[Federal Register Volume 79, Number 32 (Tuesday, February 18, 2014)]
[Pages 9199-9201]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-03431]



[FRL-9906-83-OEI; EPA-HQ-OEI-2013-0731]

Creation of a New System of Records Notice: My Workplace

AGENCY: Environmental Protection Agency.

ACTION: Notice.


[[Page 9200]]

SUMMARY: The U.S. Environmental Protection Agency's (EPA) Office of 
Environmental Information (OEI) is giving notice that it proposes to 
create a new system of records pursuant to the provisions of the 
Privacy Act of 1974 (5 U.S.C. 552a). EPA is implementing the My 
Workplace system of records utilizing Microsoft Office 365 and 
SharePoint Online to deliver a cost effective, user-friendly, 
collaboration solution that will enhance productivity by facilitating 
communication, coordination and collaboration Agency-wide.

DATES: Persons wishing to comment on this system of records notice must 
do so by March 31, 2014.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2013-0731, by one of the following methods:
     www.regulations.gov: Follow the online instructions for 
submitting comments.
     Email: [email protected].
     Fax: 202-566-1752.
     Mail: OEI Docket, Environmental Protection Agency, Mail 
code: 2822T, 1200 Pennsylvania Ave. NW., Washington, DC 20460.
     Hand Delivery: OEI Docket, EPA/DC, WJC West Building, Room 
3334, 1301 Constitution Ave. NW., Washington, DC. Such deliveries are 
only accepted during the docket's normal hours of operation, and 
special arrangements should be made for deliveries of boxed 
information. For more information, go to http://www.epa.gov/epahome/dockets.htm.
    Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2013-0731. EPA's policy is that all comments received will be included 
in the public docket without change and may be made available online at 
www.regulations.gov, including any personal information provided, 
unless the comment includes information claimed to be Confidential 
Business Information (CBI) or other information for which disclosure is 
restricted by statute. Do not submit information that you consider to 
be CBI or otherwise protected through www.regulations.gov. The 
www.regulations.gov Web site is an ``anonymous access'' system, which 
means EPA will not know your identity or contact information unless you 
provide it in the body of your comment. If you send an email comment 
directly to EPA without going through www.regulations.gov your email 
address will be automatically captured and included as part of the 
comment that is placed in the public docket and made available on the 
Internet. If you submit an electronic comment, EPA recommends that you 
include your name and other contact information in the body of your 
comment and with any disk or CD-ROM you submit. If EPA cannot read your 
comment due to technical difficulties and cannot contact you for 
clarification, EPA may not be able to consider your comment. Electronic 
files should avoid the use of special characters, any form of 
encryption, and be free of any defects or viruses. For additional 
information about EPA's public docket, visit the EPA Docket Center 
homepage at http://www.epa.gov/epahome/dockets.htm.
    Docket: All documents in the docket are listed in the 
www.regulations.gov index. Although listed in the index, some 
information is not publicly available (e.g., CBI or other information 
for which disclosure is restricted by statute). Certain other material, 
such as copyrighted material, will be publicly available only in hard 
copy. Publicly available docket materials are available either 
electronically in www.regulations.gov or in hard copy at the OEI 
Docket, EPA/DC, WJC West Building, Room 3334, 1301 Constitution Ave. 
NW., Washington, DC. The Public Reading Room is open from 8:30 a.m. to 
4:30 p.m., Monday through Friday, excluding legal holidays. The 
telephone numbers for the Public Reading Room and the OEI Docket are 
(202) 566-1744 and (202) 566-1752, respectively.

FOR FURTHER INFORMATION CONTACT: Lin Darlington, Associate Chief, 
Policy and Program Management Branch, Office of Information Analysis 
and Access, Office of Environmental Information, 202-566-0696.


General Information

    EPA proposes to create a new system of records under the Privacy 
Act to enhance the Agency's communication and collaboration 
environment. EPA is implementing My Workplace, utilizing Microsoft 
Office 365 and SharePoint Online, to deliver a cost effective, user-
friendly, agency-wide collaboration solution that will help transform 
the way employees work at EPA. My Workplace will enhance productivity 
by making it easier for the Agency's multi-disciplinary, geographically 
dispersed workforce stay better informed by facilitating communication, 
coordination, collaboration and innovation, thus allowing EPA to 
deliver better on its mission of protecting human health and the 
    The My Workplace collaboration tool will contain information about 
employees obtained from other Agency systems (e.g., name, user id, work 
phone number) or voluntarily provided by the users (e.g., home phone 
number, home address). The system will contain employees' names, user 
identification numbers, telephone numbers, office numbers and 
locations, organizational information, skill sets, education and 
experience. This information will be used to foster communication and 
enhance the ability of employees to locate individuals with relevant 
experience and skill sets.
    EPA plans to use a feature of the system that consists of 
personalized profiles for each employee as an Agency directory to help 
connect subject matter experts to Agency projects. The profiles will 
include work-related information (office location, office phone number) 
as well as optional information voluntarily provided by the employee 
such as work experience and educational history or photographs. The use 
of the profile will improve information sharing and collaboration among 
colleagues and make it easier for EPA staff to locate the knowledge 
skills and abilities required for Agency projects and initiatives.
    My Workplace will use Lync, an instant messaging and video 
conferencing tool, to promote discussion and communication through 
instant messaging and online meetings. Lync will include the 
information contained in the personalized profiles and will temporarily 
display additional information about a user's presence or status, based 
on the user's online activity, (e.g., ``user has been away for 20 
minutes''). This feature is active by default, but users may disable 
it. Users will also have the option of posting a personalized status 
message for other users to see on their profile. The information for 
both Lync and the personalized profiles will be stored in Microsoft's 
Shared Government Cloud and will be accessible by users of the system. 
Initial profile information will be populated using EPA's existing 
directory information; however, users will have the ability to update 
and manage their profiles.
    My Workplace will allow users to establish team collaboration 
workspaces; facilitate sharing of documents, policies and information; 
and network through the SharePoint features. The SharePoint environment 
will include Agency policies, procedures, forms, organization charts, 
links to other sites that are helpful for users, and links to other EPA 
SharePoint sites containing shared documents and other information. 
Sharepoint will include content on program and regional offices, 
services and support,

[[Page 9201]]

and projects and activities. My Workplace will include a directory of 
all users, including contact information, titles and professional 
business information. Users will be able to set up a personal profile, 
upload pictures, and publish content and messages that are similar to 
email. My Workplace will also allow employees to join groups, connect 
with colleagues, receive newsfeeds when new information is posted, and 
identify colleagues with specialized knowledge and/or expertise to 
participate in collaborative efforts. Employees will also be able to 
use their profiles to apply to participate on virtual collaboration 
projects and teams.
    The system will be managed and maintained by EPA's Office of 
Environmental Information.

System Name:
    My Workplace

System Location:
    Environmental Protection Agency (EPA), Office of Environmental 
Information (OEI), 1200 Pennsylvania Ave. NW., Washington, DC 20460.

Categories of Individuals Covered by the System:
    EPA employees, contractors on the EPA network and invited 
stakeholders, including but not limited to grantees, contractors, other 
federal or state officials, and industry partners.

Categories of Records in the System:
    For EPA employees this includes, but is not limited to, user name, 
common name or nickname, email address, organization, supervisor name, 
subordinates, office telephone, telework telephone, government cell 
phone number, fax number, personal cell phone, home phone, blackberry 
PIN, building location, office location, mail code, mailing address, 
courier address, home address, employee's title or position 
classification, other position title, professional affiliation, 
clearances, skills, disciplines with experience and knowledge, current 
and past projects and work activities, membership in inter-Agency or 
intra-agency formal workgroups or informal communities of practice, 
membership in professional associations, education, certifications, 
publications, detail status and photograph. Additionally, users of Lync 
may have status information, personalized messages and photographs.

Authority for Maintenance of the System:
    5 U.S.C. 301, 40 U.S.C. 11315, 44 U.S.C. 3506.

    To enhance and improve efficiencies in the dissemination and 
exchange of information within the EPA and allow colleagues to more 
easily connect with each other.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    EPA's General Routine Uses: A, C, D, E, F, G, H, J, K, L apply to 
this system. Please refer to http://www.epa.gov/privacy/notice/general.htm for a full explanation of these routine uses.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
    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 stored on encrypted, password secured Agency 
computers. All records will have appropriate administrative, technical 
and physical safeguards to ensure their security and confidentiality.

    Information is retrievable by name of the user; organizational 
information is retrievable by organization name.

    Records in the system are protected from unauthorized access and 
misuse through various administrative, technical and physical security 
measures. Technical security measures within EPA include restrictions 
on computer access to authorized individuals, required use of strong 
passwords that are frequently changed, use of encryption for certain 
data types and transfers, and regular review of security procedures and 
best practices to enhance security. Physical measures include 
restrictions on building access to authorized individuals, only, and by 
maintaining records in lockable offices and filing cabinets.

Retention and Disposal:
    The records will be managed in accordance with EPA retention 
schedule 129, Item b.

System Manager(s) and Address:
    Lin Darlington, Office of Environmental Information, 1200 
Pennsylvania Ave. NW., Washington, DC 20460.

Notification Procedures:
    Requests to determine whether this system of records contains a 
record pertaining to you must be sent to the Agency's Freedom of 
Information Office. The address is U.S. Environmental Protection 
Agency; 1200 Pennsylvania Ave. NW., Room 6416, WJC West, Washington, DC 
20460; (202) 566-1667; Email: ([email protected]); Attn: Privacy Act 

Record Access Procedure:
    Individuals seeking access to their own personal information in 
this system of records are required to provide adequate identification 
(e.g., driver's license, military identification card, employee badge 
or identification card and, if necessary, proof of authority). 
Additional identity verification procedures may be required as 
warranted. Requests must meet the requirements of EPA regulations at 40 
CFR part 16.

Contesting Records Procedure:
    Requests for correction or amendment must identify the record to be 
changed and the corrective action sought. Requests must be submitted to 
the Agency contact indicated on the initial document for which the 
related contested record was submitted.

Record Source Categories:
    The sources for information in the system are the individuals about 
whom the records are maintained and other EPA information systems.

Systems Exempted From Certain Provisions of the Act:

    Dated: November 20, 2013.
Renee P. Wynn,
Acting Assistant Administrator, and Acting Chief Information Officer.
[FR Doc. 2014-03431 Filed 2-14-14; 8:45 am]