[Federal Register Volume 88, Number 118 (Wednesday, June 21, 2023)]
[Notices]
[Pages 40270-40272]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-13090]


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FEDERAL RESERVE SYSTEM


Privacy Act of 1974; System of Records

AGENCY: Board of Governors of the Federal Reserve System.

ACTION: Notice of a modified system of records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, notice 
is given that the Board of Governors of the Federal Reserve System 
(Board) proposes to modify an existing system of records, entitled 
BGFRS-9, ``FRB--Supplier Files.'' BGFRS-9 includes the supplier 
information form, W-9 tax identification document, and any other 
information pertaining to a supplier's status.

DATES: Comments must be received on or before July 21, 2023. This new 
system of records will become effective July 21, 2023, without further 
notice, unless comments dictate otherwise.
    The Office of Management and Budget (OMB), which has oversight 
responsibility under the Privacy Act, requires a 30-day period prior to 
publication in the Federal Register in which to review the system and 
to provide any comments to the agency. The public is then given a 30-
day period in which to comment, in accordance with 5 U.S.C. 552a(e)(4) 
and (11).

ADDRESSES: You may submit comments, identified by BGFRS-9 ``FRB--
Supplier Files,'' by any of the following methods:
     Agency Website: https://www.federalreserve.gov. Follow the 
instructions for submitting comments at https://www.federalreserve.gov/apps/foia/proposedregs.aspx.
     Email: [email protected]. Include SORN name 
and number in the subject line of the message.
     Fax: (202) 452-3819 or (202) 452-3102.
     Mail: Ann E. Misback, Secretary, Board of Governors of the 
Federal Reserve System, 20th Street and Constitution Avenue NW, 
Washington, DC 20551.
    In general, all public comments will be made available on the 
Board's website at www.federalreserve.gov/generalinfo/foia/ProposedRegs.cfm as submitted, and will not be modified to remove 
confidential, contact or any identifiable information. Public comments 
may also be viewed electronically or in paper in Room M-4365A, 2001 C 
St. NW Washington, DC 20551, between 9:00 a.m. and 5:00 p.m. during 
Federal business weekdays.

FOR FURTHER INFORMATION CONTACT: David B. Husband, Senior Counsel, 
(202) 530-6270, or [email protected]; Legal Division, Board of 
Governors of the Federal Reserve System, 20th Street and Constitution 
Avenue NW, Washington, DC 20551. For users of telephone systems via 
text telephone (TTY) or any TTY-based Telecommunications Relay 
Services, please call 711 from any telephone, anywhere in the United 
States.

SUPPLEMENTARY INFORMATION: The Board is replacing its enterprise 
business system (EBS) and is making minor modifications to the system. 
The Board is modifying the records source categories section to reflect 
that the new system will no longer store information related to travel 
expenses and updating the category of records section to explicitly 
include wire bank information. The Board is also updating the records 
retention section to reflect that the records can be destroyed six 
years after final payment or cancellation, but longer retention is 
authorized if required for business use. Finally, the Board is also 
making minor updates to the system manager and system location as well 
as the storage and retrieval of records sections. The Board is also 
updating the ``Routine Uses'' section to incorporate a link to the 
Board's general routine uses. The Board is not amending or establishing 
any new routine uses.
    The Board is also making technical changes to BGFRS-9 consistent 
with the template laid out in OMB Circular No. A-108. Accordingly, the 
Board has made technical corrections and non-substantive revisions to 
the following categories: ``Policies and Practices for Storage of 
Records,'' ``Policies and Practices for Retrieval of Records,'' 
``Policies and Practices for Retention and Disposal of Records,'' 
``Administrative, Technical and Physical Safeguards,'' ``Record Access 
Procedures,'' ``Contesting Record Procedures,'' and ``Notification 
Procedures.'' The Board has also added new fields for ``Security 
Classification'' and ``History.''

SYSTEM NAME AND NUMBER:
    BGFRS-9 ``FRB--Supplier Files''.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Board of Governors of the Federal Reserve System, 20th Street and 
Constitution Avenue NW, Washington, DC 20551. Some data will be hosted 
by third-party vendors, in government clouds managed by Workday and 
Coupa, located at 6110, Stoneridge Mall Road, Pleasanton, CA 94588 and 
1855 S

[[Page 40271]]

Grant Street, San Mateo, CA 94402 respectively.

SYSTEM MANAGER(S):
    Stefani Nick, Manager Procurement Policy and Compliance, Division 
of Financial Management, Board of Governors of the Federal Reserve 
System, 20th Street and Constitution Avenue NW, Washington, DC 20551, 
202-452-2509 or [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sections 10 and 11 of the Federal Reserve Act (12 U.S.C. 244 and 
248), and Executive Order 9397.

PURPOSE(S) OF THE SYSTEM:
    These records are collected and maintained to assist the Board in 
tracking and paying suppliers and completing reports for the Internal 
Revenue Service.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who supply contracted goods and/or services to the 
Board, speakers, applicants, or other individuals to whom the Board 
provides reimbursement for fees, travel or other expenses (collectively 
referred to as ``suppliers'').

CATEGORIES OF RECORDS IN THE SYSTEM:
    Supplier Information Form, W-9 Tax Identification Document, and any 
other information pertaining to the supplier's status. The Supplier 
Information Form contains the following information: individual's name, 
social security number or taxpayer identification number, address, 
telephone/fax numbers, email address, contact name/telephone number, 
supplier classification (such as vendor, speaker, or applicant), and 
EFT or wire bank information.

RECORD SOURCE CATEGORIES:
    Information is provided by the individual to whom the record 
pertains and information from contract documents.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    General routine uses A, C, D, G, I, and J, apply to this system. 
These general routine uses are located at https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf and are published in the Federal Register at 83 
FR 43872 at 43873-74 (August 28, 2018). Records may also be used to 
disclose information to the Internal Revenue Service to report payments 
that may be considered income to the suppliers.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Paper records in this system are stored in locked file cabinets 
with access limited to staff with a need to know. Electronic records 
are stored on a secure server with access limited to staff with a need 
to know.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Paper records can be retrieved by a supplier's name. Electronic 
records can be retrieved by name, social security number, taxpayer 
identification number, purchase order number, or other identifier.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Destroy six years after final payment or cancellation, but longer 
retention is authorized if required for business use. The final payment 
of cancellation is based on the final payment of the contract, and not 
each individual payment to the vendor.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are secured by lock and key and electronic files are 
stored on secure servers. The system has the ability to track 
individual user actions within the system. The audit and accountability 
controls are based on NIST and Board standards which, in turn, are 
based on applicable laws and regulations. The controls assist in 
detecting security violations and performance or other issues in the 
system. Access to the system is restricted to authorized users within 
the Board who require access for official business purposes. Users are 
classified into different roles and common access and usage rights are 
established for each role. User roles are used to delineate between the 
different types of access requirements such that users are restricted 
to data that is required in the performance of their duties. Periodic 
assessments and reviews are conducted to determine whether users still 
require access, have the appropriate role, and whether there have been 
any unauthorized changes.

RECORD ACCESS PROCEDURES:
    The Privacy Act allows individuals the right to access records 
maintained about them in a Board system of records. Your request for 
access must: (1) contain a statement that the request is made pursuant 
to the Privacy Act of 1974; (2) provide either the name of the Board 
system of records expected to contain the record requested or a concise 
description of the system of records; (3) provide the information 
necessary to verify your identity; and (4) provide any other 
information that may assist in the rapid identification of the record 
you seek.
    The Board handles all Privacy Act requests as both a Privacy Act 
request and as a Freedom of Information Act request. The Board does not 
charge fees to a requestor seeking to access or amend his/her Privacy 
Act records.
    You may submit your Privacy Act request to the--Secretary of the 
Board, Board of Governors of the Federal Reserve System, 20th Street 
and Constitution Avenue NW, Washington, DC 20551.
    You may also submit your Privacy Act request electronically by 
filling out the required information at: https://foia.federalreserve.gov/.

CONTESTING RECORD PROCEDURES:
    The Privacy Act allows individuals to seek amendment of information 
that is erroneous, irrelevant, untimely, or incomplete and is 
maintained in a system of records that pertains to them. To request an 
amendment to your record, you should clearly mark the request as a 
``Privacy Act Amendment Request.'' You have the burden of proof for 
demonstrating the appropriateness of the requested amendment and you 
must provide relevant and convincing evidence in support of your 
request.
    Your request for amendment must: (1) provide the name of the 
specific Board system of records containing the record you seek to 
amend; (2) identify the specific portion of the record you seek to 
amend; (3) describe the nature of and reasons for each requested 
amendment; (4) explain why you believe the record is not accurate, 
relevant, timely, or complete; and (5) unless you have already done so 
in a related Privacy Act request for access or amendment, provide the 
necessary information to verify your identity.

NOTIFICATION PROCEDURES:
    Same as ``Access procedures'' above. You may also follow this 
procedure in order to request an accounting of previous disclosures of 
records pertaining to you as provided for by 5 U.S.C. 552a(c).

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    This SORN was previously published in the Federal Register at 73 FR 
24984 at 24994-995 (May 6, 2008). The SORN was also amended to 
incorporate two

[[Page 40272]]

new routine uses required by OMB at 83 FR 43872 (August 28, 2018).

    Board of Governors of the Federal Reserve System.
Michele Taylor Fennell,
Deputy Associate Secretary of the Board.
[FR Doc. 2023-13090 Filed 6-20-23; 8:45 am]
BILLING CODE P