Notice2023-13090
Privacy Act of 1974; System of Records
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
June 21, 2023
Effective
July 21, 2023
Issuing agencies
Federal Reserve System
Abstract
Pursuant to the provisions of the Privacy Act of 1974, notice is given that the Board of Governors of the Federal Reserve System (Board) proposes to modify an existing system of records, entitled BGFRS-9, ``FRB--Supplier Files.'' BGFRS-9 includes the supplier information form, W-9 tax identification document, and any other information pertaining to a supplier's status.
Full Text
<html>
<head>
<title>Federal Register, Volume 88 Issue 118 (Wednesday, June 21, 2023)</title>
</head>
<body><pre>
[Federal Register Volume 88, Number 118 (Wednesday, June 21, 2023)]
[Notices]
[Pages 40270-40272]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-13090]
-----------------------------------------------------------------------
FEDERAL RESERVE SYSTEM
Privacy Act of 1974; System of Records
AGENCY: Board of Governors of the Federal Reserve System.
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, notice
is given that the Board of Governors of the Federal Reserve System
(Board) proposes to modify an existing system of records, entitled
BGFRS-9, ``FRB--Supplier Files.'' BGFRS-9 includes the supplier
information form, W-9 tax identification document, and any other
information pertaining to a supplier's status.
DATES: Comments must be received on or before July 21, 2023. This new
system of records will become effective July 21, 2023, without further
notice, unless comments dictate otherwise.
The Office of Management and Budget (OMB), which has oversight
responsibility under the Privacy Act, requires a 30-day period prior to
publication in the Federal Register in which to review the system and
to provide any comments to the agency. The public is then given a 30-
day period in which to comment, in accordance with 5 U.S.C. 552a(e)(4)
and (11).
ADDRESSES: You may submit comments, identified by BGFRS-9 ``FRB--
Supplier Files,'' by any of the following methods:
<bullet> Agency Website: <a href="https://www.federalreserve.gov">https://www.federalreserve.gov</a>. Follow the
instructions for submitting comments at <a href="https://www.federalreserve.gov/apps/foia/proposedregs.aspx">https://www.federalreserve.gov/apps/foia/proposedregs.aspx</a>.
<bullet> Email: <a href="/cdn-cgi/l/email-protection#8cfee9ebffa2efe3e1e1e9e2f8ffcceae9e8e9feede0fee9ffe9fefae9a2ebe3fa"><span class="__cf_email__" data-cfemail="e89a8d8f9bc68b8785858d869c9ba88e8d8c8d9a89849a8d9b8d9a9e8dc68f879e">[email protected]</span></a>. Include SORN name
and number in the subject line of the message.
<bullet> Fax: (202) 452-3819 or (202) 452-3102.
<bullet> Mail: Ann E. Misback, Secretary, Board of Governors of the
Federal Reserve System, 20th Street and Constitution Avenue NW,
Washington, DC 20551.
In general, all public comments will be made available on the
Board's website at <a href="http://www.federalreserve.gov/generalinfo/foia/ProposedRegs.cfm">www.federalreserve.gov/generalinfo/foia/ProposedRegs.cfm</a> as submitted, and will not be modified to remove
confidential, contact or any identifiable information. Public comments
may also be viewed electronically or in paper in Room M-4365A, 2001 C
St. NW Washington, DC 20551, between 9:00 a.m. and 5:00 p.m. during
Federal business weekdays.
FOR FURTHER INFORMATION CONTACT: David B. Husband, Senior Counsel,
(202) 530-6270, or <a href="/cdn-cgi/l/email-protection#234742554a470d410d4b565041424d47634551410d444c55"><span class="__cf_email__" data-cfemail="e68287908f82c884c88e939584878882a6809484c8818990">[email protected]</span></a>; Legal Division, Board of
Governors of the Federal Reserve System, 20th Street and Constitution
Avenue NW, Washington, DC 20551. For users of telephone systems via
text telephone (TTY) or any TTY-based Telecommunications Relay
Services, please call 711 from any telephone, anywhere in the United
States.
SUPPLEMENTARY INFORMATION: The Board is replacing its enterprise
business system (EBS) and is making minor modifications to the system.
The Board is modifying the records source categories section to reflect
that the new system will no longer store information related to travel
expenses and updating the category of records section to explicitly
include wire bank information. The Board is also updating the records
retention section to reflect that the records can be destroyed six
years after final payment or cancellation, but longer retention is
authorized if required for business use. Finally, the Board is also
making minor updates to the system manager and system location as well
as the storage and retrieval of records sections. The Board is also
updating the ``Routine Uses'' section to incorporate a link to the
Board's general routine uses. The Board is not amending or establishing
any new routine uses.
The Board is also making technical changes to BGFRS-9 consistent
with the template laid out in OMB Circular No. A-108. Accordingly, the
Board has made technical corrections and non-substantive revisions to
the following categories: ``Policies and Practices for Storage of
Records,'' ``Policies and Practices for Retrieval of Records,''
``Policies and Practices for Retention and Disposal of Records,''
``Administrative, Technical and Physical Safeguards,'' ``Record Access
Procedures,'' ``Contesting Record Procedures,'' and ``Notification
Procedures.'' The Board has also added new fields for ``Security
Classification'' and ``History.''
SYSTEM NAME AND NUMBER:
BGFRS-9 ``FRB--Supplier Files''.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Board of Governors of the Federal Reserve System, 20th Street and
Constitution Avenue NW, Washington, DC 20551. Some data will be hosted
by third-party vendors, in government clouds managed by Workday and
Coupa, located at 6110, Stoneridge Mall Road, Pleasanton, CA 94588 and
1855 S
[[Page 40271]]
Grant Street, San Mateo, CA 94402 respectively.
SYSTEM MANAGER(S):
Stefani Nick, Manager Procurement Policy and Compliance, Division
of Financial Management, Board of Governors of the Federal Reserve
System, 20th Street and Constitution Avenue NW, Washington, DC 20551,
202-452-2509 or <a href="/cdn-cgi/l/email-protection#e390978685828d8acd8ecd8d8a8088a3859181cd848c95"><span class="__cf_email__" data-cfemail="a5d6d1c0c3c4cbcc8bc88bcbccc6cee5c3d7c78bc2cad3">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 10 and 11 of the Federal Reserve Act (12 U.S.C. 244 and
248), and Executive Order 9397.
PURPOSE(S) OF THE SYSTEM:
These records are collected and maintained to assist the Board in
tracking and paying suppliers and completing reports for the Internal
Revenue Service.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who supply contracted goods and/or services to the
Board, speakers, applicants, or other individuals to whom the Board
provides reimbursement for fees, travel or other expenses (collectively
referred to as ``suppliers'').
CATEGORIES OF RECORDS IN THE SYSTEM:
Supplier Information Form, W-9 Tax Identification Document, and any
other information pertaining to the supplier's status. The Supplier
Information Form contains the following information: individual's name,
social security number or taxpayer identification number, address,
telephone/fax numbers, email address, contact name/telephone number,
supplier classification (such as vendor, speaker, or applicant), and
EFT or wire bank information.
RECORD SOURCE CATEGORIES:
Information is provided by the individual to whom the record
pertains and information from contract documents.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
General routine uses A, C, D, G, I, and J, apply to this system.
These general routine uses are located at <a href="https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf">https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf</a> and are published in the Federal Register at 83
FR 43872 at 43873-74 (August 28, 2018). Records may also be used to
disclose information to the Internal Revenue Service to report payments
that may be considered income to the suppliers.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper records in this system are stored in locked file cabinets
with access limited to staff with a need to know. Electronic records
are stored on a secure server with access limited to staff with a need
to know.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Paper records can be retrieved by a supplier's name. Electronic
records can be retrieved by name, social security number, taxpayer
identification number, purchase order number, or other identifier.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Destroy six years after final payment or cancellation, but longer
retention is authorized if required for business use. The final payment
of cancellation is based on the final payment of the contract, and not
each individual payment to the vendor.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records are secured by lock and key and electronic files are
stored on secure servers. The system has the ability to track
individual user actions within the system. The audit and accountability
controls are based on NIST and Board standards which, in turn, are
based on applicable laws and regulations. The controls assist in
detecting security violations and performance or other issues in the
system. Access to the system is restricted to authorized users within
the Board who require access for official business purposes. Users are
classified into different roles and common access and usage rights are
established for each role. User roles are used to delineate between the
different types of access requirements such that users are restricted
to data that is required in the performance of their duties. Periodic
assessments and reviews are conducted to determine whether users still
require access, have the appropriate role, and whether there have been
any unauthorized changes.
RECORD ACCESS PROCEDURES:
The Privacy Act allows individuals the right to access records
maintained about them in a Board system of records. Your request for
access must: (1) contain a statement that the request is made pursuant
to the Privacy Act of 1974; (2) provide either the name of the Board
system of records expected to contain the record requested or a concise
description of the system of records; (3) provide the information
necessary to verify your identity; and (4) provide any other
information that may assist in the rapid identification of the record
you seek.
The Board handles all Privacy Act requests as both a Privacy Act
request and as a Freedom of Information Act request. The Board does not
charge fees to a requestor seeking to access or amend his/her Privacy
Act records.
You may submit your Privacy Act request to the--Secretary of the
Board, Board of Governors of the Federal Reserve System, 20th Street
and Constitution Avenue NW, Washington, DC 20551.
You may also submit your Privacy Act request electronically by
filling out the required information at: <a href="https://foia.federalreserve.gov/">https://foia.federalreserve.gov/</a>.
CONTESTING RECORD PROCEDURES:
The Privacy Act allows individuals to seek amendment of information
that is erroneous, irrelevant, untimely, or incomplete and is
maintained in a system of records that pertains to them. To request an
amendment to your record, you should clearly mark the request as a
``Privacy Act Amendment Request.'' You have the burden of proof for
demonstrating the appropriateness of the requested amendment and you
must provide relevant and convincing evidence in support of your
request.
Your request for amendment must: (1) provide the name of the
specific Board system of records containing the record you seek to
amend; (2) identify the specific portion of the record you seek to
amend; (3) describe the nature of and reasons for each requested
amendment; (4) explain why you believe the record is not accurate,
relevant, timely, or complete; and (5) unless you have already done so
in a related Privacy Act request for access or amendment, provide the
necessary information to verify your identity.
NOTIFICATION PROCEDURES:
Same as ``Access procedures'' above. You may also follow this
procedure in order to request an accounting of previous disclosures of
records pertaining to you as provided for by 5 U.S.C. 552a(c).
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
This SORN was previously published in the Federal Register at 73 FR
24984 at 24994-995 (May 6, 2008). The SORN was also amended to
incorporate two
[[Page 40272]]
new routine uses required by OMB at 83 FR 43872 (August 28, 2018).
Board of Governors of the Federal Reserve System.
Michele Taylor Fennell,
Deputy Associate Secretary of the Board.
[FR Doc. 2023-13090 Filed 6-20-23; 8:45 am]
BILLING CODE P
</pre><script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script></body>
</html>Indexed from Federal Register on June 21, 2023.
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.