[Federal Register Volume 76, Number 144 (Wednesday, July 27, 2011)]
[Notices]
[Pages 44888-44889]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-18981]


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 Notices
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  Federal Register / Vol. 76, No. 144 / Wednesday, July 27, 2011 / 
Notices  

[[Page 44888]]



AGENCY FOR INTERNATIONAL DEVELOPMENT


Privacy Act of 1974, System of Records

AGENCY: United States Agency for International Development.

ACTION: Notice of new system of records.

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SUMMARY: The United States Agency for International Development (USAID) 
is issuing public notice of its intent to establish a new system of 
records maintained in accordance with the Privacy Act of 1974 (5 U.S.C. 
552a), as amended, entitled ``USAID-30, Google Apps Business Edition''. 
This action is necessary to meet the requirements of the Privacy Act to 
publish in the Federal Register notice of the existence and character 
of record systems maintained by the agency (5 U.S.C. 522a(e)(4)).

DATES: Public comments must be received on or before September 9, 2011. 
Unless comments are received that would require a revision; this update 
to the system of records will become effective on September 9, 2011.

ADDRESSES: You may submit comments:

Paper Comments

     Fax: (703) 666-1466.
     Mail: Chief Privacy Officer, United States Agency for 
International Development, 2733 Crystal Drive, 11th Floor, Arlington, 
VA 22202

Electronic Comments

     Federal eRulemaking Portal: http://www.regulations.gov. 
Follow the instructions on the Web site for submitting comments.
     E-mail: [email protected].

FOR FURTHER INFORMATION CONTACT: For general questions, please contact, 
USAID Privacy Office, United States Agency for International 
Development, 2733 Crystal Drive, 10th Floor, Arlington, VA 22202. E-
mail: [email protected].

SUPPLEMENTARY INFORMATION: The Google Apps Business Edition is being 
established as an Agency-wide system of record as it is required to 
collect, maintain or store personal data requiring protection under the 
Privacy Act. It is an e-mail and collaboration application suite hosted 
in Software as a Service (``SaaS'') cloud computing model. The suite is 
composed of Gmail for e-mail, Google Docs for office productivity and 
collaboration, and Google Sites for Wiki style Web sites. This 
application will enable USAID to transition to a new e-mail and data 
application solution.

    Dated: July 03, 2011.
William Morgan,
Chief Information Security Officer--Chief Privacy Officer.
USAID-30

System name:
    Google Apps Business Edition.

Security classification:
    Sensitive But Unclassified.

System location(s):
    United States Agency for International Development, 2733 Crystal 
Drive, 11th Floor, Arlington, VA 22202.

Categories of individuals covered by the system:
    This system contains records of current employees, contractors, 
consultants, and partners.

Categories of records covered by the system:
    This system contains USAID organizational information. At a 
solution wide level the system will collect and display First and Last 
Name, Work Phone Number, and Work Address. This information is 
automatically collected from USAID's Active Directory of user objects. 
Users additionally have an option to create and maintain personal 
address books, accessible to only them or to users they grant access 
to. In these personal address books the user may manually enter First 
and Last Name, Home Address, Home Phone, and Date of Birth.

Authority for maintenance of the system:
    Privacy Act of 1974 (Pub. L. 93-579), sec. 552a (c), (e), (f), and 
(p).

Purpose(s):
    Records in this system will be used:
    (1) The solution wide information is available to all USAID users 
provisioned in the Google Apps system for e-mail, calendaring, and 
collaboration tools.
    (2) The personal address book information is available to the user 
that created the personal address book or to users that are granted 
access.

Disclosure to consumer reporting agencies:
    These records are not disclosed to consumer reporting agencies.

Routine Use of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    USAID may disclose relevant system records in accordance with any 
current and future blanket routine uses established for its record 
systems. These may be for internal communications or with external 
partners.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic records are maintained in user-authenticated, password-
protected systems. All records are accessed only by authorized 
personnel who have a need to access the records in the performance of 
their official duties.

Retrievability:
    Contact Sharing creates a searchable directory of the user names 
and e-mail addresses in your domain, and shares this directory with 
everyone in your organization. By default, the directory includes each 
user's primary e-mail address and any e-mail aliases or nicknames. As a 
Google Apps account administrator, you can control which of these e-
mail addresses appear in the directory by adjusting the Contact Sharing 
settings. You can also hide users from the shared contact list.
    E-mail addresses that users saved as Personal Contacts are not 
included in the directory and are not affected by changes made to the 
Contact Sharing setting. Suspended and deleted users also do not appear 
in the directory.
    All users in your domain can find contacts listed in the directory 
through Contacts search, Contacts details view, and any autocomplete 
function in each Google App enabled for your domain.
    Contact Sharing is automatically enabled in your Google Apps 
account, but can be disabled (and re-enabled) at any time.

[[Page 44889]]

Safeguards:
    Additional administrative safeguards are provided through the use 
of internal standard operating procedures.

Retention and disposal:
    Records are retained using the appropriate, approved National 
Archives Records Administration--Schedules for the type of record being 
maintained.

System manager(s) and address:
    Sukhvinder Singh, United States Agency for International 
Development, 2733 Crystal Drive, 11th Floor, Arlington, VA. 22202.

Notification procedures:
    Individuals requesting notification of the existence of records on 
them must send the request in writing to the Chief Privacy Officer, 
USAID, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. The request 
must include the requestor's full name, his/her current address and a 
return address for transmitting the information. The request shall be 
signed by either notarized signature or by signature under penalty of 
perjury and reasonably specify the record contents being sought.

Record access procedures:
    Individuals wishing to request access to a record must submit the 
request in writing according to the ``Notification Procedures'' above. 
An individual wishing to request access to records in person must 
provide identity documents, such as government-issued photo 
identification, sufficient to satisfy the custodian of the records that 
the requester is entitled to access.

Contesting record procedures:
    An individual requesting amendment of a record maintained on 
himself or herself must identify the information to be changed and the 
corrective action sought.
    Requests must follow the ``Notification Procedures'' above.

Record source categories:
    The records contained in this system will be provided by and 
updated by the individual who is the subject of the record.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-18981 Filed 7-26-11; 8:45 am]
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