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EPA Parking Control Office File

I. Data in the System

  1. Generally describe what data/information will be collected in the system.

    • Employee Name
    • Social security Number
    • Office
    • Office Address
    • Home Address
    • Office Phone Number
    • Home Phone Number
    • Make and Model of Vehicle
    • License Plate Number
    • Parking Permit Number
    • History of Parking Payments
    • Physician's Statement, where applicable

  2. What are the sources and types of the information in the system?

    Employees supply the information on the application form. Physician supplies medical statement, if applicable.

  3. How will the data be used by the Agency?

    The data from this system is used to determine an employee's eligibility for a parking permit. It is also used to determine the amount of payment.

  4. Why is the information being collected? (Purpose)

    The information is collected for parking control and building access at EPA parking lots. It is also use to cross check with the Transit Subsidy Program.

II. Access to the Data

  1. Who will have access to the data/information in the system (internal and external parties)? If contractors, are the Federal Acquisition Regulations (FAR) clauses included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act Notification; and 52.224-2 Privacy Act)?

    Authorized EPA employees within FMSD/FOB and contractors. Yes, the clauses are in the contract.

  2. What controls are in place to prevent the misuse of data by those having authorized access?

    The access to this system is limited to a few individuals who have passwords. These individuals must have annual security training.

  3. Do other systems share data or have access to data/information in this system? If yes, explain who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)

    The Transit Subsidy System shares data. The system administrators and system managers have responsibility for protecting the privacy rights of the individuals.

  4. Will other agencies, state or local governments share data/information or have access to data in this system? (Includes any entity external to EPA.)

    No. This system is internal to EPA.

  5. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)

    A privacy statement is included on the parking application. By applying and signing, the individual agrees to privacy components.

III. Attributes of the Data

  1. Explain how the use of the data is both relevant and necessary to the purpose for which the system is being designed.

    The data are necessary to determine eligibility for parking in EPA lots.

  2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use? Explain.

    Not applicable.

  3. If processes are being consolidated, are the proper controls remaining in place to protect the data and prevent unauthorized access? Explain.

    Not applicable.

  4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain. (A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual.)

    Data can be retrieved by employee's name or social security number.

  5. What achievements of goals for machine readability have been incorporated into this system? Where is the policy stated? (Machine readable technology enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.

    Not applicable. Access to system is limited to a few EPA personnel and contractors.

IV. Maintenance of Administrative Controls

  1. Has a record control schedule been issued for the records in the system? If so, provide the schedule number. What are the retention periods for records in this system? What are the procedures for eliminating the records at the end of the retention period? (You may check with the record liaison officer (RLO) for your AA-ship, Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Act Officer, to determine if there is a retention schedule for the subject records.)

    401-121, 627
    Parking Permits destroyed 3 months after expiration
    Parking receipts destroyed when all credentials are accounted for

  2. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

    Personnel data are validated and updated every two weeks from Human Resources. Data are also continuously cross-checked against transit data.

  3. Will this system provide the capability to identify, locate, and monitor individuals? If yes, explain.

    The system provides employee name and address but does not monitor individuals.

  4. Does the system use any persistent tracking technologies?

    No.

  5. Under which System of Records (SOR) notice does the system operate? Provide the name of the system and its SOR number if applicable. A list of Agency SORs are posted at http://www.epa.gov/privacy/notice/. (A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. The Privacy Act Officer will determine if a SOR is necessary for your system.)

    EPA-10 EPA Parking Control Office File

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