[Federal Register Volume 78, Number 251 (Tuesday, December 31, 2013)]
[Notices]
[Pages 79694-79696]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-31308]


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 GENERAL SERVICES ADMINISTRATION

[Notice-CIB-2013-08; Docket No. 2013-0002; Sequence No. 35]


Privacy Act of 1974; Notice of an Updated System of Records

AGENCY: General Services Administration.

ACTION: Notice.

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[[Page 79695]]

SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are 
relevant, necessary, accurate, up-to-date, and covered by the 
appropriate legal or regulatory authority.

DATES: Effective: January 30, 2014.

ADDRESSES: GSA Privacy Act Officer (ISP), U.S. General Services 
Administration, 1800 F Street NW., Washington, DC 20405.

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

SUPPLEMENTARY INFORMATION: GSA completed an agency-wide review of its 
Privacy Act systems of records. As a result of the review, GSA is 
publishing an updated Privacy Act system of records notice. A new 
routine use was added under the Routine Use Section (Item e) to allow 
GSA to send reports, data, and information directly to a client 
agency's contract employees.
    Nothing in the revised system notice indicates a change in 
authorities or practices regarding the collection and maintenance of 
information, nor does the changes impact individuals' rights to access 
or amend their records in the system of records.

    Dated: December 19, 2013.
James L. Atwater,
Director, Human Resources Information Technology (HRIT) Services 
Division (IBH).
GSA/PPFM-11

SYSTEM NAME:
    Pegasys.

SYSTEM LOCATION:
    Pegasys records and files are maintained in the Phoenix Data Center 
(PDC), with records also stored in the Washington, DC, Central Office; 
Ft. Worth regional office; and Kansas City regional office.

INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by Pegasys include GSA vendors and Federal 
employees.

RECORDS IN THE SYSTEM:
    Pegasys contains records and files pertaining to financial 
information; therefore, these files and records contain the following 
privacy data: Social Security Number (SSN); Employee address; Banking 
information; Credit card number.

AUTHORITY FOR MAINTAINING THE SYSTEM:
    The Chief Financial Officers Act of 1990 (Pub. L. 101-576), as 
amended.

PURPOSE:
    Pegasys is the GSA core financial management system of records to 
make payments and record accounting transactions. This includes funds 
management (budget execution and purchasing), credit cards, accounts 
payable, disbursements, standard general ledger, and reporting. It is 
part of a shared-services financial operation providing a commercial 
off-the-shelf (COTS) financial system (in a private-vendor hosted 
environment), financial transaction processing, and financial analysis 
for its main business lines of Federal supplies and technology, public 
buildings, and general management and administration offices. GSA also 
utilizes this shared-service operation to cross-service multiple 
external client agencies.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSE FOR USING THE SYSTEM:
    System information accessed by Pegasys may be used by designated 
finance center employees and their supervisors, along with designated 
analysts and managers. System information also may be used:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To conduct investigations, by authorized officials, that are 
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 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 U.S. Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the U.S. Government Accountability 
Office (GAO) when the information is required for program evaluation 
purposes.
    e. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant; to 
a board, committee, commission, or small agency receiving 
administrative services from GSA to which the information relates; or 
an expert, consultant, or contractor of a board, committee, commission, 
or small agency receiving administrative services from GSA to which the 
information relates in the performance of a Federal duty to which the 
information is relevant.
    f. To the National Archives and Records Administration (NARA) for 
records management purposes.
    g. 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 SYSTEM RECORDS:
STORAGE:
    All records and files in Pegasys are stored electronically in a 
password-protected database format.

RETRIEVAL:
    Information on individuals contained in Pegasys records and files 
are retrievable by name or vendor number.

SAFEGUARDS:
    Pegasys records and files are safeguarded in accordance with the 
requirements of the Privacy Act. Access is limited to authorized 
individuals with passwords, and the database is maintained behind a 
certified firewall. Information on individuals is released only to 
authorized persons on a need-to-know basis and in accordance with the 
provisions of the purpose or a routine use. This system undergoes 
frequent testing and is certified and accredited for operation. 
Periodic Privacy Impact Assessments are performed as well to ensure the 
adequacy of security controls to protect personally identifiable 
information.

RETENTION AND DISPOSAL:
    Pegasys records and files are retained and disposed of according to 
GSA records maintenance and disposition schedules and the requirements 
of the National Archives and Records Administration (NARA).

SYSTEM MANAGER AND ADDRESS:
    Director, Financial Management Systems Operations and Maintenance 
Division (IBA), U.S. General Services Administration, 1800 F Street 
NW., Washington, DC 20405.

[[Page 79696]]

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire if the system contains information 
about them should contact the Pegasys system manager.

RECORD ACCESS PROCEDURE:
    Requests for access may be directed to the Pegasys system manager.

RECORD CONTESTING PROCEDURE:
    GSA rules for accessing records, for contesting the contents, and 
appealing initial decisions are in 41 CFR part 105-64, published in the 
Federal Register.

RECORD SOURCES:
    The sources for information in Pegasys are the individuals about 
whom the records are maintained, the supervisors of those individuals, 
and existing agency systems.
[FR Doc. 2013-31308 Filed 12-30-13; 8:45 am]
BILLING CODE 6820-34-P