register Volume 85, Number 175 (Wednesday, September 9, 2020)]
[Notices]
[Pages 55695-55697]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-19824]


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NATIONAL CAPITAL PLANNING COMMISSION


Privacy Act of 1974; System of Records

AGENCY: National Capital Planning Commission.

ACTION: Notice of a Modified 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 
its intention to update and reissue one system of records (System of 
Records or Systems) currently titled, NCPC-1, Mailing Lists--NCPC. The 
category of records to be adopted include the previously adopted list 
of Federal, State, and local government officials, neighborhood groups, 
and private citizens of the National Capital Region desiring 
information on Commission business and activities. New records 
incorporated into the System of Records include: Contact information 
for Commission members and designated alternatives; points of contact 
for media outlets seeking Commission announcements and press releases; 
and federal agency contacts for agencies submitting projects for 
inclusion in the Federal Capital Improvement Plan (FCIP) prepared by 
NCPC.

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

[[Page 55696]]

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 routine uses of the System of Records 
have been updated to include, without limitation, the ability to share 
information under certain enumerated circumstances with the Department 
of Justice; either House of Congress or a Congressional office, and 
other federal agencies and individuals. The new 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-1, 
NCPC Mailing and Other Lists.
    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 Mailing and 
Other Lists 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-1, NCPC Mailing and Other Lists.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The records containing the list of Federal, State, and local 
government officials, neighborhood groups, and private citizens of the 
National Capital Region desiring information on Commission business and 
activities are located at the premises of a vendor under contract to 
NCPC. Information on the location of this vendor can be obtained from 
NCPC's Director, Office of Administration, (202) 482-7200.
    The records containing contact information for Commission members 
and designated alternatives; points of contact for media outlets 
seeking Commission announcements and press releases; and federal agency 
contacts for agencies submitting projects for inclusion in the Federal 
Capital Improvement Plan (FCIP) prepared by NCPC are located at NCPC, 
401 9th Street NW, Suite 500 North, Washington, DC 20004.

SYSTEM MANAGERS:
    For records indicated in the first and second paragraphs of 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:
    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 names, addresses 
(both postal and electronic mail) and other relevant information to 
enable distribution of information pertaining to Commission business 
and activities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Categories of individuals covered by the System include persons 
appearing on mailing lists maintained by NCPC to facilitate mailing to 
multiple addressees and implementation of other activities in 
furtherance of NCPC's duties. These lists include persons who serve on 
the Commission; individuals, organizations, and contractors 
participating in NCPC activities such as attendance at Commission or 
other public meetings; persons including members of the media 
requesting information from NCPC; and person, organizations who attend 
or express interest in NCPC business and activities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in the System include an individual's name; 
position title; phone number; electronic mail address; home and/or work 
address; and affiliation.

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

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 fulfill requests for NCPC information, provide 
Commission members and their alternatives with materials necessary to 
conduct Commission business and keep abreast of NCPC activities, and to 
contact government agency contacts regarding their application for 
inclusion of a project in the FCIP. 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 that 
of a contractor 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, phone 
number, electronic mail address; home or business address; affiliation, 
and IP

[[Page 55697]]

address (in some cases where information is submitted electronically).

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 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. 2020-19824 Filed 9-8-20; 8:45 am]
BILLING CODE P