Privacy Act; Systems of Records
Federal Register: April 25, 2008 (Volume 73, Number 81)
Notices
Page 22397-22398
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DOCID:fr25ap08-78
GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Notice of Updated Systems of Records
AGENCY: General Services Administration.
ACTION: Notice.
SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are relevant, necessary, accurate, up-to-date, covered by the appropriate legal or regulatory authority, and in response to OMB M-07-16. This notice is a compilation of updated Privacy Act system of record notices.
DATES: Effective May 27, 2008.
FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act
Officer: telephone 202-208-1317; e-mail gsa.privacyact@gsa.gov.
ADDRESSES: GSA Privacy Act Officer (CIB), General Services
Administration, 1800 F Street, NW., Washington, DC 20405.
SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency-wide review of its Privacy Act systems of records. As a result of the review
GSA is publishing updated Privacy Act systems of records notices.
Rather than make numerous piecemeal revisions, GSA is republishing updated notices for one of its systems. Nothing in the revised system notices indicates a change in authorities or practices regarding the collection and maintenance of information. Nor do the changes impact individuals' rights to access or amend their records in the systems of records. The updated system notices also include the new requirement from OMB Memorandum M-07-16 regarding a new routine use that allows agencies to disclose information in connection with a response and remedial efforts in the event of a data breach.
Dated: April 16, 2008.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/PPFM-11
SYSTEM NAME:
Pegasys.
SYSTEM LOCATION:
Pegasys records and files are maintained in the Phoenix Data Center
(PDC), with records also stored in the Washington, DC Central Office,
Ft. Worth regional office, and Kansas City regional office.
INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by Pegasys include GSA vendors and Federal employees.
RECORDS IN THE SYSTEM:
Pegasys contains records and files pertaining to financial information; therefore, these files and records contain the following privacy data:
Social Security Number (SSN);
Employee address;
Banking information;
Page 22398
Credit Card number.
AUTHORITY FOR MAINTAINING THE SYSTEM:
The Chief Financial Officers (CFO) Act of 1990 (Public Law 101-576) as amended.
PURPOSE:
Pegasys is the GSA core financial management system of records to make payments and record accounting transactions. This includes funds management (budget execution and purchasing), credit cards, accounts payable, disbursements, standard general ledger, and reporting. It is part of a shared-services financial operation providing a commercial- off-the-shelf (COTS) financial system (in a private-vendor hosted environment), financial transaction processing, and financial analysis for its main business lines of Federal supplies and technology, public buildings, and general management and administration offices. GSA also utilizes this shared-service operation to cross service multiple external client agencies.
ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND
THEIR PURPOSE FOR USING THE SYSTEM:
System information accessed by Pegasys may be used by designated finance center employees and their supervisors, along with designated analysts and managers. System information also may be used: a. In any legal proceeding, where pertinent, to which GSA is a party before a court or administrative body. b. To conduct investigations, by authorized officials, that are investigating or settling a grievance, complaint, or appeal filed by an individual who is the subject of the record. c. To a Federal agency in connection with the hiring or retention of an employee; the issuance of a security clearance; the reporting of an investigation; the letting of a contract; or the issuance of a grant, license, or other benefit to the extent that the information is relevant and necessary to a decision. d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), or the Government Accountability Office
(GAO) when the information is required for program evaluation purposes. e. To an expert, consultant, or contractor of GSA in the performance of a Federal duty to which the information is relevant. f. To the National Archives and Records Administration (NARA) for records management purposes. g. 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.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF SYSTEM RECORDS:
STORAGE:
All records and files in Pegasys are stored electronically in a password-protected database format.
RETRIEVAL:
Information on individuals contained in Pegasys records and files are retrievable by name or vendor number.
SAFEGUARDS:
Pegasys records and files are safeguarded in accordance with the requirements of the Privacy Act. Access is limited to authorized individuals with passwords, and the database is maintained behind a certified firewall. Information on individuals is released only to authorized persons on a need-to-know basis and in accordance with the provisions of routine use. This system undergoes frequent testing and is certified and accredited for operation. Periodic Privacy Act Impact
Assessments are performed as well to ensure the adequacy of security controls to protect personally identifiable information.
RETENTION AND DISPOSAL:
Pegasys records and files are retained and disposed of according to
GSA records maintenance and disposition schedules and the requirements of the National Archives and Records Administration (NARA).
SYSTEM MANAGER AND ADDRESS:
Director, Financial Systems Development Division (BDD), General
Services Administration, 1800 F Street, NW., Washington, DC 20405.
NOTIFICATION PROCEDURE:
Individuals wishing to inquire if the system contains information about them should contact the Pegasys system manager.
RECORD ACCESS PROCEDURE:
Requests for access may be directed to the Pegasys system manager.
RECORD CONTESTING PROCEDURE:
GSA rules for accessing records, for contesting the contents, and appealing initial decisions are in 41 CFR part 105-64, published in the
Federal Register.
RECORD SOURCES:
The sources for information in Pegasys are the individuals for whom the records are maintained, the supervisors of those individuals, and existing agency systems.
FR Doc. E8-8919 Filed 4-24-08; 8:45 am
BILLING CODE 6820-34-P
