[Federal Register Volume 82, Number 232 (Tuesday, December 5, 2017)]
[Notices]
[Pages 57484-57487]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2017-26105]
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OFFICE OF PERSONNEL MANAGEMENT
Privacy Act of 1974; System of Records
AGENCY: U.S. Office of Personnel Management, Merit Systems
Accountability and Compliance, Office of the Combined Federal Campaign.
ACTION: Notice of a new system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Office of
Personnel Management proposes to establish a new OPM system of records
titled ``OPM/Central-20 National CFC System of Records.'' This system
of records contains information that OPM collects and maintains about
individuals who make charitable contributions to eligible non-profit
organizations through the Combined Federal Campaign (CFC). This newly
established system of records will be included in the Office of
Personnel Management's inventory of record systems.
DATES: Please submit comments on or before January 4, 2018. This new
system is effective upon publication in today's Federal Register, with
the exception of the routine uses, which are effective January 9, 2018.
ADDRESSES: You may submit written comments by one of the following
methods:
Mail: Keith Willingham, Director, Office of CFC, Office of
Personnel Management, 1900 E Street NW., Suite 6484, Washington, DC
20415.
Email: [email protected].
FOR FURTHER INFORMATION, CONTACT: For general questions, please
contact: Keith Willingham, 202-606-2564, Director, Office of the
Combined Federal Campaign, Office of Personnel Management. For privacy
questions, please contact: Kellie Cosgrove Riley,
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202-606-2308, Chief Privacy Officer, Office of Personnel Management.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974,
5 U.S.C. 552a, the Office of Personnel Management proposes to establish
a new system of records titled ``OPM/Central-20 National CFC System.''
This system of records is being established in order to facilitate the
Combined Federal Campaign's transition from a largely paper-based,
decentralized collection of donations to a centralized, national
electronic collection. The system of records contains information that
OPM, through its Central Campaign Administrator (CCA) contractor(s),
collects, maintains, and uses regarding individuals who make charitable
contributions to eligible non-profit organizations through the Combined
Federal Campaign (CFC).
The CFC is the largest workplace giving campaign in the world.
Since its inception in 1961, Federal employees have pledged more than
$8 billion to thousands of qualified local, national, and international
charities. Through 2016, the CFC was administered in over 120 local
areas across the country and overseas. Charities applied to
participate, either as an independent charity or a member of a
federation, by submitting an application to either OPM or to one of the
local CFC offices. Similarly, Federal, Postal and military personnel
donated through the CFC by submitting a completed paper or electronic
pledge form to their payroll office and/or the local administrator in
their local CFC office. The local administrators, known as Principal
Combined Fund Organizations (PCFO), collected and maintained
information about the donors, their contribution, and their designated
charitable organizations to process and account for donor
contributions. The PCFO collected cash, checks, or credit card
contributions directly from the donors or from the donors' payroll
offices if the donors had chosen to make contributions via payroll
deduction. The PCFO then made payments directly to the individual
charities or federations chosen by the donors.
Based on recommendations from a Federal Advisory Committee known as
the CFC 50 Commission established in 2011 to study the CFC and
determine how to streamline and improve the program, OPM is now
centralizing two core components of the CFC: (a) The applications
submitted by charities and federations that want to participate in the
CFC; and (b) the contributions from individuals who wish to support
those charities. Accordingly, the CFC Online Application System
(cfccharities.opm.gov) and the CFC Online Donation System
(cfcgiving.opm.gov) will replace the paper and electronic systems that
were operated by the PCFOs. Individuals will submit their donation
information either electronically through the CFC Online Donation
System or by filling out a paper pledge form, which the CCA will then
scan into the electronic system. In addition to centralizing the CFC
functions, OPM is also expanding the donor pool by allowing civilian
annuitants and military retirees to participate and by permitting
Federal employees to pledge volunteer hours in addition to financial
gifts.
The records collected from the individual donors and the
participating charities will now be maintained in one central location
as the OPM/Central-20 National CFC System. This newly established
system of records will be included in OPM's inventory of records
systems. In accordance with 5 U.S.C. 552a(r), OPM has provided a report
of this system of records to the Office of Management and Budget and to
Congress.
U.S. Office of Personnel Management.
Kathleen M. McGettigan,
Acting Director.
SYSTEM NAME AND NUMBER:
National CFC System, OPM/Central-20.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The Office of the Combined Federal Campaign, Office of Personnel
Management, 1900 E Street NW., Suite 6484, Washington, DC 20415, is
responsible for this system of records. By contract, CFC's Central
Campaign Administrator(s) in Madison, Wisconsin, through its
subcontractors, maintains records in a government-approved cloud server
accessed through secure data centers in the continental United States.
SYSTEM MANAGER(S):
Director, Office of the Combined Federal Campaign, U.S. Office of
Personnel Management, 1900 E Street NW., Suite 6484, Washington, DC
20415, Phone 202-606-2564 or [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order (EO) 12353 (March 23, 1982), EO 12404 (February 10,
1983), and EO 13743 (October 13, 2016); 5 CFR part 950; Public Law 100-
202, and Public Law 102-393 (5 U.S.C. 1101 Note).
PURPOSE(S) OF THE SYSTEM:
The purpose of the system is to permit OPM and its contractors
serving as Central Campaign Administrators (CCA) for the CFC, to
accurately receive, process, and account for charitable donations made
by Federal employees, retirees, and others; make payments to charitable
organizations; and address inquiries from donors and other
stakeholders, including Federal agencies, charitable organizations, and
Congress, as necessary. In addition, information in this system of
records that is obtained from charitable organizations is used to
approve or deny an applicant's participation in the CFC and to
adjudicate appeals by charities that are denied. This system of records
also supports the production of summary, de-identified descriptive
statistics and analytical studies pertaining to the CFC program.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
a. Federal employees, civilian annuitants, military retirees, and
contractors who voluntarily participate in the CFC program via a one-
time or recurring gift; and
b. Individuals who serve as points of contact for charitable
organizations that participate or apply to participate in the CFC.
CATEGORIES OF RECORDS IN THE SYSTEM:
a. Name;
b. Social Security Number or other employee identification number
used by a Federal payroll or retirement system;
c. Work address;
d. Home address;
e. Phone number;
f. Government email address;
g. Secondary email address;
h. Employment information (to include, but not limited to, Federal
agency or military branch, department/unit, office, military service,
commands, etc.);
i. Charity or charities designated;
j. Amount of donation, in dollars or hours;
k. Credit card information, including credit card number and
expiration date;
l. Bank account number and bank routing number;
m. Authorization to release name and other information to
charities;
n. Charity and federation application data to meet qualifications
of 5 CFR 950;
o. Usernames and passwords for accounts used by donors or applying
charities to access the CFC Web sites;
p. Security questions and answers (for resetting passwords); and
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q. Help desk ticket information.
RECORD SOURCE CATEGORIES:
Records are obtained from individuals who choose to participate in
the CFC; charitable organizations that apply to participate in the CFC;
and individuals who contact the CFC help desk.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside OPM as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To the Department of Justice, including Offices of the U.S.
Attorneys; another federal agency conducting litigation or in
proceedings before any court, adjudicative, or administrative body;
another party in litigation before a court, adjudicative, or
administrative body; or to a court, adjudicative, or administrative
body. Such disclosure is permitted only when it is relevant or
necessary to the litigation or proceeding and one of the following is a
party to the litigation or has an interest in such litigation:
(1) OPM, or any component thereof;
(2) Any employee or former employee of OPM in his or her official
capacity;
(3) Any employee or former employee of OPM in his or her individual
capacity where the Department of Justice or OPM has agreed to represent
the employee;
(4) The United States, a Federal agency, or another party in
litigation before a court, adjudicative, or administrative body, upon
the OPM General Counsel's approval, pursuant to 5 CFR part 295 or
otherwise.
b. To the appropriate Federal, State, or local agency responsible
for investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, when a record, either on its face or in
conjunction with other information, indicates or is relevant to a
violation or potential violation of civil or criminal law or
regulation.
c. To a member of Congress from the record of an individual in
response to an inquiry made at the request of the individual to whom
the record pertains.
d. To the National Archives and Records Administration (NARA) for
records management inspections being conducted under the authority of
44 U.S.C. 2904 and 2906.
e. To appropriate agencies, entities, and persons when (1) OPM
suspects or has confirmed that there has been a breach of the system of
records,[middot] (2) OPM has determined that as a result of the
suspected or confirmed breach there is a risk of harm to individuals,
OPM (including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with OPM's efforts to respond to the suspected or
confirmed breach or to prevent, minimize, or remedy such harm.
f. To another Federal agency or Federal entity, when OPM determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including
its information systems, programs, and operations), the Federal
Government, or national security, resulting from a suspected or
confirmed breach.
g. To contractors, grantees, experts, consultants, or volunteers
performing or working on a contract, service, grant, cooperative
agreement, or other assignment for OPM when necessary to accomplish an
agency function related to this system of records. Individuals provided
information under this routine use are subject to the same Privacy Act
requirements and limitations on disclosure as are applicable to OPM
employees.
h. To an individual's payroll office or retirement service to
facilitate accurate payroll and annuity deductions requested by the
individual.
i. To credit card companies, banks, and other financial
institutions in order to process an individual's one-time or recurring
donation.
j. To independent public accounting firms to conduct audits of the
CFC, but only such information as is necessary and relevant to the
specific audit being conducted.
k. To charitable organizations and federations in order to provide
them with monetary donations and time pledged and, where individual
donors have so authorized, information about the individual donors.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The records in this system of records are encrypted and stored
electronically in a government-approved cloud server pursuant to a
contract between OPM and the CFC's Central Campaign Administrators.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by name or other personal identifier.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Pursuant to 5 CFR 950.604, CFC records must be retained for at
least three completed campaign periods. OPM is currently developing a
records schedule to submit to the National Archives and Records
Administration for approval.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records in the system are protected from unauthorized access and
misuse through various administrative, technical and physical security
measures. OPM security measures are in compliance with the Federal
Information Security Modernization Act (Pub. L. 113-283), associated
OMB policies, and applicable standards and guidance from the National
Institute of Standards and Technology (NIST).
RECORD ACCESS PROCEDURES:
Individuals may access their own records by logging into
cfcgiving.opm.gov with their email address, password, and a multi-
factor authentication token (i.e., a one-time password or code sent to
the user's email account or phone). Those who need assistance with this
may contact the CFC Customer Care Center at 608-237-4898 (local/
international) or 800-797-0098 (toll free). Additionally,
representatives of CFC-participating organizations and federal employee
application reviewers who need assistance accessing their information
on cfccharities.opm.gov can call 608-237-4935 (local/international) or
888-232-4935 (toll free).
Alternatively, individuals seeking notification of and access to
their records in this system of records may submit a request in writing
to the Office of Personnel Management, Office of the Combined Federal
Campaign, 1900 E Street NW., Washington, DC 20415. Individuals must
furnish the following information for their records to be located:
1. Full name.
2. Date of birth.
3. Social Security Number.
4. Signature.
5. Available information regarding the type of information
requested.
6. The reason why the individual believes this system contains
information about him/her.
7. The address to which the information should be sent.
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Individuals requesting access must also comply with OPM's Privacy
Act regulations regarding verification of identity and access to
records (5 CFR 297).
CONTESTING RECORD PROCEDURES:
Individuals may modify or correct their own records by logging into
cfcgiving.opm.gov with their email address, password, and a multi-
factor authentication token (i.e., a one-time password or code sent to
the user's email account or phone). Those who need assistance with this
may contact the CFC Customer Care Center at 608-237-4898 (local/
international) or 800-797-0098 (toll free). Additionally,
representatives of CFC-participating organizations and federal employee
application reviewers who need to update records on
cfccharities.opm.gov can call 608-237-4935 (local/international) or
888-232-4935 (toll free).
Alternatively, individuals may request that records about them be
amended by writing to the Office of Personnel Management, Office of the
Combined Federal Campaign, 1900 E Street NW., Washington, DC 20415 and
furnish the following information for their records to be located:
1. Full name.
2. Date of birth.
3. Social Security Number.
4. Local CFC name or city, state and zip code of their duty station
5. Signature.
6. Precise identification of the information to be amended.
Individuals requesting amendment must also follow OPM's Privacy Act
regulations regarding verification of identity and amendment to records
(5 CFR 297).
NOTIFICATION PROCEDURES:
See ``Record Access Procedure.''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
[FR Doc. 2017-26105 Filed 12-4-17; 8:45 am]
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