[Federal Register Volume 84, Number 195 (Tuesday, October 8, 2019)]
[Notices]
[Pages 53763-53766]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-21925]


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NATIONAL FOUNDATION ON THE ARTS AND THE HUMANITIES

Institute of Museum and Library Services


Privacy Act of 1974; System of Records

AGENCY: Institute of Museum and Library Services (IMLS), National 
Foundation on the Arts and the Humanities.

ACTION: Notice of modified systems of records.

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SUMMARY: The Institute of Museum and Library Services (IMLS), is 
publishing an amendment of its systems of records to provide updated 
information. The Notice includes descriptions of the agency's systems 
of records and the ways they are maintained, as required by the Privacy 
Act of 1974.

DATES: The amended system is effective upon date of publication.

ADDRESSES: Nancy E. Weiss, Senior Agency Official for Privacy, 
Institute of Museum and Library Services, 955 L'Enfant Plaza North SW, 
4th Floor, Washington, DC 20024. Email: [email protected]. Telephone: 
(202) 653-4657.

FOR FURTHER INFORMATION CONTACT: Nancy E. Weiss, (202) 653-4657, 
[email protected].

SUPPLEMENTARY INFORMATION: In accordance with 5 U.S.C. 552a(e)(4), IMLS 
today is publishing an amended notice of the existence and character of 
its systems of records in order to make available in one place in the 
Federal Register the most up-to-date information regarding these 
systems.

Statement of General Routine Uses

    The following general routine uses are incorporated by reference 
into each system of records set forth herein, unless specifically 
limited in the system description.
    1. A record may be disclosed as a routine use to a Member of 
Congress or his or her staff, when the Member of Congress or his or her 
staff requests the information on behalf of, and at the request of, the 
individual who is the subject of the record.
    2. A record may be disclosed as a routine use to designated 
officers and employees of other agencies and departments of the Federal 
government having an interest in the subject individual for employment 
purposes (including the hiring or retention of any employee; the 
issuance of a security clearance; the letting of a contract; or the 
issuance of a license, grant, or other benefits by the requesting 
agency) to the extent that the information is relevant and necessary to 
the requesting agency's decision on the matter involved.
    3. In the event that a record in a system of records maintained by 
IMLS indicates, either by itself or in combination with other 
information in IMLS's possession, a violation or potential violation of 
the law (whether civil, criminal, or regulatory in nature, and whether 
arising by statute or by regulation, rule, or order issued pursuant 
thereto), that record may be referred, as a routine use, to the 
appropriate agency, whether Federal, State, local, or foreign, charged 
with investigating or prosecuting such violation, or charged with 
enforcing or implementing the statute, rule, regulation, or order 
issued pursuant thereto. Such referral shall be deemed to authorize: 
(1) Any and all appropriate and necessary uses of such records in a 
court of law or before an administrative board or hearing; and (2) Such 
other interagency referrals as may be necessary to carry out the 
receiving agencies' assigned law enforcement duties.
    4. The names, Social Security numbers, home addresses, dates of 
birth, dates of hire, quarterly earnings, employer identifying 
information, and State of hire of employees may be disclosed as a 
routine use to the Office of Child Support Enforcement, Administration 
for Children and Families, Department of Health and Human Services, as 
follows:
    (a) For use in the Federal Parent Locator System (FPLS) and the 
Federal Tax Offset System for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and Work 
Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
    (b) For release to the Social Security Administration for the 
purpose of verifying Social Security numbers in connection with the 
operation of FPLS; and
    (c) For release to the U.S. Department of the Treasury (Treasury) 
for the purpose of payroll, savings bonds, and other deductions; 
administering the Earned Income Tax Credit Program (section 32, 
Internal Revenue Code of 1986); and verifying a claim with respect to 
employment on a tax return, as required by the Personal Responsibility 
and Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
    5. A record may be disclosed as a routine use in the course of 
presenting evidence to a court, magistrate, or

[[Page 53764]]

administrative tribunal of appropriate jurisdiction, and such 
disclosure may include disclosures to opposing counsel in the course of 
settlement negotiations.
    6. Information from any system of records may be used as a data 
source for management information, for the production of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel management functions or manpower studies. Information 
also may be disclosed to respond to general requests for statistical 
information (without personal identification of individuals) under the 
Freedom of Information Act.
    7. A record may be disclosed as a routine use to a contractor, 
expert, or consultant of IMLS (or an office within IMLS) when the 
purpose of the release is to perform a survey, audit, or other review 
of IMLS's procedures and operations.
    8. A record from any system of records may be disclosed as a 
routine use to the National Archives and Records Administration as part 
of records management inspections conducted under the authority of 44 
U.S.C. 2904 and 2906.
    9. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the record to be released reflects 
serious inadequacies with the recipient's personnel, and disclosure of 
the record is for the purpose of permitting the recipient to effect 
corrective action in the government's best interest.
    10. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the recipient has incurred indebtedness 
to the government through its receipt of government funds, and the 
release of the record is for the purpose of allowing the debtor to 
effect a collection against a third party.
    11. Information in a system of records may be disclosed as a 
routine use to the Treasury; other Federal agencies; ``consumer 
reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
U.S.C. 1681a(f), or the Federal Claims Collection Act of 1966, 31 
U.S.C. 3701(a)(3)); or private collection contractors for the purpose 
of collecting a debt owed to the Federal Government as provided in the 
regulations promulgated by IMLS at 45 CFR 1183.
    12. A record may be disclosed to appropriate agencies, entities, 
and persons when (1) IMLS suspects or has confirmed that there has been 
a breach of the system of records, (2) IMLS has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, IMLS (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 IMLS's efforts to respond to the 
suspected or confirmed breach or to prevent, minimize, or remedy such 
harm.
    13. A record may be disclosed to another Federal agency or Federal 
entity, when IMLS determines that information from the 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.

Table of Contents

    This document gives notice that the following IMLS systems of 
records are in effect:

    IMLS-1 Electronic Grant Management System
    IMLS-3 Federal Personnel and Payroll System
    IMLS-4 Financial Management System--Delphi
IMLS-1

SYSTEM NAME:
    Electronic Grant Management System.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of the Chief Information Officer, Institute of Museum and 
Library Services, 955 L'Enfant Plaza North SW, 4th Floor, Washington, 
DC 20024. Authorized personnel may access IMLS's electronic grant 
management system (eGMS) via an online portal.

SYSTEM MANAGER(S):
    Deputy Directors of the Office of Museum Services and Office of 
Library Services, Institute of Museum and Library Services, 955 
L'Enfant Plaza North SW, 4th Floor, Washington, DC 20024.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2018 (20 U.S.C. 9101 et 
seq.)

PURPOSE(S) OF THE SYSTEM:
    To provide a central repository for information about expert 
reviewers, grant applicants, award recipients, and awards.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have applied to or have served as peer review 
panelists.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of individuals, home and work addresses, telephone numbers, 
email addresses, Social Security Numbers (only from those panelists 
receiving payment from IMLS), identification numbers assigned by IMLS, 
review group assignments, and other data concerning potential and 
actual reviewers, including area of expertise, institutional 
affiliations, peer reviewer notes and application grading, payment and/
or travel reimbursement information, grant application materials, and 
written communication with IMLS.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of grants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for the selection of reviewers and 
payment of honoraria to panelists, and general administration of the 
grant review process (evaluation of applications for federal 
assistance, management of active grants, communication with grantees, 
and processing of disbursement of grant funds). See also the list of 
General Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in an electronic database and 
digital file repository.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, email address, eGMS 
identification number, review group assignment, or by the 
identification number of an application.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are updated on a continuing basis when 
reviewers are assigned to a review group and as new information is 
received. Records will be removed only in accordance with the 
disposition authority provided by IMLS records schedules.

[[Page 53765]]

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to records in this system by IMLS staff is controlled by 
password and dual factor authentication, with different levels of 
modification rights assigned to individuals and offices at IMLS based 
upon their specific job functions. Access limited to authorized 
personnel whose duties require such access, and to those functions 
necessary for the performance of their duties. IMLS provides grant 
applicants and peer review panelists individual accounts with access 
restricted to only those grant applications with which the individual 
is affiliated.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1182.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    84 FR 52540.
IMLS-3

SYSTEM NAME:
    Federal Personnel and Payroll System.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Institute of Museum and Library Services, 955 L'Enfant Plaza North 
SW, 4th Floor, Washington, DC 20024, U.S. Department of Interior, 
Interior Business Center, Denver, Colorado.

SYSTEM MANAGER(S):
    Human Resources Officer, Institute of Museum and Library Services, 
955 L'Enfant Plaza North SW, 4th Floor, Washington, DC 20024.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2018 (20 U.S.C. 9101 et 
seq.); Federal Personnel Manual and Treasury Fiscal Requirements 
Manual.

PURPOSE(S) OF THE SYSTEM:
    To document IMLS's personnel processes and to calculate and process 
payroll.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of IMLS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Payroll and personnel information, such as time and attendance 
data, statements of earnings and leave, training data, wage and tax 
statements, and payroll and personnel transactions. This system 
includes data that also is maintained in IMLS's official personnel 
folders, which are managed in accordance with Office of Personnel 
Management (OPM) regulations. The OPM has given notice of its system of 
records covering official personnel folders in OPM/GOVT-1.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of personnel and payroll processes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be transmitted to the U.S. Department of 
Interior, Interior Business Center, U.S. Department of Treasury, and 
employee-designated financial institutions to affect issuance of 
paychecks to employees and distributions of pay according to employee 
directions for authorized purposes. Data in this system also may be 
used to prepare payroll, meet government recordkeeping and reporting 
requirements, and retrieve and apply payroll and personnel information 
as required for agency needs. See also the list of General and Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic records in this system are maintained off-site by the 
Department of Interior, Interior Business Center (IBC). Paper records 
generated through the NBC are maintained in file cabinets in secured 
storage areas by the Offices of the Chief Financial Officer and Human 
Resources after arriving at IMLS. Discipline offices also may use file 
cabinets in secured storage areas to maintain paper records concerning 
performance reviews and other personnel actions in their divisions.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, Social Security 
number, or date of birth.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The Human Resources Officer maintains paper records in this system 
in accordance with the General Services Administration's General 
Records Schedule 2. Division offices may maintain paper records 
concerning performance reviews and other personnel actions in their 
divisions for the duration of an individual's employment with IMLS.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to the electronic records in this system is controlled by 
password on the limited number of IMLS computers that can be used to 
draw information from the IBC. File cabinets containing the paper 
records in this system either are kept locked during non-business hours 
or are located in rooms that are kept locked during non-business hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1182.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    84 FR 52540.
IMLS-4

SYSTEM NAME:
    Financial Management System--Delphi.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Enterprise Services Center, 6500 MacArthur Boulevard, Oklahoma 
City, OK 73169.

SYSTEM MANAGERS(S):
    Office of the Chief Financial Officer, Institute of Museum and 
Library Services, 955 L'Enfant Plaza North SW, 4th Floor, Washington, 
DC 20024.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Museum and Library Services Act of 2018 (20 U.S.C. 9101 et 
seq.).

PURPOSE(S) OF THE SYSTEM:
    To provide a central repository of all financial transactions to 
enable IMLS to meet its statutory reporting requirements to the Office 
of Management and Budget, the U.S. Department of Treasury, and 
Congress.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of IMLS, application reviewers, grantees, vendors and 
other Federal Government organizations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, telefax number, email address, 
payment

[[Page 53766]]

information, including banking information. This system data is 
maintained in an Oracle Database.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from IMLS employees involved in the administration 
of grants, travel, and vendor processes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for the general administration of 
the grant management process and the IMLS accounting process. See also 
the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic records in this system are maintained off-site by the 
Department of Transportation's Enterprise Services Center. Associated 
paper records are also maintained at the Enterprise Services Center. 
Discipline offices also may use locking file cabinets to maintain paper 
records concerning financial transactions processed in their divisions.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name and/or purchase order 
number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this database are maintained and updated on a daily 
basis as financial transactions are processed. Discipline offices 
maintain paper files that grow as financial transactions are submitted 
to the Enterprise Services Center for processing. Records are disposed 
of in accordance with the General Services Administration's General 
Records Schedule.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Authorized IMLS staff use passwords via a remote secure VPN to gain 
access to the database. Rooms containing the records in this system are 
kept locked during non-working hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1182.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1182.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1182.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    84 FR 52540.

    Dated: October 3, 2019.
Amanda Bakale,
Assistant General Counsel, Institute of Museum and Library Services.
[FR Doc. 2019-21925 Filed 10-7-19; 8:45 am]
BILLING CODE 7036-01-P