Creation of a New System of Records
[Federal Register: August 31, 2006 (Volume 71, Number 169)]
[Notices]
[Page 51814-51816]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr31au06-48]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-8215-5; EPA-HQ-OEI-2006-0633]
Creation of a New System of Records
AGENCY: Environmental Protection Agency (EPA).
ACTION: Notice of creation of a new system of records notice.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5
U.S.C. 552a), the Office of Administration and Resources Management
gives notice that it proposes to create a new system of records for its
administrative systems by transferring the Inspector General's
Operation and Reporting (IGOR) system of records (EPA-41) from the
Office of the Inspector General to the Office of Administration and
Resources Management and renaming it Office of Administration Services
Information System (OASIS). In addition to the exempted personnel
security files currently covered under EPA-41, records in the following
Privacy Act systems are being transferred to OASIS: Wellness Program
Medical Records (EPA-3); EPA Parking Control Office File (EPA-10); and
the EPA Transit Program Files.
DATES: Persons wishing to comment on this system of records notice may
do so by October 10, 2006.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2006-0633, by one of the following methods:
? http://www.regulations.gov: Follow the on-line instructions for
submitting comments.
? E-mail: oei.docket@epa.gov.
? Fax: 202-566-1752.
? Mail: OEI Docket, Environmental Protection Agency,
Mailcode: 2822T, 1200 Pennsylvania Ave., NW., Washington, DC 20460.
? Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room
B102, 1301 Constitution Avenue, NW., Washington, DC. Such deliveries
are only accepted during the Docket's normal hours of operation, and
special arrangements should be made for deliveries of boxed information.
Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2006-0633. EPA's policy is that all comments received will be included
in the public docket without change and may be made available online at
http://www.regulations.gov, including any personal information provided,
unless the comment includes information claimed to be Confidential
Business Information (CBI) or other information for which disclosure is
restricted by statute. Do not submit information that you consider to
be CBI or otherwise protected through http://www.regulations.gov. The
http://www.regulations.gov Web site is an ``anonymous access'' system, which
means EPA will not know your identity or contact information unless you
provide it in the body of your comment. If you send an e-mail comment
directly to EPA without going through http://www.regulations.gov your
e-mail address will be automatically captured and included as part of the
comment that is placed in the public docket and made available on the
Internet. If you submit an electronic comment, EPA recommends that you
include your name and other contact information in the body of your
comment and with any disk or CD-ROM you submit. If EPA cannot read your
comment due to technical difficulties and cannot contact you for
clarification, EPA may not be able to consider your comment. Electronic
files should avoid the use of special characters, any form of
encryption, and be free of any defects or viruses. For additional
information about EPA's public docket visit the EPA Docket Center
homepage at http://www.epa.gov/epahome/dockets.htm.
Docket: All documents in the docket are listed in the
http://www.regulations.gov index. Although listed in the index, some
information is not publicly available, e.g., CBI or other information
for which disclosure is restricted by statute. Certain other material,
such as copyrighted material, will be publicly available only in hard
copy. Publicly available docket materials are available either
electronically in http://www.regulations.gov or in hard copy at the OEI
Docket, EPA/DC, EPA West Building, Room B102, 1301 Constitution Ave.,
NW., Washington, DC. The Public Reading Room is open from 8:30 a.m. to
4:30 p.m., Monday through Friday, excluding legal holidays. The
telephone number for the Public Reading Room is (202) 566-1744, and the
telephone number for the OEI Docket is (202) 566-1752.
FOR FURTHER INFORMATION CONTACT: Ray Lee, Office of Administrative
Services, Environmental Protection Agency, Ariel Rios, MC 3201A, 1200
Pennsylvania Avenue, NW., Washington, DC 20460; telephone number, (202)
564-4625; e-mail address, Lee.Ray@epa.gov.
SUPPLEMENTARY INFORMATION:
I. General Information
The Office of Administration and Resources Management plans to
create a Privacy Act system of records for its administrative systems,
i.e., OASIS. Details regarding the system of records are contained in
this Federal Register Notice. OASIS maintains records that are used to
administer and manage the administrative resources of the EPA. These
actions effect no changes in the privacy protections of the affected
category of records. Access to the system is restricted to authorized
users and will be maintained in a secure, password protected computer
system, in secure areas and buildings with physical access controls and
environmental controls. The system is maintained by the Office of
Administration and Resources Management.
Dated: August 22, 2006.
Linda A. Travers,
Acting Assistant Administrator and Chief Information Officer.
EPA-41
System Name:
Office of Administrative Services Information System (OASIS)
System Location:
Office of Administrative Services, Environmental Protection Agency,
Ariel Rios Building, 1200 Pennsylvania Ave., NW., Washington, DC 20460.
Categories of Individuals Covered by the System:
Individuals who require regular, ongoing access to EPA-controlled
facilities, information technology systems, or information classified
in the interest of national security, including applicants for
employment or contracts, Federal employees, contractors, grantees,
students, interns, volunteers, other non-Federal employees and
individuals formerly in any of these positions. The system also covers
individuals authorized to perform or use services provided in Agency
facilities (e.g., Fitness Center, etc.). The system does not apply to
occasional visitors or short-term guests to whom the Agency will issue
temporary identification.
Categories of Records in the System:
This system maintains records that are used to administer and
manage the administrative resources of the EPA. Categories of records
include:
? Personal information such as name, home address, telephone
number, and date of birth.
? Work related information such as work address, work
telephone number, organization/office assignment, and company name.
? Personnel Security Records such as the results of a
background investigation, and information derived
[[Page 51815]]
from documents used to verify applicant's identity.
? Locks and Keys Management information such as
combinations, locks, incidents requiring a security report, keys, and
safes located at Headquarters.
? Physical Security information such as building
vulnerabilities, mitigations, costs associated with mitigation, and
risk designation levels at various EPA locations.
? Warehouse Management information such as type of product
order, contact information for recipient, and purchase order number.
? Fitness Center information such as photographs, medical
information, payroll deductions, and pay grade (GS level only).
? Driver Tracking information such as EPA vehicle license
plate numbers, service records, and number of passengers utilizing the
Agency buses.
? Parking and Transit information such as carpool members
names, addresses, work addresses, license plate numbers, and type of
cars as well as transit subsidy information such as subsidy amount,
possession of a registered Smart Trip card, and serial number of Smart
Trip card if registered.
? Mail Center Management information used to track
registered mail. Records include mailing address of the recipient and
sender, name of individual who signed for the piece of mail, date and
time mail was signed for, and costs of postage for each office.
? Printing information such as name and telephone number of
the office requesting print jobs, the budget associated with the print
job, and completion and delivery of the print job.
? Trouble Ticket information such as the name and work
telephone number of the caller and the nature of the information
technology problem.
Authority for Maintenance of the System (includes any revisions or
amendments):
5 U.S.C. 301; Federal Information Security Act (Pub. L. 104-106,
sec. 5113); Electronic Government Act (Pub. L. 104-347, sec. 203); the
Paperwork Reduction Act of 1995 (44 U.S.C. 3501); and the Government
Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504); Federal
Property and Administrative Act of 1949, as amended.
Purpose(s):
The purpose of this system is to administer and manage administrative
resources for the EPA. Each module's purpose is described below.
? Physical Security--The purpose of the Physical Security
module is to assist the members of the Security Management Division
with assessments of the physical vulnerabilities of buildings, risk and
cost of exterior/perimeter mitigations, and security access.
? Warehouse Management--The purpose of the Warehouse
Management module is to assist the Agency with tracking and recording
government property.
? Fitness Center Management System--The purpose of the
Fitness Center Management module is to assist team members within the
Safety, Health and Environmental Management Division with tracking
visitors, fitness center members' information, payment, and equipment
inventory and maintenance.
? Parking and Transit System--The purpose of the Parking and
Transit module is to assist the members of the Facilities Management
and Services Division with tracking of the use of parking spaces
provided by EPA. This module also tracks EPA employees' transit subsidy
and Smart Trip transactions.
? Combo, Locks, Incidents, Keys, and Safe System--The
purpose of the Combo Locks Incident Keys Safe System (CLIKS) module is
to assist the members of the Security Management Division with tracking
documentation associated with security changes for locks and keys as
well as safes and combinations. This system also maintains a log of
incidents on the grounds of EPA Headquarters' sites.
? Driver Tracking--The purpose of the Driver Tracking module
is to assist the motor pool of the Facilities Management and Services
Division with tracking requests, ridership, vehicles and buses. The
Driver Tracking module contains information about special requests for
the services of an EPA driver or shuttle bus.
? Mail Center--The purpose of the Mail Center module is to
track costs associated with the Agency's incoming and outgoing mail as
well as route and distribute internal and external mail.
? Personnel Security System--The purpose of the Personnel
Security module is to assist the members of the Security Management
Division with tracking the documentation associated with security
investigations for Federal and non-Federal personnel working for EPA.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
General routine uses A, B, C, D, E, F, G, H, I, J, and K apply to
this system.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records are stored in electronic media and paper files are stored
in locked file cabinets.
Retrievability:
Records are maintained in a database that requires authorized user
login and password to retrieve personal data.
Safeguards:
Security controls used to protect personal sensitive data in OASIS
are commensurate with those required for a information system rated
MODERATE for confidentiality, integrity, and availability, as
prescribed in NIST Special Publication, 800-53, ``Recommended Security
Controls for Federal Information Systems,'' Annex 2.
Retention and Disposal:
Records are retained and disposed of in accordance with EPA's
records control schedule approved by the National Archives and Records
Administration.
System Manager(s) and Address:
Director, Office of Administrative Services, Environmental
Protection Agency, MC3201A, 1200 Pennsylvania Avenue, NW., Washington,
DC 20460.
Notification Procedures:
Any individual who wants to know whether this system of records
contains a record about him or her, who wants access to his or her
record, or who wants to contest the contents of a record, should make a
written request to the EPA FOIA Office, Attn: Privacy Act Officer,
MC2822T, 1200 Pennsylvania Avenue, NW., Washington, DC 20460.
Record Access Procedure:
Requests for access must be made in accordance with the procedures
described in EPA's Privacy Act regulations at 40 CFR part 16.
Requesters will be required to provide adequate identification, such as
a driver's license, employee identification card, or other identifying
document. Additional identification procedures may be required in some
instances.
Contesting Records Procedure:
Requests for correction or amendment must identify the record to be
changed and the corrective action sought. Complete EPA Privacy Act
procedures are described in EPA's Privacy Act regulations at 40 CFR
part 16.
Record Source Categories:
The system of records notice that applies to OASIS is PeoplePlus
Payroll,
[[Page 51816]]
Time and Labor Application (EPA-1). All data not collected from this
system is entered manually from employees and contractors via paper or
electronic format.
Systems Exempted From Certain Provisions of the Act:
Under 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), the Personnel
Security System is exempt from the following provisions of the Privacy
Act of 1974 as amended, subject to the limitations set forth in this
subsection; 5 U.S.C. 552a(c)(3); (d)(2), (d)(3), and (d)(4); (e)(1),
and (f)(2) through (5). Although the Personnel Security System has been
exempted, EPA may, in its discretion, fully grant individual requests
for access and correction if it determines that the exercise of these
rights will not interfere with an interest that the exemption is
intended to protect.
[FR Doc. 06-7319 Filed 8-30-06; 8:45 am]
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