[Federal Register Volume 79, Number 182 (Friday, September 19, 2014)]
[Notices]
[Pages 56433-56435]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-22366]
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DEPARTMENT OF THE TREASURY
Bureau of the Fiscal Service
Privacy Act of 1974, as Amended; System of Records
AGENCY: Bureau of the Fiscal Service, Department of the Treasury.
ACTION: Notice of new Privacy Act system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5
U.S.C. 552a, the Department of the Treasury, Bureau of the Fiscal
Service (Fiscal Service) proposes to establish a new Privacy Act system
of records entitled, ``Department of the Treasury/Bureau of the Fiscal
Service .024--OneVoice Customer Relationship Management.'' This system
of records allows the Fiscal Service to collect and maintain records
that will allow the bureau to manage its customer interactions with its
external ``business'' customers and vendors.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), the public is
given a 30-day period in which to comment. Therefore, comments must be
received no later than October 20, 2014. If no comments are received,
the system will be effective on October 20, 2014.
ADDRESSES: Comments should be sent to Disclosure Officer, Bureau of the
Fiscal Service, 401 14th Street SW., Washington, DC 20227, Attention:
Revisions to Privacy Act Systems of Records. You may send your comments
by electronic mail to David.Ambrose@
[[Page 56434]]
fiscal.treasury.gov. For emails, please place ``Revisions to SOR'' in
the subject line. Comments received will be available for inspection by
appointment at the address listed above between the hours of 9 a.m. and
4 p.m. Monday through Friday. You should submit only information that
you wish to make publicly available.
FOR FURTHER INFORMATION CONTACT:
For general questions please contact:
April Battle,
Director, Office of Agency Outreach,
Bureau of the Fiscal Service,
401 14th Street SW.,
Washington, DC 20227,
Phone: (202) 874-7491,
Email: [email protected].
For privacy issues please contact:
David Ambrose,
Chief Privacy Officer,
Bureau of the Fiscal Service,
3700 East-West Highway, Room 803-A,
Hyattsville, MD 20782,
Phone: (202) 874-6488,
Email: [email protected].
SUPPLEMENTARY INFORMATION:
I. Background
The Fiscal Service is responsible for providing reimbursable
support services to federal agencies and for promoting the financial
integrity and operational efficiency of the federal government through
shared services. The Fiscal Service proposes to implement a Customer
Relationship Management (CRM) tool to allow the bureau to manage its
interactions with its external ``business'' customers and vendors. This
tool will be configured for the enterprise using a ``business to
business'' communication model. The CRM tool will benefit the Fiscal
Service in these missions by: Centralizing customer contact data and
related information, thereby providing a framework for implementing
bureau-wide processes to enhance the ``OneVoice'' model (i.e.,
centralized reference point, collaborative processes, etc.); and
establishing more efficient and streamlined processes with respect to
customer outreach and other communication interactions.
The records covered by the proposed system of records may include
personally identifiable information for work related contacts in
government or state agencies, vendor organizations and other customer
organizations working in conjunction with the Treasury to achieve its
mission and objectives. Information that will be maintained will
include: Full names, titles, physical work address, phone/fax numbers,
and email address. Without such information it would not be possible to
communicate effectively with current and prospective vendors and
clients. The records may be received directly by the Fiscal Service,
its fiscal or financial agents, and/or contractors.
Fiscal Service recognizes the sensitive nature of the confidential
information it obtains when collecting individuals' names and
addresses, and has many safeguards in place to protect the information
from theft or inadvertent disclosure. When appropriate, the Fiscal
Service's arrangements with its fiscal and financial agents and
contractors include requirements that preclude them from retaining,
disclosing, and using the information for any purpose other than
contacting clients and vendors for business purposes. In addition to
various procedural and physical safeguards, access to computerized
records is limited through the use of access codes, encryption
techniques and other internal mechanisms. Fiscal Service managers only
grant access to the system of records to those whose official duties
require access to the information.
Information stored in the OneVoice CRM tool may be shared with
other Treasury components, as well as appropriate federal, state,
local, tribal, territorial, foreign, or international government
agencies. This sharing will only take place after Treasury determines
that the receiving Treasury component or agency has a need to know the
information to carry out national security, law enforcement,
immigration, intelligence, or other functions consistent with the
routine uses set forth in this system of records notice. This newly
established system will be included in Treasury's inventory of record
systems.
As required by 5 U.S.C. 552a(r) of the Privacy Act, the report of a
new system of records has been provided to the House of Representatives
Committee on Oversight and Government Reform, the Senate Committee on
Homeland Security and Governmental Affairs, and OMB.
The proposed new system of records, entitled ``Treasury/Bureau of
the Fiscal Service--.024 OneVoice Customer Relationship Management'' is
published in its entirety below.
II. Public Disclosure.
Before including your address, phone number, email address, or
other personal identifying information in your comment, you should be
aware that your entire comment including your personal identifying
information may be made publicly available at any time. While you can
ask us in your comment to withhold your personal identifying
information from public review, we cannot guarantee that we will be
able to do so.
Dated: September 5, 2014.
Helen Goff Foster,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
Treasury/Fiscal Service .024
System name:
OneVoice Customer Relationship Management--Department of the
Treasury/Bureau of the Fiscal Service.
System location:
Records are maintained at the Bureau of the Fiscal Service
(``Fiscal Service''), United States Department of the Treasury
(``Treasury''), Washington, DC 20227. Records are also located
throughout the United States at Fiscal Service operations centers,
Federal Records Centers, Federal Reserve Banks acting as Treasury's
fiscal agents, and financial institutions acting as Treasury's
financial agents. The specific address for each of the aforementioned
locations may be obtained upon request.
Categories of individuals covered by the system:
Sole proprietors and other entities which provide goods and/or
services to the Fiscal Service (Vendors); and individuals representing
agencies that purchase goods and/or services through the Fiscal Service
(Clients).
Categories of records in the system:
Client's or Vendor's Name,
Agency or Organization identifier (if applicable),
Position Information (Title and Expertise Area),
Phone and Fax Numbers,
Email Addresses, and
Physical Work Address.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
The purpose of this system of records is to establish a CRM tool
within the Fiscal Service. An enterprise-wide CRM tool is necessary to
strategically promote, share, and guide the organization in developing
processes for marketing, messaging, outreach, engagement and consistent
product and service implementations. In addition, this system will
increase transparency; improve outreach, communications and
collaboration efforts with our customers and vendors; and employ sound,
repeatable methodologies.
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Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside Treasury
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) To a federal, state, or local agency, maintaining civil,
criminal, or other relevant enforcement information or other pertinent
information, which has requested information necessary or relevant to
the requesting agency's official functions;
(2) To a Congressional office from the record of an individual in
response to an inquiry from that congressional office made pursuant to
a written Privacy Act waiver at the request of the individual to whom
the record pertains;
(3) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations or in connection with criminal law proceedings
or in response to a subpoena;
(4) To appropriate agencies, entities, and individuals when:
(a) Treasury suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised;
(b) Treasury 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 the Department or another agency or entity) that rely
upon the compromised information; and
(c) the disclosure made to such agencies, entities, and individuals
is reasonably necessary to assist in connection with Treasury's efforts
to respond to the suspected or confirmed compromise and prevent,
minimize, or remedy such harm; or
(5) To the National Archives and Records Administration (NARA) or
General Services Administration pursuant to records management
inspections being conducted under the authority of 44 U.S.C. 2904 and
2906;
(6) To the news media and the public, with the approval of the
Fiscal Service Chief Privacy Officer in consultation with counsel, when
there exists a legitimate public interest in the disclosure of the
information or when disclosure is necessary to preserve confidence in
the integrity of Treasury or is necessary to demonstrate the
accountability of Treasury's officers, employees, or individuals
covered by the system, except to the extent it is determined that
release of the specific information in the context of a particular case
would constitute an unwarranted invasion of personal privacy.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records in this system are stored electronically on magnetic disc,
tape, and similar electronic media.
Retrievability:
Records may be retrieved by name, address, or other alpha/numeric
identifying information.
Safeguards:
Records in this system are safeguarded in accordance with
applicable rules and policies, including all applicable Treasury
automated systems security and access policies. Strict controls have
been imposed to minimize the risk of compromising the information that
is being stored. Access to the computer system containing the records
in this system is limited to those individuals who have a need to know
the information for the performance of their official duties, and who
have appropriate permissions.
Retention and disposal:
Once interactions with a customer or vendor are concluded, the
customer or vendor account is disabled. Records related to the
interactions are destroyed at the end of the fiscal year seven years
from the date that the account is disabled.
System Manager and address:
Director, Office of Agency Outreach
401 14th Street, SW
Washington, DC 20227
Notification procedure:
Inquiries under the Privacy Act of 1974, as amended, should be
addressed to the Disclosure Officer, Bureau of the Fiscal Service, 401
14th Street SW., Washington, DC 20227. Individuals should describe the
information they seek as specifically as possible. If an individual
requests that information in a record be corrected, the system manager
will advise the requestor where to send the request. Information
concerning Privacy Act requests are published at 31 CFR part 1, Subpart
C, and Appendix G.
Record access procedures:
See ``Notification procedure'' above.
Contesting record procedures:
See ``Notification procedure'' above.
Record source categories:
Records are obtained directly from clients and vendors and added to
the system by authorized Fiscal Service employees, contractors, and
fiscal or financial agents.
Exemptions claimed for the system:
None.
[FR Doc. 2014-22366 Filed 9-18-14; 8:45 am]
BILLING CODE 4810-35-P