[Federal Register Volume 79, Number 32 (Tuesday, February 18, 2014)]
[Notices]
[Pages 9199-9201]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-03431]
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ENVIRONMENTAL PROTECTION AGENCY
[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.
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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.
SUPPLEMENTARY INFORMATION:
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
environment.
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,
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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.
EPA-64
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.
Purpose(s):
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:
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 stored on encrypted, password secured Agency
computers. All records will have appropriate administrative, technical
and physical safeguards to ensure their security and confidentiality.
Retrievability:
Information is retrievable by name of the user; organizational
information is retrievable by organization name.
Safeguards:
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
Officer.
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:
None.
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]
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