[Federal Register Volume 80, Number 205 (Friday, October 23, 2015)]
[Notices]
[Pages 64416-64418]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-26940]


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GENERAL SERVICES ADMINISTRATION

[Notice-2015-ISP-2015-02; Docket No. 2015-0002; Sequence 2]


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

AGENCY: Office of the Chief Information Officer; General Services 
Administration.

ACTION: Updated notice.

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

DATES: Effective: November 23, 2015.

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

FOR FURTHER INFORMATION CONTACT: Call the GSA Privacy Act Officer at 
202-368-1852 or email [email protected].

SUPPLEMENTARY INFORMATION: GSA is updating a system of records subject 
to the Privacy Act of 1974, 5 U.S.C. 552a. The notice provides updated 
information. Nothing in the notice will impact individuals' rights to 
access or amend their records in the systems of records.

    Dated: October 16, 2015.
David A. Shive,
Chief Information Officer, Office of GSA IT (I).
GSA/GOVT-7

SYSTEM NAME:
    HSPD-12 USAccess.

SYSTEM LOCATION:
    Records covered by this system are maintained by a contractor at 
the contractor's site.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The Personal Identity Verification Identity Management System (PIV 
IDMS) records will cover all participating agency employees, 
contractors and their employees, consultants, and volunteers who 
require routine, long-term access to federal facilities, information 
technology systems, and networks. The system also includes individuals 
authorized to perform or use services provided in agency facilities 
(e.g., Credit Union, Fitness Center, etc.). At their discretion, 
participating Federal agencies may include short-term employees and 
contractors in the PIV program and, therefore, inclusion in the PIV 
IDMS. Federal agencies shall make risk-based

[[Page 64417]]

decisions to determine whether to issue PIV cards and require 
prerequisite background checks for short-term employees and 
contractors. The system does not apply to occasional visitors or short-
term guests. GSA and participating agencies will issue temporary 
identification and credentials for this purpose.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Enrollment records maintained in the PIV IDMS on individuals 
applying for the PIV program and a PIV credential through the GSA HSPD-
12 managed service include the following data fields: Full name; Social 
Security Number; Applicant ID number, date of birth; current address; 
digital color photograph; fingerprints; biometric template (two 
fingerprints); organization/office of assignment; employee affiliation; 
work email address; work telephone number(s); office address; copies of 
identity source documents; employee status; military status; foreign 
national status; federal emergency response official status; law 
enforcement official status; results of background check; Government 
agency code; and PIV card issuance location. Records in the PIV IDMS 
needed for credential management for enrolled individuals in the PIV 
program include: PIV card serial number; digital certificate(s) serial 
number; PIV card issuance and expiration dates; PIV card PIN; 
Cardholder Unique Identifier (CHUID); and card management keys. 
Agencies may also choose to collect the following data at PIV 
enrollment which would also be maintained in the PIV IDMS: Physical 
characteristics (e.g., height, weight, and eye and hair color). 
Individuals enrolled in the PIV managed service will be issued a PIV 
card. The PIV card contains the following mandatory visual personally 
identifiable information: Name, photograph, employee affiliation, 
organizational affiliation, PIV card expiration date, agency card 
serial number, and color-coding for employee affiliation. Agencies may 
choose to have the following optional personally identifiable 
information printed on the card: Cardholder physical characteristics 
(height, weight, and eye and hair color). The card also contains an 
integrated circuit chip which is encoded with the following mandatory 
data elements which comprise the standard data model for PIV logical 
credentials: PIV card PIN, cardholder unique identifier (CHUID), PIV 
authentication digital certificate, and two fingerprint biometric 
templates. The PIV data model may be optionally extended by agencies to 
include the following logical credentials: Digital certificate for 
digital signature, digital certificate for key management, card 
authentication keys, and card management system keys. All PIV logical 
credentials can only be read by machine.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; Federal Information Security Management Act of 2002 
(44 U.S.C. 3554); E-Government Act of 2002 (Pub. L. 107-347, Sec. 203); 
Paperwork Reduction Act of 1995 (44 U.S.C. 3501 et al.) and Government 
Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504 note); 
Homeland Security Presidential Directive 12 (HSPD-12), Policy for a 
Common Identification Standard for Federal Employees and Contractors, 
August 27, 2004.

PURPOSES:
    The primary purposes of the system are: To ensure the safety and 
security of Federal facilities, systems, or information, and of 
facility occupants and users; to provide for interoperability and trust 
in allowing physical access to individuals entering Federal facilities; 
and to allow logical access to Federal information systems, networks, 
and resources on a government-wide basis.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
Section 552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside GSA as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To the Department of Justice (DOJ) when: (1) The agency or any 
component thereof; or (2) any employee of the agency in his or her 
official capacity; (3) any employee of the agency in his or her 
individual capacity where agency or the Department of Justice has 
agreed to represent the employee; or (4) the United States Government 
is a party to litigation or has an interest in such litigation, and by 
careful review, the agency determines that the records are both 
relevant and necessary to the litigation and the use of such records by 
DOJ and is therefore deemed by the agency to be for a purpose 
compatible with the purpose for which the agency collected the records.
    b. To a court or adjudicative body in a proceeding when: (1) The 
agency or any component thereof; (2) any employee of the agency in his 
or her official capacity; (3) any employee of the agency in his or her 
individual capacity where the agency or the Department of Justice has 
agreed to represent the employee; or (4) the United States Government 
is a party to litigation or has an interest in such litigation, and by 
careful review, the agency determines that the records are both 
relevant and necessary to the litigation and the use of such records 
and is therefore deemed by the agency to be for a purpose that is 
compatible with the purpose for which the agency collected the records.
    c. Except as noted on Forms SF 85, SF 85-P, and SF 86, when a 
record on its face, or in conjunction with other records, indicates a 
violation or potential violation of law, whether civil, criminal, or 
regulatory in nature, and whether arising by general statute or 
particular program statute, or by regulation, rule, or order issued 
pursuant thereto, disclosure may be made to the appropriate public 
authority, whether Federal, foreign, State, local, or tribal, or 
otherwise, responsible for enforcing, investigating or prosecuting such 
violation or charged with enforcing or implementing the statute, or 
rule, regulation, or order issued pursuant thereto, if the information 
disclosed is relevant to any enforcement, regulatory, investigative or 
prosecutorial responsibility of the receiving entity.
    d. 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.
    e. To the National Archives and Records Administration (NARA) or to 
the General Services Administration for records management inspections 
conducted under 44 U.S.C. 2904 and 2906.
    f. To agency contractors, grantees, or volunteers who have been 
engaged to assist the agency in the performance of a contract, service, 
grant, cooperative agreement, or other activity related to this system 
of records and who need to have access to the records in order to 
perform their activity. Recipients shall be required to comply with the 
requirements of the Privacy Act of 1974, as amended, 5 U.S.C. 552a, the 
Federal Information Security Management Act (Pub. L. 107-296), and 
associated OMB policies, standards and guidance from the National 
Institute of Standards and Technology, and the General Services 
Administration.
    g. To a Federal agency, 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

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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.
    h. To the Office of Management and Budget (OMB) when necessary to 
the review of private relief legislation pursuant to OMB Circular No. 
A-19.
    i. To a Federal, State, or local agency, or other appropriate 
entities or individuals, or through established liaison channels to 
selected foreign governments, in order to enable an intelligence agency 
to carry out its responsibilities under the National Security Act of 
1947, as amended; the CIA Act of 1949, as amended; Executive Order 
12333 or any successor order; and applicable national security 
directives, or classified implementing procedures approved by the 
Attorney General and promulgated pursuant to such statutes, orders, or 
Directives.
    j. To designated agency personnel for controlled access to specific 
records for the purposes of performing authorized audit or authorized 
oversight and administrative functions. All access is controlled 
systematically through authentication using PIV credentials based on 
access and authorization rules for specific audit and administrative 
functions.
    k. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), the Government Accountability Office 
(GAO), or other Federal agency in accordance with the agency's 
responsibility for evaluation of Federal personnel management.
    l. To the Federal Bureau of Investigation for the FBI National 
Criminal History check.
    m. 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 RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in electronic media and in paper files.

RETRIEVABILITY:
    Records may be retrieved by name of the individual, Cardholder 
Unique Identification Number, Applicant ID, Social Security Number, 
and/or by any other unique individual identifier.

SAFEGUARDS:
    Consistent with the requirements of the Federal Information 
Security Management Act (Pub. L. 107-296), and associated OMB policies, 
standards and guidance from the National Institute of Standards and 
Technology, and the General Services Administration, the GSA HSPD-12 
managed service office protects all records from unauthorized access 
through appropriate administrative, physical, and technical safeguards. 
Access is restricted on a ``need to know'' basis, utilization of PIV 
Card access, secure VPN for Web access, and locks on doors and approved 
storage containers. Buildings have security guards and secured doors. 
All entrances are monitored through electronic surveillance equipment. 
The hosting facility is supported by 24/7 onsite hosting and network 
monitoring by trained technical staff. Physical security controls 
include: Indoor and outdoor security monitoring and surveillance; badge 
and picture ID access screening; biometric access screening. Personally 
identifiable information is safeguarded and protected in conformance 
with all Federal statutory and OMB guidance requirements. All access 
has role-based restrictions, and individuals with access privileges 
have undergone vetting and suitability screening. All data is encrypted 
in transit. While it is not contemplated, any system records stored on 
mobile computers or mobile devices will be encrypted. GSA maintains an 
audit trail and performs random periodic reviews to identify 
unauthorized access. Persons given roles in the PIV process must be 
approved by the Government and complete training specific to their 
roles to ensure they are knowledgeable about how to protect personally 
identifiable information.

RETENTION AND DISPOSAL:
    Disposition of records will be according to NARA disposition 
authority N1-269-06-1 (pending).

SYSTEM MANAGER AND ADDRESS:
    Director, HSPD-12 Managed Service Office, Federal Acquisition 
Service (FAS), General Services Administration, 1800 F Street NW., 4th 
Floor, Washington, DC 20405.

NOTIFICATION PROCEDURE:
    A request for access to records in this system may be made by 
writing to the System Manager. When requesting notification of or 
access to records covered by this Notice, an individual should provide 
his/her full name, date of birth, agency name, and work location. An 
individual requesting notification of records must provide identity 
documents sufficient to satisfy the custodian of the records that the 
requester is entitled to access, such as a government-issued photo ID.

RECORD ACCESS PROCEDURES:
    Same as Notification Procedure above.

CONTESTING RECORD PROCEDURES:
    Same as Notification Procedure above. State clearly and concisely 
the information being contested, the reasons for contesting it, and the 
proposed amendment to the information sought.

RECORD SOURCE CATEGORIES:
    Employee, contractor, or applicant; sponsoring agency; former 
sponsoring agency; other Federal agencies; contract employer; former 
employer.

[FR Doc. 2015-26940 Filed 10-22-15; 8:45 am]
BILLING CODE 6820-38-P