Notice2023-09933
Privacy Act of 1974; System of Records
Primary source
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Published
May 10, 2023
Issuing agencies
National Aeronautics and Space Administration
Abstract
In accordance with the requirements of the Privacy Act of 1974, the National Aeronautics and Space Administration is providing public notice of a modification to a previously announced system of records, Core Financial Management Records, NASA 10CFMR. This notice incorporates the text of locations and NASA Standard Routine Uses previously published separately from, and cited by reference in, this and other NASA systems of records notices. This notice also adds an authority; updates technical safeguards and records access, notification, and contesting procedures; and updates title of the System Manager.
Full Text
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<title>Federal Register, Volume 88 Issue 90 (Wednesday, May 10, 2023)</title>
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[Federal Register Volume 88, Number 90 (Wednesday, May 10, 2023)]
[Notices]
[Pages 30171-30173]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-09933]
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NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
[NOTICE: 23-046]
Privacy Act of 1974; System of Records
AGENCY: National Aeronautics and Space Administration (NASA).
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, the National Aeronautics and Space Administration is providing
public notice of a modification to a previously announced system of
records, Core Financial Management Records, NASA 10CFMR. This notice
incorporates the text of locations and NASA Standard Routine Uses
previously published separately from, and cited by reference in, this
and other NASA systems of records notices. This notice also adds an
authority; updates technical safeguards and records access,
notification, and contesting procedures; and updates title of the
System Manager.
DATES: Submit comments within 30 calendar days from the date of this
publication. The changes will take effect at the end of that period if
no adverse comments are received.
ADDRESSES: Bill Edwards-Bodmer, Privacy Act Officer, Office of the
Chief Information Officer, National Aeronautics and Space
Administration Headquarters, Washington, DC 20546-0001, (757) 864-7998,
<a href="/cdn-cgi/l/email-protection#7e303f2d3f532e3f311818171d1b0c3e101f0d1f50191108"><span class="__cf_email__" data-cfemail="f7b9b6a4b6daa7b6b891919e949285b799968496d9909881">[email protected]</span></a>.
FOR FURTHER INFORMATION CONTACT: NASA Privacy Act Officer, Bill
Edwards-Bodmer, (757) 864-7998, <a href="/cdn-cgi/l/email-protection#b1fff0e2f09ce1f0fed7d7d8d2d4c3f1dfd0c2d09fd6dec7"><span class="__cf_email__" data-cfemail="b6f8f7e5f79be6f7f9d0d0dfd5d3c4f6d8d7c5d798d1d9c0">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: This system of records notice (SORN) is
modified to incorporate in whole, as appropriate, information formerly
published separately in the Federal Register as Appendix A, Location
Numbers and Mailing Addresses of NASA Installations at which Records
are Located, and Appendix B, Standard Routine Uses--NASA, and removes
references to ``Appendix A'' and ``Appendix B.'' This notice updates
Technical Safeguards to reflect current information technology security
protocols and updates the System Manager to add a new manager position
and update the title of the original system manager. Finally, it is
also modified to make minor editorial changes.
William Edwards-Bodmer,
NASA Privacy Act Officer.
SYSTEM NAME AND NUMBER:
Core Financial Management Records, NASA 10CFMR.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
George C. Marshall Space Flight Center, National Aeronautics and
Space Administration, Marshall Space Flight Center, AL 35812.
SYSTEM MANAGER(S):
<bullet> Director, Agency Financial Systems Office, Mary W. Jackson
NASA Headquarters, National Aeronautics and Space Administration,
Washington, DC 20546-0001.
<bullet> IS90/Associate Chief Information Officer, Applications
Division, George C. Marshall Space Flight Center, National Aeronautics
and Space Administration, Marshall Space Flight Center, AL 35812.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
<bullet> 51 U.S.C. 20113(a).
<bullet> 44 U.S.C. 3101.
<bullet> 31 U.S.C. 901.
<bullet> 31 U.S.C. 3512.
PURPOSE(S) OF THE SYSTEM:
Records in this system are used to process reimbursement payments
to employees for travel, purchase of books or other miscellaneous
items; and to process payments and collections in which an individual
is reimbursing the Agency.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by this system of records include former and
current NASA employees and non-NASA individuals requiring any type of
payment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are comprised of budget formulation,
financial management, and employee
[[Page 30172]]
timekeeping records and may include information about the individuals
including Social Security Number (Tax Identification Number), home
address, telephone number, email address, and bank account information.
RECORD SOURCE CATEGORIES:
The information is received by the Applications & Platform Services
(APS) Financial Systems through an electronic interface from the
Federal Personnel Payroll System (FPPS). In certain circumstances,
updates to this information may be submitted by NASA employees and
recorded directly into the APS Financial Systems.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Any disclosures of information will be compatible with the purpose
for which the Agency collected the information. The following are
routine uses:
1. Furnish data to the Department of Treasury for financial
reimbursement of individual expenses, such as travel, books, and other
miscellaneous items.
2. Furnish data to the Department of Treasury for which an
individual is reimbursing the Agency (for example, repayment of an
unused travel advance).
In addition, information may be disclosed under the following NASA
Standard Routine Uses:
1. Law Enforcement--When a record on its face, or in conjunction
with other information, 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, or order, 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, if NASA determines by
careful review that the records or information are both relevant and
necessary to any enforcement, regulatory, investigative or prosecutive
responsibility of the receiving entity.
2. Certain Disclosures to Other Agencies--A record from this SOR
may be disclosed to a Federal, State, or local agency maintaining
civil, criminal, or other relevant enforcement information or other
pertinent information, such as current licenses, if necessary, to
obtain information relevant to an NASA decision concerning the hiring
or retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant, or other
benefit.
3. Certain Disclosures to Other Federal Agencies--A record from
this SOR may be disclosed to a Federal agency, in response to its
request, for a matter concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary to
the requesting agency's decision on the matter.
4. Department of Justice--A record from this SOR may be disclosed
to the Department of Justice when (a) NASA, or any component thereof;
or (b) any employee of NASA in his or her official capacity; or (c) any
employee of NASA in his or her individual capacity where the Department
of Justice has agreed to represent the employee; or (d) the United
States, where NASA determines that litigation is likely to affect NASA
or any of its components, is a party to litigation or has an interest
in such litigation, and by careful review, the use of such records by
the Department of Justice is deemed by NASA to be relevant and
necessary to the litigation.
5. Courts--A record from this SOR may be disclosed in an
appropriate proceeding before a court, grand jury, or administrative or
adjudicative body, when NASA determines that the records are relevant
and necessary to the proceeding; or in an appropriate proceeding before
an administrative or adjudicative body when the adjudicator determines
the records to be relevant and necessary to the proceeding.
6. Response to an Actual or Suspected Compromise or Breach of
Personally Identifiable Information--A record from this SOR may be
disclosed to appropriate agencies, entities, and persons when (1) NASA
suspects or has confirmed that there has been a breach of the system of
records; (2) NASA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, NASA
(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 NASA's efforts to respond to the suspected or
confirmed breach or to prevent, minimize, or remedy such harm.
7. Contractors--A record from this SOR may be disclosed to
contractors, grantees, experts, consultants, students, volunteers, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the Federal Government, when
necessary to accomplish a NASA function related to this SOR.
Individuals provided information under this routine use are subject to
the same Privacy Act requirements and limitations on disclosure as are
applicable to NASA employees.
8. Members of Congress--A record from this SOR may be disclosed 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.
9. Disclosures to Other Federal Agencies in Response to an Actual
or Suspected Compromise or Breach of Personally Identifiable
Information--A record from this SOR may be disclosed to another Federal
agency or Federal entity, when NASA 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.
10. National Archives and Records Administration--A record from
this SOR may be disclosed as a routine use to the officers and
employees of the National Archives and Records Administration (NARA)
pursuant to records management inspections being conducted under the
authority of 44 U.S.C. 2904 and 2906.
11. Audit--A record from this SOR may be disclosed to another
agency, or organization for purpose of performing audit or oversight
operations as authorized by law, but only such information as is
necessary and relevant to such audit or oversight function.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records in this system are maintained on electronic media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved from the system by name or SSN (Tax ID).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are stored in the NASA Applications & Platform Services
(APS) database and managed, retained and dispositioned in accordance
with NASA
[[Page 30173]]
Records Retention Schedules, Schedule 9, Items 11 and 16.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Electronic records are maintained on secure NASA servers and
protected in accordance with all Federal standards and those
established in NASA regulations at 14 CFR 1212.605. Additionally,
server and data management environments employ infrastructure
encryption technologies both in data transmission and at rest on
servers. Electronic messages sent within and outside of the Agency that
convey sensitive data are encrypted and transmitted by staff via pre-
approved electronic encryption systems as required by NASA policy.
Approved security plans are in place for information systems containing
the records in accordance with the Federal Information Security
Management Act of 2002 (FISMA) and OMB Circular A-130, Management of
Federal Information Resources. Only authorized personnel requiring
information in the official discharge of their duties are authorized
access to records through approved access or authentication methods.
Access to electronic records is achieved only from workstations within
the NASA Intranet or via a secure Virtual Private Network (VPN)
connection that requires two-factor hardware token authentication or
via employee PIV badge authentication from NASA-issued computers. Non-
electronic records are secured in locked rooms or locked file cabinets.
RECORD ACCESS PROCEDURES:
In accordance with 14 CFR part 1212, Privacy Act--NASA Regulations,
information may be obtained by contacting in person or in writing the
system or subsystem manager listed above at the location where the
records are created and/or maintained. Requests must contain the
identifying data concerning the requester, e.g., first, middle and last
name; date of birth; description and time periods of the records
desired. NASA Regulations also address contesting contents and
appealing initial determinations regarding records access.
CONTESTING RECORD PROCEDURES:
In accordance with 14 CFR part 1212, Privacy Act--NASA Regulations,
information may be obtained by contacting in person or in writing the
system or subsystem manager listed above at the location where the
records are created and/or maintained. Requests must contain the
identifying data concerning the requester, e.g., first, middle and last
name; date of birth; description and time periods of the records
desired. NASA Regulations also address contesting contents and
appealing initial determinations regarding records access.
NOTIFICATION PROCEDURES:
In accordance with 14 CFR part 1212, Privacy Act--NASA Regulations,
information may be obtained by contacting in person or in writing the
system or subsystem manager listed above at the location where the
records are created and/or maintained. Requests must contain the
identifying data concerning the requester, e.g., first, middle and last
name; date of birth; description and time periods of the records
desired. NASA Regulations also address contesting contents and
appealing initial determinations regarding records access.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
<bullet> (15-115, 80 FR 246, pp. 79937-79947).
<bullet> (15-068, 80 FR 193, pp. 60410-60411).
<bullet> (11-091, 76 FR 200, pp. 64112-64114).
[FR Doc. 2023-09933 Filed 5-9-23; 8:45 am]
BILLING CODE 7510-13-P
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