Notice2021-17901
Privacy Act of 1974; Modify System of Records Notice
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
August 20, 2021
Issuing agencies
General Services Administration
Abstract
GSA proposes to modify a system of records subject to the Privacy Act of 1974, as amended.
Full Text
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<title>Federal Register, Volume 86 Issue 159 (Friday, August 20, 2021)</title>
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[Federal Register Volume 86, Number 159 (Friday, August 20, 2021)]
[Notices]
[Pages 46849-46851]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-17901]
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GENERAL SERVICES ADMINISTRATION
[Notice-ID-2021-02; Docket No. 2021-0002; Sequence No. 7]
Privacy Act of 1974; Modify System of Records Notice
AGENCY: General Services Administration, (GSA).
ACTION: Notice.
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SUMMARY: GSA proposes to modify a system of records subject to the
Privacy Act of 1974, as amended.
DATES: Applicable: September 20, 2021.
FOR FURTHER INFORMATION CONTACT: Call or email the GSA Chief Privacy
Officer: telephone 202-322-8246; email <a href="/cdn-cgi/l/email-protection#88effbe9a6f8fae1fee9ebf1e9ebfcc8effbe9a6efe7fe"><span class="__cf_email__" data-cfemail="9bfce8fab5ebe9f2edfaf8e2faf8efdbfce8fab5fcf4ed">[email protected]</span></a>.
ADDRESSES: Submit comments identified by ``Notice-ID-2021-02, Modify
System of Records'' via <a href="http://www.regulations.gov">http://www.regulations.gov</a>. Search
<a href="http://regulations.gov">regulations.gov</a> for Notice-ID-2021-02, Modified System of Records
Notice. Select the link ``Comment'' that corresponds with ``Notice-ID-
2021-02, Modified System of Records Notice.'' Follow the instructions
provided on the screen. Please include your name, company name (if
any), and ``Notice-ID-2021-02, Modified System of Records Notice'' on
your attached document. If your comment cannot be submitted using
<a href="http://regulations.gov">regulations.gov</a>, call or email the points of contact in the FOR FURTHER
INFORMATION CONTACT section of this document for alternate
instructions.
SUPPLEMENTARY INFORMATION: GSA proposes to modify a system of records
subject to the Privacy Act of 1974, 5 U.S.C. 552a. The system will
provide for the collection of information to track and manage the Art
in Architecture program, the National Artist Registry and the fine arts
collection. The Design Excellence program, within the Office of the
Chief Architect, is now also using The Museum System (TMS) to manage
the Peer Program. The privacy information within the system will be
accessed and used by GSA employees in the Art in Architecture, Fine
Arts and the Design Excellence programs.
Richard Speidel,
Chief Privacy Officer, Office of the Deputy Chief Information Officer,
General Services Administration.
SYSTEM NAME:
GSA/PBS-7 (The Museum System--TMS)
SYSTEM LOCATION:
The system is maintained for GSA under contract, and the records
are maintained in electronic form. The system and records are located
at the vendor location in RTP Data Center (GSA Building Code NC9999),
109 T.W. Alexander Drive, Research Triangle Park, NC 27711.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals in the Art in Architecture, Fine Arts, and the Design
Excellence programs, including those in the fine arts collection, and
in the National Artist Registry, and the Design Excellence Peer
Program.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains information needed for managing the Art in
Architecture, Fine Arts, and the Design Excellence Peer programs, which
includes access to information on artists represented in the fine arts
collection, artists in the National Registry, and participants in the
Design Excellence Peer program. Records may include but are not limited
to: (1) Biographical data such as name, birth date, and educational
level; and (2) contact information such as telephone number, street
address and email address.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Property and Administrative Services Act of 1949 (40
U.S.C. 501 et seq., Federal Management Regulation Sec. 102-76.10.
PURPOSE:
To establish and maintain an electronic system to manage and track
all details pertaining to the full life cycle of Art in Architecture
projects and manage the National Artist Registry, and the Design
Excellence Peer program in support of the Art in Architecture program.
The system will also support the PBS Fine Arts program to safeguard the
fine arts collection against waste, loss and unauthorized use or
misappropriation.
ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND
THEIR PURPOSES FOR USING THE SYSTEM.
System information may be accessed and used by employees of the Art
in Architecture and Fine Art, and the Design Excellence Peer programs
to manage, track, verify, and update system information.
Information from this system also may be disclosed as a routine
use:
a. In any legal proceeding, where pertinent, to which GSA, a GSA
employee, or the United States is a party before a court or
administrative body.
b. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute, rule,
regulation, or order when GSA becomes aware of a violation or
[[Page 46850]]
potential violation of civil or criminal law or regulation.
c. To an appeal, grievance, hearing, or complaints examiner; an
equal employment opportunity investigator, arbitrator, or mediator; and
an exclusive representative or other person authorized to investigate
or settle a grievance, complaint, or appeal filed by an individual who
is the subject of the record.
d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), and the Government Accountability Office
(GAO) in accordance with their responsibilities for evaluating Federal
programs.
e. To a Member of Congress or his or her staff on behalf of and at
the request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration (NARA) for
records management purposes.
h. Consistent with professional practices in other arts
institutions, nationality and year of birth may be disclosed to the
public when relevant to an artist's work.
i. To appropriate agencies, entities, and persons when (1) GSA
suspects or has confirmed that there has been a breach of the system of
records, (2) GSA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, GSA (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 GSA's efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm.
j. To another Federal agency or Federal entity, when GSA 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.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND
RETAINING, AND DISPOSING OF SYSTEM RECORDS: STORAGE:
All records are stored electronically.
RETRIEVABILITY:
Records are retrievable based on any information captured,
including but not limited to: Name, date of birth, place of birth, and
current address.
SAFEGUARDS:
System records are safeguarded in accordance with the requirements
of the Privacy Act. Access is limited to authorized individuals with
passwords, and the database is maintained behind a firewall certified
by the National Computer Security Association.
RETENTION AND DISPOSAL:
121.1/011 Durable Property Records.
This series contains records of both federally-owned and leased
buildings used to document standing arrangements with local entities,
and reference documents for ongoing management and planning and/or
improvements to the properties. These records are maintained for
compliance and often included in the design specifications for
construction and other improvement projects throughout the property's
lifecycle. These records include permits, easements, agreements,
commissioning and dedication documents, building evaluation and
construction program planning records for that building, records
related to environmental safety, fire, life, and security of the
property, routine property evaluation and disposal case files, and
related records.
Retention: Temporary. Cut off at the end of the fiscal year when
building is sold, transferred, closed, or otherwise disposed of.
Destroy 10 years after cutoff.
Legal Authority: DAA-0121-2015-0001-0002 (121.1/011).
121.1/040 Significant Art Inventory Records.
This series contains records used in identifying items within the
building that are removable or replaceable, or have a significant
historical and/or architectural value. For art associated with a
building (such as statuary, paintings, and architectural features),
records such as inventories, case files, art maintenance records, art
appraisals and art restoration documents and related materials are
included.
Retention: Permanent. Cut off at the end of the fiscal year when
the case file is closed, the artifact is destroyed, transferred, or
otherwise de-accessioned. Transfer to NARA 15 years after cutoff.
Legal Authority: DAA-0121-2015-0001-0007 (121.1/040).
121.1/041 Routine Equipment and Art Inventory Records.
This series contains records used in identifying equipment and
items within the building that are removable or replaceable. Included
are inventories of heating, electrical, plumbing, and air handling
equipment, vertical transportation equipment and records related to
recording the condition, maintenance, and associated schedules,
documentation, and schematics for that equipment. For managing
statuary, paintings, and architectural features associated with a
building, records include routine correspondence and maintenance
reports, exhibition and curated collections management documents,
proposal submissions, and other records not filed under 121.1/040--
Significant Art Inventory Records.
Retention: Temporary. Cut off at the end of the fiscal year when
art or equipment has been deaccessioned, obsolete, or superseded, a
case file is closed, or when related documents expire. Destroy 5 fiscal
years after cutoff.
Legal Authority: DAA-0121-2015-0001-0008 (121.1/041).
121.4/010 Significant Buildings Program Records.
This series contains records used to assess and plan the PBS
program with regard to its owned and leased inventory, the overall
programs managed in service to that inventory, and the decisions made
based on that information. ``Significant'' records mean those records
that reflect the Public Building Service program as a whole, nationwide
compilations or negotiations, and general documents related to the
entire program. Such records include agreements with national agencies
regarding services, environmental, safety, property use, and disposal
activity evaluations, compiled reports, strategic plans, service-wide
correspondence, and annual reports on the program.
Retention: Permanent. Cut off at the end of the fiscal year after
publishing of the report, termination of an agreement, or when record
is superseded, canceled, or obsolete. Transfer to NARA 15 years after
cutoff.
Legal Authority: DAA-0121-2015-0001-0017 (121.4/010).
121.4/011 Routine Buildings Program Records.
This series contains resource materials used to assess the PBS
program in general, and supports the records created in 121.4/010.
Included in this series are such records as summary reports on building
and property portfolio assets, space planning, acquisition, regional
and national commercial real estate analyses, and related program
management reports and initiative records.
[[Page 46851]]
Retention: Temporary. Cut off at the end of the fiscal year after
publishing of the report, termination of an agreement, or when record
is superseded, canceled, or obsolete. Destroy 10 years after cutoff.
Legal Authority: DAA-0121-2015-0001-0018 (121.4/011).
SYSTEM MANAGER AND ADDRESS:
Systems Development Division, Public Building Service, General
Services Administration, 1800 F Street NW, Washington, DC 20405.
NOTIFICATION PROCEDURE:
Individuals wishing to inquire if the system contains information
about them should contact the system manager at the above address.
RECORD ACCESS PROCEDURES:
Individuals wishing to access their own records should contact the
system manager at the address above.
CONTESTING RECORD PROCEDURE:
Individuals wishing to amend their records should contact the
system manager at the address above.
RECORD SOURCE CATEGORIES:
The sources for information in the system are data from legacy
systems, information submitted by individuals or their representatives,
information gathered from public sources and information from the GSA
staff directory.
HISTORY:
73 FR 22414.
[FR Doc. 2021-17901 Filed 8-19-21; 8:45 am]
BILLING CODE 6820-34-P
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