[Federal Register Volume 80, Number 205 (Friday, October 23, 2015)]
[Notices]
[Pages 64416-64418]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-26940]
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GENERAL SERVICES ADMINISTRATION
[Notice-2015-ISP-2015-02; Docket No. 2015-0002; Sequence 2]
Privacy Act of 1974; Notice of an Updated System of Records
AGENCY: Office of the Chief Information Officer; General Services
Administration.
ACTION: Updated notice.
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SUMMARY: GSA proposes to update a system of records subject to the
Privacy Act of 1974, as amended, 5 U.S.C. 552a.
DATES: Effective: November 23, 2015.
ADDRESSES: GSA Privacy Act Officer (ISP), General Services
Administration, 1800 F Street NW., Washington, DC 20405.
FOR FURTHER INFORMATION CONTACT: Call the GSA Privacy Act Officer at
202-368-1852 or email [email protected].
SUPPLEMENTARY INFORMATION: GSA is updating a system of records subject
to the Privacy Act of 1974, 5 U.S.C. 552a. The notice provides updated
information. Nothing in the notice will impact individuals' rights to
access or amend their records in the systems of records.
Dated: October 16, 2015.
David A. Shive,
Chief Information Officer, Office of GSA IT (I).
GSA/GOVT-7
SYSTEM NAME:
HSPD-12 USAccess.
SYSTEM LOCATION:
Records covered by this system are maintained by a contractor at
the contractor's site.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The Personal Identity Verification Identity Management System (PIV
IDMS) records will cover all participating agency employees,
contractors and their employees, consultants, and volunteers who
require routine, long-term access to federal facilities, information
technology systems, and networks. The system also includes individuals
authorized to perform or use services provided in agency facilities
(e.g., Credit Union, Fitness Center, etc.). At their discretion,
participating Federal agencies may include short-term employees and
contractors in the PIV program and, therefore, inclusion in the PIV
IDMS. Federal agencies shall make risk-based
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decisions to determine whether to issue PIV cards and require
prerequisite background checks for short-term employees and
contractors. The system does not apply to occasional visitors or short-
term guests. GSA and participating agencies will issue temporary
identification and credentials for this purpose.
CATEGORIES OF RECORDS IN THE SYSTEM:
Enrollment records maintained in the PIV IDMS on individuals
applying for the PIV program and a PIV credential through the GSA HSPD-
12 managed service include the following data fields: Full name; Social
Security Number; Applicant ID number, date of birth; current address;
digital color photograph; fingerprints; biometric template (two
fingerprints); organization/office of assignment; employee affiliation;
work email address; work telephone number(s); office address; copies of
identity source documents; employee status; military status; foreign
national status; federal emergency response official status; law
enforcement official status; results of background check; Government
agency code; and PIV card issuance location. Records in the PIV IDMS
needed for credential management for enrolled individuals in the PIV
program include: PIV card serial number; digital certificate(s) serial
number; PIV card issuance and expiration dates; PIV card PIN;
Cardholder Unique Identifier (CHUID); and card management keys.
Agencies may also choose to collect the following data at PIV
enrollment which would also be maintained in the PIV IDMS: Physical
characteristics (e.g., height, weight, and eye and hair color).
Individuals enrolled in the PIV managed service will be issued a PIV
card. The PIV card contains the following mandatory visual personally
identifiable information: Name, photograph, employee affiliation,
organizational affiliation, PIV card expiration date, agency card
serial number, and color-coding for employee affiliation. Agencies may
choose to have the following optional personally identifiable
information printed on the card: Cardholder physical characteristics
(height, weight, and eye and hair color). The card also contains an
integrated circuit chip which is encoded with the following mandatory
data elements which comprise the standard data model for PIV logical
credentials: PIV card PIN, cardholder unique identifier (CHUID), PIV
authentication digital certificate, and two fingerprint biometric
templates. The PIV data model may be optionally extended by agencies to
include the following logical credentials: Digital certificate for
digital signature, digital certificate for key management, card
authentication keys, and card management system keys. All PIV logical
credentials can only be read by machine.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Federal Information Security Management Act of 2002
(44 U.S.C. 3554); E-Government Act of 2002 (Pub. L. 107-347, Sec. 203);
Paperwork Reduction Act of 1995 (44 U.S.C. 3501 et al.) and Government
Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504 note);
Homeland Security Presidential Directive 12 (HSPD-12), Policy for a
Common Identification Standard for Federal Employees and Contractors,
August 27, 2004.
PURPOSES:
The primary purposes of the system are: To ensure the safety and
security of Federal facilities, systems, or information, and of
facility occupants and users; to provide for interoperability and trust
in allowing physical access to individuals entering Federal facilities;
and to allow logical access to Federal information systems, networks,
and resources on a government-wide basis.
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.
Section 552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside GSA as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To the Department of Justice (DOJ) when: (1) The agency or any
component thereof; or (2) any employee of the agency in his or her
official capacity; (3) any employee of the agency in his or her
individual capacity where agency or the Department of Justice has
agreed to represent the employee; or (4) the United States Government
is a party to litigation or has an interest in such litigation, and by
careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records by
DOJ and is therefore deemed by the agency to be for a purpose
compatible with the purpose for which the agency collected the records.
b. To a court or adjudicative body in a proceeding when: (1) The
agency or any component thereof; (2) any employee of the agency in his
or her official capacity; (3) any employee of the agency in his or her
individual capacity where the agency or the Department of Justice has
agreed to represent the employee; or (4) the United States Government
is a party to litigation or has an interest in such litigation, and by
careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records
and is therefore deemed by the agency to be for a purpose that is
compatible with the purpose for which the agency collected the records.
c. Except as noted on Forms SF 85, SF 85-P, and SF 86, when a
record on its face, or in conjunction with other records, indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rule, or order issued
pursuant thereto, disclosure may be made to the appropriate public
authority, whether Federal, foreign, State, local, or tribal, or
otherwise, responsible for enforcing, investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto, if the information
disclosed is relevant to any enforcement, regulatory, investigative or
prosecutorial responsibility of the receiving entity.
d. To a Member of Congress or to a Congressional staff member in
response to an inquiry of the Congressional office made at the written
request of the constituent about whom the record is maintained.
e. To the National Archives and Records Administration (NARA) or to
the General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
f. To agency contractors, grantees, or volunteers who have been
engaged to assist the agency in the performance of a contract, service,
grant, cooperative agreement, or other activity related to this system
of records and who need to have access to the records in order to
perform their activity. Recipients shall be required to comply with the
requirements of the Privacy Act of 1974, as amended, 5 U.S.C. 552a, the
Federal Information Security Management Act (Pub. L. 107-296), and
associated OMB policies, standards and guidance from the National
Institute of Standards and Technology, and the General Services
Administration.
g. To a Federal agency, State, local, foreign, or tribal or other
public authority, on request, in connection with the hiring or
retention of an employee, the issuance or retention of a security
clearance, the letting of a
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contract, or the issuance or retention of a license, grant, or other
benefit, to the extent that the information is relevant and necessary
to the requesting agency's decision.
h. To the Office of Management and Budget (OMB) when necessary to
the review of private relief legislation pursuant to OMB Circular No.
A-19.
i. To a Federal, State, or local agency, or other appropriate
entities or individuals, or through established liaison channels to
selected foreign governments, in order to enable an intelligence agency
to carry out its responsibilities under the National Security Act of
1947, as amended; the CIA Act of 1949, as amended; Executive Order
12333 or any successor order; and applicable national security
directives, or classified implementing procedures approved by the
Attorney General and promulgated pursuant to such statutes, orders, or
Directives.
j. To designated agency personnel for controlled access to specific
records for the purposes of performing authorized audit or authorized
oversight and administrative functions. All access is controlled
systematically through authentication using PIV credentials based on
access and authorization rules for specific audit and administrative
functions.
k. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), the Government Accountability Office
(GAO), or other Federal agency in accordance with the agency's
responsibility for evaluation of Federal personnel management.
l. To the Federal Bureau of Investigation for the FBI National
Criminal History check.
m. 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:
Records are stored in electronic media and in paper files.
RETRIEVABILITY:
Records may be retrieved by name of the individual, Cardholder
Unique Identification Number, Applicant ID, Social Security Number,
and/or by any other unique individual identifier.
SAFEGUARDS:
Consistent with the requirements of the Federal Information
Security Management Act (Pub. L. 107-296), and associated OMB policies,
standards and guidance from the National Institute of Standards and
Technology, and the General Services Administration, the GSA HSPD-12
managed service office protects all records from unauthorized access
through appropriate administrative, physical, and technical safeguards.
Access is restricted on a ``need to know'' basis, utilization of PIV
Card access, secure VPN for Web access, and locks on doors and approved
storage containers. Buildings have security guards and secured doors.
All entrances are monitored through electronic surveillance equipment.
The hosting facility is supported by 24/7 onsite hosting and network
monitoring by trained technical staff. Physical security controls
include: Indoor and outdoor security monitoring and surveillance; badge
and picture ID access screening; biometric access screening. Personally
identifiable information is safeguarded and protected in conformance
with all Federal statutory and OMB guidance requirements. All access
has role-based restrictions, and individuals with access privileges
have undergone vetting and suitability screening. All data is encrypted
in transit. While it is not contemplated, any system records stored on
mobile computers or mobile devices will be encrypted. GSA maintains an
audit trail and performs random periodic reviews to identify
unauthorized access. Persons given roles in the PIV process must be
approved by the Government and complete training specific to their
roles to ensure they are knowledgeable about how to protect personally
identifiable information.
RETENTION AND DISPOSAL:
Disposition of records will be according to NARA disposition
authority N1-269-06-1 (pending).
SYSTEM MANAGER AND ADDRESS:
Director, HSPD-12 Managed Service Office, Federal Acquisition
Service (FAS), General Services Administration, 1800 F Street NW., 4th
Floor, Washington, DC 20405.
NOTIFICATION PROCEDURE:
A request for access to records in this system may be made by
writing to the System Manager. When requesting notification of or
access to records covered by this Notice, an individual should provide
his/her full name, date of birth, agency name, and work location. An
individual requesting notification of records must provide identity
documents sufficient to satisfy the custodian of the records that the
requester is entitled to access, such as a government-issued photo ID.
RECORD ACCESS PROCEDURES:
Same as Notification Procedure above.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedure above. State clearly and concisely
the information being contested, the reasons for contesting it, and the
proposed amendment to the information sought.
RECORD SOURCE CATEGORIES:
Employee, contractor, or applicant; sponsoring agency; former
sponsoring agency; other Federal agencies; contract employer; former
employer.
[FR Doc. 2015-26940 Filed 10-22-15; 8:45 am]
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