Notice2022-03347
Privacy Act of 1974; System of Records
Primary source
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Published
February 16, 2022
Issuing agencies
Environmental Protection Agency
Abstract
The U.S. Environmental Protection Agency's (EPA) Office of Acquisition Solutions is giving notice that it proposes to modify a system of records pursuant to the provisions of the Privacy Act of 1974. EPA's Acquisition System (EAS) is an automated contract writing and management system with configurable workflow used to initiate, award, modify, and track acquisition actions for the procurement of goods and services. The system of records notice for EPA Acquisition System (EAS) is being modified to reflect that the system is now hosted and data stored in Unison's Amazon Web Services (AWS) cloud hosting environment, which is Federal Risk and Authorization Management Program (FedRAMP) authorized.
Full Text
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<title>Federal Register, Volume 87 Issue 32 (Wednesday, February 16, 2022)</title>
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[Federal Register Volume 87, Number 32 (Wednesday, February 16, 2022)]
[Notices]
[Pages 8838-8840]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-03347]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-9368-01-OMS]
Privacy Act of 1974; System of Records
AGENCY: Office of Mission Support (OMS), Environmental Protection
Agency (EPA).
ACTION: Notice of a modified system of records.
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SUMMARY: The U.S. Environmental Protection Agency's (EPA) Office of
Acquisition Solutions is giving notice that it proposes to modify a
system of records pursuant to the provisions of the Privacy Act of
1974. EPA's Acquisition System (EAS) is an automated contract writing
and management system with configurable workflow used to initiate,
award, modify, and track acquisition actions for the procurement of
goods and services. The system of records notice for EPA Acquisition
System (EAS) is being modified to reflect that the system is now hosted
and data stored in Unison's Amazon Web Services (AWS) cloud hosting
environment, which is Federal Risk and Authorization Management Program
(FedRAMP) authorized.
DATES: Persons wishing to comment on this system of records notice must
do so by March 18, 2022.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OMS-2020-0210, by one of the following methods:
Federal eRulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a> Follow the
online instructions for submitting comments.
Email: <a href="/cdn-cgi/l/email-protection#50343f333b35240f3f3d23103520317e373f26"><span class="__cf_email__" data-cfemail="fa9e9599919f8ea5959789ba9f8a9bd49d958c">[email protected]</span></a>. Include the Docket ID number in the
subject line of the message.
Fax: 202-566-1752.
Mail: OMS Docket, Environmental Protection Agency, Mail Code:
2822T, 1200 Pennsylvania Ave. NW, Washington, DC 20460.
Hand Delivery: OMS Docket, EPA/DC, WJC West Building, Room 3334,
1301 Constitution Ave. NW, Washington, DC 20460. Such deliveries are
only accepted during the Docket's normal hours of operation, and
special arrangements should be made for deliveries of boxed
information.
[[Page 8839]]
Instructions: Direct your comments to Docket ID No. EPA-HQ-OMS-
2020-0210. The EPA policy is that all comments received will be
included in the public docket without change and may be made available
online at <a href="https://www.regulations.gov">https://www.regulations.gov</a>, including any personal
information provided, unless the comment includes information claimed
to be Controlled Unclassified Information (CUI) or other information
for which disclosure is restricted by statute. Do not submit
information that you consider to be CUI or otherwise protected through
<a href="https://www.regulations.gov">https://www.regulations.gov</a>. The <a href="https://www.regulations.gov">https://www.regulations.gov</a> website is
an ``anonymous access'' system for EPA, which means the EPA will not
know your identity or contact information unless you provide it in the
body of your comment. Each agency determines submission requirements
within their own internal processes and standards. EPA has no
requirement to include personal information. If you send an email
comment directly to the EPA without going through <a href="https://www.regulations.gov">https://www.regulations.gov</a> your email address will be automatically captured
and included as part of the comment that is placed in the public docket
and made available on the internet. If you submit an electronic
comment, the EPA recommends that you include your name and other
contact information in the body of your comment. If the EPA cannot read
your comment due to technical difficulties and cannot contact you for
clarification, the EPA may not be able to consider your comment.
Electronic files should avoid the use of special characters, any form
of encryption, and be free of any defects or viruses. For additional
information about the EPA public docket, visit the EPA Docket Center
homepage at <a href="https://www.epa.gov/dockets">https://www.epa.gov/dockets</a>.
Docket: All documents in the docket are listed in the <a href="https://www.regulations.gov">https://www.regulations.gov</a> index. Although listed in the index, some
information is not publicly available, e.g., CUI or other information
for which disclosure is restricted by statute. Certain other material,
such as copyrighted material, will be publicly available only in hard
copy. Publicly available docket materials are available either
electronically in <a href="https://www.regulations.gov">https://www.regulations.gov</a> or in hard copy at the
OMS Docket, EPA/DC, WJC West Building, Room 3334, 1301 Constitution
Ave. NW, Washington, DC 20460.
Temporary Hours During COVID-19
Out of an abundance of caution for members of the public and our
staff, the EPA Docket Center and Reading Room are closed to the public,
with limited exceptions, to reduce the risk of transmitting COVID-19.
Our Docket Center staff will continue to provide remote customer
service via email, phone, and webform. We encourage the public to
submit comments via <a href="https://www.regulations.gov">https://www.regulations.gov</a> or email, as there may
be a delay in processing mailand faxes. Hand deliveries and couriers
may be received by scheduled appointment only. For further information
on EPA Docket Center services and the current status, please visit us
online at <a href="https://www.epa.gov/dockets">https://www.epa.gov/dockets</a>. The telephone number for the
Public Reading Room is (202) 566-1744, and the telephone number for the
OMS Docket is (202) 566-1752.
FOR FURTHER INFORMATION CONTACT: Please submit questions to Victor
Rodriguez, <a href="/cdn-cgi/l/email-protection#b7c5d8d3c5ded0c2d2cd99c1ded4c3d8c5f7d2c7d699d0d8c1"><span class="__cf_email__" data-cfemail="34465b50465d5341514e1a425d57405b46745144551a535b42">[email protected]</span></a>, 202-564-2212 or Richard Belles,
<a href="/cdn-cgi/l/email-protection#553730393930267b273c363d342731153025347b323a23"><span class="__cf_email__" data-cfemail="2b494e47474e5805594248434a594f6b4e5b4a054c445d">[email protected]</span></a>, 202-564-4339.
SUPPLEMENTARY INFORMATION: EAS is built using a commercial off-the-
shelf product called PRISM from Unison that includes a purchase request
form and workflow. EAS is hosted, and its data stored, in Unison's AWS
cloud hosting environment, which is FedRAMP authorized. EPA is moving
applications like EAS to the cloud for scalability and improved
security. EAS collects and stores personally identifiable information
(PII) of EPA employees who initiate acquisition actions or are assigned
to work on these actions. This information may include: Employee first
name, last name, work email, work telephone number, and Local Area
Network User Identification. This information is collected and used for
internal EPA communication purposes and approval routing of the
acquisition action. Privacy information is protected by limiting EAS
access to authenticated users. Authentication is controlled using the
agency's central authentication security controls.
SYSTEM NAME AND NUMBER:
EPA Acquisition System (EAS), EPA-86.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Office of Acquisition Solutions, Environmental Protection Agency,
Ronald Reagan Building, 1200 Pennsylvania Avenue NW, Washington, DC
20460. EAS is hosted as a Software as a Service (SaaS) by Unison's
Amazon Web Services (AWS) Cloud hosting environment which is FedRAMP
authorized.
SYSTEM MANAGER(S):
Kimberly Patrick, Director, Office of Acquisition Solutions,
Environmental Protection Agency, Ronald Reagan Building, 1200
Pennsylvania Avenue NW, Washington, DC 20460, <a href="/cdn-cgi/l/email-protection#2d5d4c595f444e46034644404f485f41546d485d4c034a425b"><span class="__cf_email__" data-cfemail="c0b0a1b4b2a9a3abeeaba9ada2a5b2acb980a5b0a1eea7afb6">[email protected]</span></a>,
202-566-2605.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 12072 (August 16, 1978); Federal Property and
Administrative Services Act of 1949, 40 U.S.C. 121; Office of Federal
Procurement Policy Act of 1974, 41 U.S.C. 1702.
PURPOSE(S) OF THE SYSTEM:
EPA uses EAS to initiate, award, modify and track acquisition
actions. EAS identifies employees who initiate acquisition actions or
are assigned to work on these actions. Specifically, the system tracks
the requisitioner, contract official, contract specialist, and
approving officials for each acquisition action.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Categories of individuals covered are EPA employees including the:
(a) EPA Project Officer, i.e., the individual who is responsible for
the review and evaluation of the application or proposal and the
monitoring of a resulting contract acquisition; (b) EPA Program
Official, i.e., the individual who is responsible for review and
approval of applications or proposals for funding; (c) EPA Budget
Official, i.e., the individual who is responsible for certifying
availability of funds for approved applications or proposals; (d) EPA
Contracting Officer or Contract Specialist, i.e., individuals who are
responsible for awarding and administering contracts, and (e) EPA
Merit/Peer Reviewers, i.e., individuals who provide a written review or
evaluation of the application or proposal to the EPA Project Officer.
CATEGORIES OF RECORDS IN THE SYSTEM:
EAS collects EPA employee first name, last name, work email, work
telephone, EPA employee ID and LAN User ID information. The system also
collects other information required for the tracking or approval of a
contract action including contract proposals, technical reviews by a
peer reviewer, records of contract awards, financial data, and other
information. EAS also collects Vendor Contact information including:
Vendor Code, Legal Name, Data Universal Numbering System (DUNS) ID (a 9
character identifier used for identifying the Vendor), Cage Code
[[Page 8840]]
(used to provide a standardized method of identifying a given facility
at a specific location.), address, phone number, fax number, and email
address.
RECORD SOURCE CATEGORIES:
EAS collects EPA employee information from EPA's directory service.
Contract proposals and vendor information are collected directly from
the user via the Federal Government's System for Award Management
(SAM).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The routine uses below are both related to and compatible with the
original purpose for which the information was collected. The following
general routine uses apply to this system (86 FR 62527): A, B, C, D, E,
F, G, H, I, J, K, L, and M.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained electronically on computer storage
devices located at Unison's Amazon Web Services (AWS) Cloud hosting
environments (production and disaster recovery) which are Federal Risk
and Authorization Management Program (FedRAMP) authorized. Backups will
be maintained at production and disaster recovery sites, located at
Unison's Amazon Web Services (AWS) Cloud hosting environments
(production and disaster recovery). Computer records are maintained in
a secure, password protected environment. Access to computer records is
limited to those who have a need to know. All EAS user accounts are
assigned permissions as needed based on their job functions. Permission
level assignments will allow users access only to those functions for
which they are authorized. All records are maintained in secure,
access-controlled areas or buildings.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by the first name, last name and/or User ID
of EPA employees or Vendor ID (DUNS codes) associated with contracts.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
EPA will retain and dispose of EAS records in accordance with the
National Archives and Records Administration General Records Schedule
and EPA Records Schedule 055--Contracts Management Systems. EAS records
are retained for at least 6 years after contract closeout for non-
Superfund actions, and 30 years after contract closeout for Superfund
site actions.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Security controls used to protect personally identifiable
information in EAS are commensurate with those required for an
information system rated moderate for confidentiality, integrity, and
availability, as prescribed in NIST Special Publication, 800-53,
``Security and Privacy Controls for Information Systems and
Organizations,'' Revision 5.
1. Administrative Safeguards: EPA personnel are required to
complete annual agency Information Security and Privacy training. EPA
personnel are instructed to lock their computers when they leave their
desks.
2. Technical Safeguards: Electronic records are maintained in a
secure, password protected electronic system. EAS access is limited to
authorized, authenticated users. All of the system's electronic
communication utilizes Transport Layer Security (TLS) secure
communication protocol for all transactions.
3. Physical Safeguards: All records are maintained in secure,
access-controlled areas or buildings.
RECORD ACCESS PROCEDURES:
All requests for access to personal records should cite the Privacy
Act of 1974 and reference the type of request being made (i.e.,
access). Requests must include: (1) The name and signature of the
individual making the request; (2) the name of the Privacy Act system
of records to which the request relates; (3) a statement whether a
personal inspection of the records or a copy of them by mail is
desired; and (4) proof of identity. A full description of EPA's Privacy
Act procedures for requesting access to records is available at 40 CFR
part 16.
CONTESTING RECORD PROCEDURES:
Requests for correction or amendment must include: (1) The name and
signature of the individual making the request; (2) the name of the
Privacy Act system of records to which the request relates; (3) a
description of the information sought to be corrected or amended and
the specific reasons for the correction or amendment; and (4) proof of
identity. A full description of EPA's Privacy Act procedures for the
correction or amendment of a record are described in EPA's Privacy Act
regulations at 40 CFR part 16.
NOTIFICATION PROCEDURES:
Individuals who wish to be informed whether a Privacy Act system of
records maintained by EPA contains any record pertaining to them,
should make a written request to EPA, Attn: Agency Privacy Officer, MC
2831T, 1200 Pennsylvania Ave. NW, Washington, DC 20460,
<a href="/cdn-cgi/l/email-protection#d2a2a0bba4b3b1ab92b7a2b3fcb5bda4"><span class="__cf_email__" data-cfemail="5b2b29322d3a38221b3e2b3a753c342d">[email protected]</span></a>. A full description of EPA's Privacy Act procedures is
included in EPA's Privacy Act regulations at 40 CFR part 16.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
86 FR 10949 (February 23, 2021).
Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2022-03347 Filed 2-15-22; 8:45 am]
BILLING CODE 6560-50-P
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