Notice2021-21941
Privacy Act of 1974; Proposed New System of Records
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Published
October 7, 2021
Issuing agencies
Agriculture DepartmentFood and Nutrition Service
Abstract
Pursuant to the provisions of the Privacy Act of 1974, and Office of Management and Budget (OMB) Circular No. A-108, notice is given that the Food and Nutrition Service (FNS) of the U.S. Department of Agriculture (USDA) is proposing to add a new system of records, entitled USDA/FNS-12, which will replace The Integrity Profile (TIP) as the system used to house State agency vendor management data for the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC). This system maintains records of activities conducted pursuant to FNS' mission and responsibilities authorized by legislation.
Full Text
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<title>Federal Register, Volume 86 Issue 192 (Thursday, October 7, 2021)</title>
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[Federal Register Volume 86, Number 192 (Thursday, October 7, 2021)]
[Notices]
[Pages 55803-55806]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-21941]
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DEPARTMENT OF AGRICULTURE
Food and Nutrition Service
Privacy Act of 1974; Proposed New System of Records
AGENCY: Food and Nutrition Service (FNS), USDA.
ACTION: Notice of a proposed new privacy system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, and
Office of Management and Budget (OMB) Circular No. A-108, notice is
given that the Food and Nutrition Service (FNS) of the U.S. Department
of Agriculture (USDA) is proposing to add a new system of records,
entitled USDA/FNS-12, which will replace The Integrity Profile (TIP) as
the system used to house State agency vendor management data for the
Special Supplemental Nutrition Program for Women, Infants, and Children
(WIC). This system maintains records of activities conducted pursuant
to FNS' mission and responsibilities authorized by legislation.
DATES: This notice is effective upon publication, subject to a 30-day
notice and comment period in which to comment on the routine uses
described below. Comments, if any, must be submitted by November 8,
2021.
ADDRESSES: You may submit comments, identified by USDA/FNS-12, by one
of the following methods:
<bullet> Federal eRulemaking Portal: <a href="http://www.regulations.gov">http://www.regulations.gov</a>
provides the ability to type short comments directly into the comment
field on this web page or attach a file for lengthier comments. Follow
the online instructions at that site for submitting comments.
<bullet> Mail: Amy Herring, Chief, Program Integrity & Monitoring
Branch, Food and Nutrition Service, Braddock Metro Center II, 1320
Braddock Place, Office 3030, Alexandria, VA 22314.
<bullet> Email: <a href="/cdn-cgi/l/email-protection#b1e2fc9fd7df9ff7f5e1f9d4ddc1f1c4c2d5d09fd6dec7"><span class="__cf_email__" data-cfemail="66352b480008482022362e030a16261315020748010910">[email protected]</span></a>.
<bullet> Instructions: All submissions received must include the
agency name and docket number for this rulemaking. All comments
received will be posted without change to <a href="http://www.regulations.gov">http://www.regulations.gov</a>,
including any personal information provided.
<bullet> Docket: For access to the docket to read background
documents or comments received go to <a href="http://www.regulations.gov">http://www.regulations.gov</a>.
FOR FURTHER INFORMATION CONTACT: For general questions please contact
the FNS Privacy Officer via telephone at (703) 305-1627 or via email at
<a href="/cdn-cgi/l/email-protection#eab9a7c48c84c4ba98839c8b8993c7aca4b9aa9f998e8bc48d859c"><span class="__cf_email__" data-cfemail="83d0ceade5edadd3f1eaf5e2e0faaec5cdd0c3f6f0e7e2ade4ecf5">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION:
Statutory Basis
The Statutory Basis for establishing the Food Delivery Portal (FDP)
is Title 7. Agriculture of the Code of Federal Regulations, Section
246.12. Section 246.12 sets forth design and operational requirements
for food delivery systems; makes State agencies responsible for the
fiscal management of, and accountability for, the food delivery systems
under its jurisdiction; provides FNS with oversight authority over
State agencies; and dictates that all contracts or agreements entered
into by the State or local agency for the management or operation of
food delivery systems must conform to the requirements of 2 CFR part
200, subpart D, and USDA implementing regulations 2 CFR part 400 and
part 415. Food delivery systems are defined as the method by which
state and local agencies provide supplemental food to program
participants.
Background
The FDP will replace the current TIP system, which was developed in
fiscal year (FY) 2005 and has had no major upgrades since FY 2009.
Although TIP exceeds industry standards for the software development
life cycle, the current data structure and reporting interface make it
difficult to conduct the meaningful data analysis necessary to provide
effective federal oversight of WIC.
The data collected in TIP is critical to providing effective
federal oversight of the WIC Program because the information informs
FNS on State agency performance regarding vendor training, compliance,
monitoring, and sanctions. TIP data may also be used by State agencies
to assess trends in vendor compliance and identify areas for additional
training and oversight.
FDP will include functionality that will improve program oversight
and integrity in all areas of WIC vendor management, as well as address
gaps found in the 2013 Office of Inspector General (OIG) audit. OIG
found that two of the three State agencies that OIG visited were not
properly monitoring and sanctioning vendors. FDP will collect
monitoring and sanctioning information to enable FNS oversight of those
activities. FDP will also reduce
[[Page 55804]]
security risks, facilitate streamlined data collection methods, and
utilize data analytics for early detection of fraudulent activities or
State agency noncompliance.
Consistent with USDA's information sharing mission, information
stored in FDP may be shared with other USDA components, as well as
appropriate Federal, State, local, tribal, foreign, or international
government agencies. This sharing will only take place after USDA
determines that the receiving component or agency has a need to know
the information to carry out national security, law enforcement,
immigration, intelligence, or other functions consistent with the
routine uses set forth in this System of Records Notice.
FDP will replace TIP as the system used to house State agency data
for the WIC Program. The information housed in FDP will be critical to
providing effective federal oversight because the information informs
FNS on State agency performance regarding vendor training, compliance,
monitoring, and sanctions. FDP will improve program oversight and
integrity in vendor management as well as addressing gaps found in the
2013 OIG audit report. FDP will also reduce security risks, facilitate
streamlined data collection methods, and utilize data analytics for the
early detection of fraudulent activities regarding State agency
noncompliance.
Privacy Act
The Privacy Act of 1974 (the Privacy Act), 5 U.S.C. 552a, embodies
fair information principles in a statutory framework governing the
means by which the United States Government collects, maintains, uses,
and disseminates personally identifiable information. The Privacy Act
applies to information that is maintained in a system of records. A
system of records is a group of any records under the control of an
agency for which information is retrieved by the name of an individual
or by some identifying number, symbol, or other identifying particular
assigned to the individual. In the Privacy Act, an individual is
defined to encompass United States citizens and legal permanent
residents.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains, the routine uses that are
contained in each system in order to make agency record keeping
practices transparent, to notify individuals regarding the uses to
which personally identifiable information is put, and to assist
individuals to more easily find such files within the agency. Below is
the description of the FDP system of records.
In accordance with 5 U.S.C. 552a(r), USDA has provided a report of
this new system to the Office of Management and Budget and to Congress.
SYSTEM NAME AND NUMBER:
USDA/FNS-12, Food and Nutrition Service (FNS), Women, Infants, and
Children (WIC) Food Delivery Portal (FDP).
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
The FDP is maintained in a cloud infrastructure environment that is
used only by Federal employees and contractors and State agency
employees and contractors. The data is processed and stored solely
within the continental United States. Any paper records which contain
PII are located in FNS Regional Offices throughout the United States.
The location of each FNS Regional Office may be found in the local
phone books or at <a href="https://www.fns.usda.gov/fns-regional-offices">https://www.fns.usda.gov/fns-regional-offices</a>.
SYSTEM MANAGER(S):
Amy Herring, Chief, Program Integrity & Monitoring Branch, Food &
Nutrition Service, Braddock Metro Center II, 1320 Braddock Place, STE
3030, Alexandria, VA 22314, <a href="/cdn-cgi/l/email-protection#0544687c2b4d6077776c6b6245707661642b626a73"><span class="__cf_email__" data-cfemail="90d1fde9bed8f5e2e2f9fef7d0e5e3f4f1bef7ffe6">[email protected]</span></a>, (703) 305-2376.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
7 CFR 246.12.
PURPOSE(S) OF THE SYSTEM:
The purpose of FDP is to house vendor management information
submitted by State agencies. The information housed in the FDP will be
critical to providing effective federal oversight, because the
information informs the FNS on State agency performance regarding
vendor training, compliance, monitoring, and sanctions. The FDP will
replace The Integrity Profile (TIP), which is the legacy system used to
house State agency vendor management data for WIC Program.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Categories of individuals covered by this system include USDA
employees and contractors, store owners, and State agency users.
CATEGORIES OF RECORDS IN THE SYSTEM:
The following are the Categories of Records for FDP, which are all
stored within various logical objects in FDP data model. The Contact
object stores: The store's owner first and last name; system user first
and last name; and an email address for each user. The FDE object
stores: The store's tax identification number; the store's assigned
Supplemental Nutrition Assistance Program (SNAP) number; and the
store's assigned unique Salesforce ID. The Store Tracking and
Redemption System (STARS) Store Data object stores: the store's tax
identification number and the store's assigned SNAP number.
RECORD SOURCE CATEGORIES:
Information in this system is provided to FNS by the State agencies
that administer the WIC Program at the State level. If the State agency
user provides a store's assigned SNAP number, then certain data is
imported from the USDA STARS system. The data imported from STARS is
the store's owner name(s); store's tax identification number; and the
store's assigned SNAP number.
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 to authorized
entities, as is determined to be relevant and necessary, outside USDA
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) To the Department of Justice when: (a) The agency or any
component thereof; or (b) any employee of the agency in his or her
official capacity where the Department of Justice has agreed to
represent the employee; or (c) 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 the
Department of Justice is therefore deemed by the agency to be for a
purpose that is compatible with the purpose for which the agency
collected the records:
(2) 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.
(3) 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,
[[Page 55805]]
or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or tribal,
or other public authority 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 prosecutive responsibility of the receiving entity.
(4) Disclosure to contractors under section (m): To agency
contractors, grantees, experts, consultants or volunteers who have been
engaged by the agency to assist in the performance of a service related
to this system of records and who need to have access to the records in
order to perform the activity. Recipients shall be required to comply
with the requirements of the Privacy Act of 1974, as amended, pursuant
to 5 U.S.C. Sec. 552a(m).
(5) Disclosure to NARA: Records from this system of records may be
disclosed 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.
(6) Information security breaches: 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 Department 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 the Department 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 the Department's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
(7) To WIC State agencies when a request is received, to provide
back to them any information that originated from the State agency as a
part of the normal usage of the system. The FDP system will be used by
WIC State agencies to provide data to the agency on WIC vendor
management activities. The data provided will include store's business
names; store's tax identification numbers; the store's assigned SNAP
number; and the store's assigned unique Salesforce ID. The Supplemental
Nutrition Assistance Program (SNAP) data disclosure to WIC State
agencies: State agencies will be provided with data from the SNAP STARS
system via FDP screens and reports. This data will only be provided if
the WIC State agency provides an exact match of the agency number in
SNAP's STARS system for a specific store. This information is provided
to assist the State agency in determining program eligibility and
ensuring program integrity in dually authorized stores.
(8) To another Federal agency or Federal entity, when USDA
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 STORAGE OF RECORDS:
The FDP will be hosted in a cloud infrastructure environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The user's permission level will dictate what records they can
retrieve. Records can be retrieved by searching for the Food Delivery
Entity (FDE) name, FNS Authorization Number, Federal Employer
Identification Number (FEIN), or the State WIC ID (a.k.a. Vendor ID).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
FDP is a new System of Records that does not yet have a Records
Schedule approved by the National Archives and Records Administration
(NARA). The records within FDP will be retained indefinitely until NARA
has approved a Records Schedule for FDP. The proposed Record Schedule
for FDP dictates that records will be retained and disposed of in
accordance with the NARA General Record Schedules (GRSs) 3.1 and 5.2.
GRS 3.1 applies to system documentation whereas GRS 5.2 applies to
electronic and paper inputs and outputs. Records may be retained for a
longer period as required by litigation, investigation, and/or audit.
Electronic and/or paper records are retained with USDA employees and
contractors at USDA offices.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
USDA safeguards records in this system according to applicable
rules and policies, including all applicable USDA automated systems
security and access policies. USDA has imposed strict controls to
minimize the risk of compromising the information that is being stored.
Access to the computer system containing the records in this system is
limited to those individuals who have a need to know the information
for the performance of their official duties and who have appropriate
clearances or permissions.
FDP utilizes a robust collection of technical safeguards to ensure
the integrity of the platform. FDP is hosted in a secure server
environment that uses a firewall to prevent interference or access from
outside intruders. When accessing FDP, Secure Socket Layer (SSL)
technology protects the user's information by using both server
authentication and data encryption. FDP administrators will have a
suite of security tools that can be used to increase the security of
the system. From a physical security standpoint, the servers that host
FDP are stored in a privately owned data center with strict physical
access control procedures in place to prevent unauthorized access.
RECORD ACCESS PROCEDURES:
Individuals seeking notification of and access to any record
contained in this system of records, or seeking to contest its content,
may submit a request in writing to the component's FOIA Officer, whose
contact information can be found at <a href="http://www.da.usda.gov/foia_agency_pocs.htm">http://www.da.usda.gov/foia_agency_pocs.htm</a>. If an individual believes more than one component
maintains Privacy Act records concerning him or her, the individual may
submit the request to the Chief FOIA Officer, Department of
Agriculture, 1400 Independence Avenue SW, Washington, DC 20250.
When seeking records about yourself from this system of records or
any other Departmental system of records, your request must conform
with the Privacy Act regulations set forth in 7 CFR 1.112. You must
submit a written request in accordance with the instructions set forth
in the system of records. The request should include the name of the
individual making the request, the name of the system of records, any
other information specified in the system notice, and when the request
is one for access, a statement of whether the requester desires to make
a personal inspection of the records or by supplied with copies by mail
or email.
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You must also include with your request sufficient data for FNS to
verify your identity. If the sensitivity of the records warrant it, FNS
may require that you submit a signed, notarized statement indicating
that you are the individual to whom the records pertain and stipulating
that you understands that knowingly or willfully seeking or obtaining
access to records about another individual under false pretenses is a
misdemeanor punishable by fine up to $5,000. No identification shall be
required, however, if the records are required by 5 U.S.C. 552 to be
released. If FNS determines to grant the requested access, fees may be
charged in accordance with Sec. 1.120 before making the necessary
copies. In place of a notarization, your signature may be submitted
under 28 U.S.C. 1746, a law that permits statements to be made under
penalty of perjury as a substitute for notarization.
CONTESTING RECORD PROCEDURES:
Individuals desiring to contest or amend information maintained in
the system should direct their requests to the System Manager listed
above. The request should identify each particular record in question,
state the amendment or correction desired, and state why the individual
believes that the record is not accurate, relevant, timely, or
complete. The individual may submit any documentation that would be
helpful. If the individual believes that the same record is in more
than one system of records, the request should state that and be
addressed to each component that maintains a system of records
containing the record.
NOTIFICATION PROCEDURES:
See RECORD ACCESS PROCEDURES.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
Cynthia Long,
Administrator, Food and Nutrition Service.
[FR Doc. 2021-21941 Filed 10-6-21; 8:45 am]
BILLING CODE 3410-30-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.