[Federal Register Volume 77, Number 200 (Tuesday, October 16, 2012)]
[Notices]
[Pages 63316-63317]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-25380]


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GENERAL SERVICES ADMINISTRATION

[Notice-2012-03; Docket No: 2012-0002; Sequence 22]


Privacy Act of 1974; Notice of New System of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: GSA proposes to establish a new system of records subject to 
the Privacy Act of 1974, as amended, 5 U.S.C. 552a.

DATES: Effective November 15, 2012.

FOR FURTHER INFORMATION CONTACT: Call or email the GSA Privacy Act 
Officer: telephone 202-208-1317; email [email protected].

ADDRESSES: GSA Privacy Act Officer (CIB), General Services 
Administration, 1275 First Street NE., Washington, DC 20417.

SUPPLEMENTARY INFORMATION: GSA proposes to establish a new system of 
records subject to the Privacy Act of 1974, 5 U.S.C. 552a. The new 
system will allow GSA Users to utilize the SalesForce application 
environment and the Google Apps for Government platform used by the 
GSA.

    Dated: October 4, 2012.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/CIO-3

SYSTEM NAME:
    GSA's Enterprise Organization of Google Applications for Government 
and SalesForce.com for Government.

SYSTEM LOCATION:
    Enterprise Application Services (EAS) is a singular component 
system managed by the Applied Solutions Division, a division of Office 
of the Chief Information Officer. The EAS system is housed in secure 
datacenters hosted by GSA in Kansas City (Region 6) and Fort Worth 
(Region 7) as well as Cloud components as part of GSA's implementation 
of Google Apps for Government and Salesforce.com for Government. In 
addition, some employees and contractors may download and store 
information from this system. Those copies are located within the 
employees' or contractors' offices or on encrypted workstations issued 
by GSA for individuals who are teleworking.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Only one category of individual is covered by this system, 
collectively referred to as ``GSA Users'', which are individuals who 
require routine access to agency information technology systems, 
including federal employees, contractors, child care workers and other 
temporary workers with similar access requirements. The system does not 
apply to or contain information on occasional visitors or short-term 
guests not cleared for use under HSPD-12.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains information needed for the functionality of 
specific minor applications that are developed for either GSA's 
implementation of Google Apps for Government or Salesforce.com for 
Government. This system contains the following information:
    Employee/contractor/other worker's full name
    Organization/office of assignment
    Company/agency name
    Work address
    GSA assigned work telephone number
    Social Security Number
    Personal physical home address
    Personal home or mobile phone
    Personal email addresses
    Individual work related records

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, 40 U.S.C. 11315, 44 U.S.C. 3506, E.O. 9397, as 
amended, and Homeland Security Presidential Directive 12 (HSPD-12).

PURPOSES:
    For the functionality and use of specific minor applications within 
GSA's implementation of Google Apps for Government and Salesforce.com 
for Government. Information may be collected to meet the business 
requirements of the application, site, group or instance. The new 
system will allow GSA Users to utilize the SalesForce application 
environment and the Google Apps for Government platform used by the 
GSA.
    A listing of applications covered by this SORN can be found at: 
http://goo.gl/Qrj2c.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    a. 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.
    b. To the National Archives and Records Administration (NARA) for 
records management purposes.
    c. To Agency contractors, grantees, consultants, or experts who 
have been engaged to assist the agency in the performance of a Federal 
duty to which the information is relevant.
    d. To a Federal, 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 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.
    e. To the Office of Management and Budget (OMB) when necessary to 
the review of private relief legislation pursuant to OMB circular No. 
A-19.
    f. To designated Agency personnel for the purpose of performing an 
authorized audit or oversight evaluation.
    g. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), the Government Accountability Office 
(GAO), or other Federal agencies when the information is required for 
program evaluation purposes.
    h. 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; 
(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.
    i. In any criminal, civil or administrative legal proceeding, where 
pertinent, to which GSA, a GSA employee, or the United States or other 
entity of the United States Government is a party before a court or 
administrative body.
    j. To an appeal, grievance, hearing, or complaints examiner; an 
equal employment opportunity investigator, arbitrator, or mediator; 
and/or an exclusive representative or other person

[[Page 63317]]

authorized to investigate or settle a grievance, complaint, or appeal 
filed by an individual who is the subject of the record.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Computer records are stored on a secure server and accessed over 
the Web via encryption software. Paper records, when created, are kept 
in file folders and cabinets in secure rooms. When individuals download 
information, it is kept on encrypted, password secured computers and it 
is their responsibility to protect the data, including compliance with 
HCO 2180.1, GSA Rules of Behavior for Handling Personally Identifiable 
Information (PII).

RETRIEVABILITY:
    Records are retrievable by a combination of first name and last 
name. Group records are retrieved by organizational code or other 
listed identifiers as configured in the application by the program 
office for their program requirements.

SAFEGUARDS:
    Cloud systems are authorized to operate separately by the GSA CIO 
at the moderate level. All GSA Users utilize two-factor authentication 
to access Google Apps for Government. Access is limited to authorized 
individuals with passwords or keys. Computer records are protected by a 
password system that is compliant with National Institute of Standards 
and Technology standards. Paper records are stored in locked metal 
containers or in secured rooms when not in use. Information is released 
to authorized officials based on their need to know.

RETENTION AND DISPOSAL:
    Records are retained and disposed of according to GSA records 
maintenance and disposition schedules, GSA Records Maintenance and 
Disposition System (CIO P 1820.1), GSA 1820.2A, and requirements of the 
National Archives and Records Administration.

SYSTEM MANAGER AND ADDRESS:
    Director, Applied Solutions, General Services Administration, 1275 
First Street NE., Washington, DC 20417.

NOTIFICATION PROCEDURE:
    An individual can determine if this system contains a record 
pertaining to him/her by sending a request in writing, signed, to the 
System Manager at the above address. When requesting notification of or 
access to records covered by this notice, an individual should provide 
his/her full name, date of birth, region/office, and work location. An 
individual requesting notification of records in person must provide 
identity documents sufficient to satisfy the custodian of the records 
that the requester is entitled to access.

RECORD ACCESS PROCEDURES:
    Individuals wishing to access their own records should contact the 
system manager at the address above.

CONTESTING RECORD PROCEDURES:
    Rules for contesting the content of a record and appealing a 
decision are contained in 41 CFR 105-64.

RECORD SOURCE CATEGORIES:
    The sources for information in the system are the individuals about 
whom the records are maintained, the supervisors of those individuals, 
existing GSA systems, a sponsoring agency, a former sponsoring agency, 
other Federal agencies, contract employers, or former employers.

[FR Doc. 2012-25380 Filed 10-15-12; 8:45 am]
BILLING CODE 6820-34-P