[Federal Register: April 25, 2008 (Volume 73, Number 81)]
[Notices]
[Page 22396-22397]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr25ap08-77]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Notice of Updated Systems of Records
AGENCY: General Services Administration.
ACTION: Notice.
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SUMMARY: The General Services Administration (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-10
SYSTEM NAME:
Purchase Card Program.
SYSTEM LOCATION:
System records are maintained by the Office of Finance, General
Services Administration (GSA), at 1800 F Street, NW., Washington, DC
20405, and by designated purchase card coordinators' offices in GSA
regions. Contact the System Manager for additional information.
CATEGORIES OF INDIVIDUALS IN THE SYSTEM:
The system includes employees of GSA, and of independent offices
and commissions serviced by GSA, who qualify to use Federal Government
charge cards for making authorized purchases for official business.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system provides control over expenditure of funds through the
use of Federal Government purchase cards. System records include:
a. Personal information on charge card users, including names, home
or business telephone numbers and addresses, Social Security Numbers,
date of birth, employment information, or commercial and agency
investigative reports showing debtors' asset, liabilities, income,
expenses, bankruptcy petitions, history of wage garnishments,
repossessed property, tax liens, legal judgments on debts owed, and
financial delinquencies; and
b. Account processing and management information, including charge
card transactions, contractor monthly reports showing charges to
individual account numbers, account balances, and other data needed to
authorize, account for, and pay authorized purchase card expenses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
41 U.S.C. 252a, 252b, 427, 428; E.O. 12931, and Section 639 of the
Consolidated Appropriations Act, 2005 (Pub. L. 108-447).
PURPOSE:
To establish and maintain a system for operating, controlling, and
managing the purchase card program involving commercial purchases by
authorized Government employees.
ROUTINE USE OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND
THEIR PURPOSE FOR USING THE SYSTEM:
System information may be accessed and used by authorized GSA
employees or contractors to conduct official duties associated with the
management and operation of the purchase card program. Information from
this system also may be disclosed as a routine use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To authorized officials engaged in 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
[[Page 22397]]
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 a Member of Congress or staff on behalf of and at the request
of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration (NARA) for
records management purposes.
h. To the GSA Office of Finance for debt collection purposes (see
GSA/PPFM-7).
i. 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 RECORDS IN THE SYSTEM:
STORAGE:
Information may be collected on paper or electronically and may be
stored on paper or on electronic media, as appropriate.
RETRIEVABILITY:
Records are retrievable by a personal identifier or by other
appropriate type of designation approved by GSA.
SAFEGUARDS:
System records are safeguarded in accordance with the requirements
of the Privacy Act, the Computer Security Act, and OMB Circular A-130.
Technical, administrative, and personnel security measures are
implemented to ensure confidentiality and integrity of the system data
stored, processed, and transmitted. Paper records are stored in secure
cabinets or rooms. Electronic records are protected by passwords and
other appropriate security measures.
RETENTION AND DISPOSAL:
Disposition of records is according to the National Archives and
Records Administration (NARA) guidelines, as set forth in the handbook,
GSA Records Maintenance and Disposition System (CIO P 1820.1), and
authorized GSA records schedules.
SYSTEM MANAGER AND ADDRESS:
Director, Financial Initiative Division (BCD), Office of Financial
Policy and Operations, Office of the Chief Financial Officer, General
Services Administration, 1800 F Street, NW., Washington, DC 20405.
NOTIFICATION PROCEDURE:
A Privacy Act Statement on the purchase card data collection form
notifies individuals of the purpose and uses of the information they
provide. Employees may obtain information about whether they are a part
of this system of records from the system manager at the above address.
RECORD ACCESS PROCEDURES:
Requests from individuals for access to their records should be
addressed to the system manager.
CONTESTING RECORD PROCEDURES:
GSA rules for access to systems of records, contesting the contents
of systems of records, and appealing initial determinations are
published at 41 CFR part 105-64.
RECORD SOURCE CATEGORIES:
Information is obtained from individuals submitting charge card
applications, monthly contractor reports, purchase records, managers,
other agencies, non-Federal sources such as private firms, and other
agency systems containing information pertaining to the purchase card
program.
[FR Doc. E8-8910 Filed 4-24-08; 8:45 am]
BILLING CODE 6820-34-P