Notice2022-27386
Privacy Act of 1974; System of Records
Primary source
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Published
December 19, 2022
Effective
January 18, 2023
Issuing agencies
Treasury Department
Abstract
In accordance with the Privacy Act of 1974, the Department of the Treasury ("Treasury" or "the Department"), Departmental Offices (DO) proposes to establish a new system of records within its inventory of records systems, subject to the Privacy Act of 1974, as amended titled "Departmental Offices .412 Integrated Library System (ILS) Records." This action is necessary to meet the requirements of the Privacy Act to publish in the Federal Register notice of the existence and character of records maintained by DO. The Treasury Library ("Library") in the Office of Privacy, Transparency, & Records uses the records in the ILS to keep track of items borrowed by DO employees from the Library's collection and to ensure that all items are returned to the Library in a timely manner and/or upon a DO employee's resignation from the Department.
Full Text
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<title>Federal Register, Volume 87 Issue 242 (Monday, December 19, 2022)</title>
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[Federal Register Volume 87, Number 242 (Monday, December 19, 2022)]
[Notices]
[Pages 77676-77678]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-27386]
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DEPARTMENT OF THE TREASURY
Privacy Act of 1974; System of Records
AGENCY: Departmental Offices, Department of the Treasury.
ACTION: Notice of a new system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Department of
the Treasury (``Treasury'' or ``the Department''), Departmental Offices
(DO) proposes to establish a new system of records within its inventory
of records systems, subject to the Privacy Act of 1974, as amended
titled ``Departmental Offices .412 Integrated Library System (ILS)
Records.'' This action is necessary to meet the requirements of the
Privacy Act to publish in the Federal Register notice of the existence
and character of records maintained by DO. The Treasury Library
(``Library'') in the Office of Privacy, Transparency, & Records uses
the records in the ILS to keep track of items borrowed by DO employees
from the Library's collection and to ensure that all items are returned
to the Library in a timely manner and/or upon a DO employee's
resignation from the Department.
DATES: Written comments must be received by January 18, 2023. The
system and the routine uses in this action will be effective on January
18,
[[Page 77677]]
2023 unless Treasury receives comments and determines that changes to
the system of records notice are necessary.
ADDRESSES: Comments may be submitted to the Federal eRulemaking Portal
electronically at <a href="https://www.regulations.gov">https://www.regulations.gov</a>. Electronic submission of
comments allows the commenter maximum time to prepare and submit a
comment, ensures timely receipt, and enables the Treasury to Make the
comments available to the public. Please note that public comments are
submitted through <a href="https://www.regulations.gov">https://www.regulations.gov</a>, a public website. All
comments will be public and capable of viewing by other members of the
public. Due to COVID-19-related restrictions, Treasury has temporarily
suspended the public's ability to provide comments by mail. In general,
Treasury will post all comments to <a href="https://www.regulations.gov">https://www.regulations.gov</a> without
change, including any business or personal information provided, such
as names, addresses, email addresses, or telephone numbers. All
comments received, including attachments and other supporting material,
will be part of the public disclosure. You should only submit
information that you wish to make publicly available.
FOR FURTHER INFORMATION CONTACT: For questions about this notice and
privacy issues, contact: Ryan Law, Deputy Assistant Secretary for
Privacy, Transparency, & Records, (202-622-5710), U.S. Department of
the Treasury, 1500 Pennsylvania Avenue NW, Washington, DC 20220; email:
<a href="/cdn-cgi/l/email-protection#3343415a4552504a73474156524046414a1d545c45"><span class="__cf_email__" data-cfemail="ed9d9f849b8c8e94ad999f888c9e989f94c38a829b">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act, the
Department has conducted a review and determined that the ILS is a
system or record. This is a result of various changes and updates,
including more advanced electronic information technologies such as
cloud technology. The Library uses the records in the ILS to keep track
of items borrowed by registered users from the Library's collection and
to ensure that all items are returned to the Library in a timely manner
and/or upon a Treasury employee's resignation from the Department. In
accordance with 5 U.S.C. 552a(r), Treasury has provided a report of
this new system to the Office of Management and Budget (OMB) and to the
U.S. Congress.
Dated: December 13, 2022.
Ryan Law,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
SYSTEM NAME AND NUMBER:
Department of the Treasury, Departmental Offices .412 Integrated
Library System (ILS) Records.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of the Treasury, Departmental Offices, 1500 Pennsylvania
Avenue NW, Washington, DC 20220.
Hosted on <a href="http://Workplace.gov">Workplace.gov</a> Community Cloud--Moderate, and accredited
FedRAMP Moderate platform built on Amazon Web Services Commercial Cloud
us-east 1.
SYSTEM MANAGER(S):
Treasury Library, Office of Privacy, Transparency, & Records, 1500
Pennsylvania Avenue NW, Washington, DC 20220.
Authority for Maintenance of the System:
5 U.S.C. 301; 44 U.S.C. 1907; and 44 U.S.C. 3101.
PURPOSE(S) OF THE SYSTEM:
The information is maintained and used to keep track of items
borrowed by registered users from the Library's collection and to
ensure that all items are returned to the Library in a timely manner
and/or upon an employee's resignation from the Department.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Information on current DO employees who have registered as library
patrons/users.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information in this system includes, but is not limited to, records
on checked-out and/or checked-in items contained in the Library's
collection. The records may include, but are not limited to,
information such as the individual's name, Department email address,
and Library patron barcode number.
RECORD SOURCE CATEGORIES:
DO employees who provide contact information to the library to
check-out library materials.
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 the
Privacy of 1974, 5 U.S.C. 552a(b) records and/or information or
portions thereof maintained as part of this system may be disclosed
outside Treasury as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
(1) To the United States Department of Justice (``DOJ''), for the
purpose of representing or providing legal advice to the Department in
a proceeding before a court, adjudicative body, or other administrative
body before which the Department is authorized to appear, when such
proceeding involves:
(a) The Department or any component thereof;
(b) Any employee of the Department in his or her official capacity;
(c) Any employee of the Department in his or her individual
capacity where the DOJ or the Department has agreed to represent the
employee; or
(d) The United States, when the Department determines that
litigation is likely to affect the Department or any of its components;
and the use of such records by the DOJ is deemed by the DOJ or the
Department to be relevant and necessary to the litigation.
(2) To a Federal, State, local, or other public authority
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's, bureau's, or
authority's hiring or retention of an individual, or issuance of a
security clearance, license, contract, grant, or other benefit;
(3) To a Congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) To the National Archives and Records Administration (NARA) or
General Services Administration pursuant to records management
inspections being conducted under the authority of 44 U.S.C. 2904 and
2906;
(5) To appropriate agencies, entities, and persons when (1) the
Department of the Treasury and/or one of its bureaus suspects or has
confirmed that there has been a breach of the system of records; (2)
the Department of the Treasury and/or bureau has determined that as a
result of the suspected or confirmed breach there is a risk of harm to
individuals, the Department of the Treasury and/or bureau (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 the Department of the Treasury's and/or bureau's
efforts to respond to the suspected or confirmed
[[Page 77678]]
breach or to prevent, minimize, or remedy such harm;
(6) To another Federal agency or Federal entity, when the
Department of the Treasury and/or bureau 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;
(7) To disclose information to DO managers or supervisors to
facilitate the recovery of books or other lent library materials that
are overdue.
(8) To disclose information to contractors performing or working on
a contract to provide library and/or IT services for the Federal
Government who may require access to this system of records.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained electronically in the ILS database. The
database is password protected and is hosted in a secure cloud
environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Information in this system may be retrieved by the patron's name,
Treasury-issued email address, and barcode number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Information in this system is maintained and disposed of in
accordance with the disposition authority of the (NARA General Records
Schedule (GRS) 4.4 as follows:
DAA-GRS-2015-0003-0002: Library operations records--Destroy when
business use ceases. The electronic records, files, and data are
destroyed by erasure of the electronic data.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The electronic data are stored within the Treasury accredited
cloud, <a href="http://Workplace.gov">Workplace.gov</a> Community Cloud--Moderate. Access to the
electronic data is restricted to Library staff, IT staff and
contractors, and ILS who maintain the networks and services. Other
Treasury employees, contractors, vendors, and users may be granted on a
``need-to-know'' basis. The Treasury's data are protected by the DO and
third-party privacy safeguards, a comprehensive and dynamic set of IT
safety and security protocols and features that are designed to meet
all Federal IT privacy standards, including those required by the
Federal Information Security Modernization Act of 2014, the OMB, the
Department of Defense Security Technical Implementation Guides, and the
National Institute of Standards and Technology.
The Library may print paper copies of the electronic records for
various short-term uses, as necessary. These paper copies are stored in
a secure location in the Library when not in use. These paper copies
are destroyed when no longer needed.
RECORDS ACCESS PROCEDURES:
See ``Notification Procedure'' below.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedure'' below.
NOTIFICATION 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, in accordance with Treasury's Privacy
Act regulations (located at 31 CFR 1.26), to the Freedom of Information
Act (FOIA) and Transparency Liaison, whose contact information can be
found at <a href="https://home.treasury.gov/footer/freedom-of-information-act/foia-requester-service-centers-foia-public-liaisons">https://home.treasury.gov/footer/freedom-of-information-act/foia-requester-service-centers-foia-public-liaisons</a> If an individual
believes more than one bureau maintains Privacy Act records concerning
him or her, the individual may submit the request to the Office of
Privacy, Transparency, & Records, FOIA and Transparency, Department of
the Treasury, 1500 Pennsylvania Ave. NW, Washington, DC 20220.
No specific form is required, but a request must be written and:
<bullet> Be signed and either notarized or submitted under 28
U.S.C. 1746, a law that permits statements to be made under penalty of
perjury as a substitute for notarization;
<bullet> State that the request is made pursuant to the FOIA and/or
Privacy Act disclosure regulations;
<bullet> Include information that will enable the processing office
to determine the fee category of the user;
<bullet> Be addressed to the bureau that maintains the record (in
order for a request to be properly received by the Department, the
request must be received in the appropriate bureau's disclosure
office);
<bullet> Reasonably describe the records;
<bullet> Give the address where the determination letter is to be
sent;
<bullet> State whether the requester wishes to inspect the records
or have a copy made without first inspecting them; and
<bullet> Include a firm agreement from the requester to pay fees
for search, duplication, or review, as appropriate. In the absence of a
firm agreement to pay, the requester may submit a request for a waiver
or reduction of fees, along with justification of how such a waiver
request meets the criteria for a waiver or reduction of fees found in
the FOIA statute at 5 U.S.C. 552(a)(4)(A)(iii).
You may also submit your request online at <a href="https://home.treasury.gov/footer/freedom-of-information-act/submit-a-request">https://home.treasury.gov/footer/freedom-of-information-act/submit-a-request</a>.
EXEMPTION PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
[FR Doc. 2022-27386 Filed 12-16-22; 8:45 am]
BILLING CODE 4810-AK-P
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