Notice2023-24222
Privacy Act of 1974; System of Records
Primary source
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Published
November 2, 2023
Issuing agencies
Treasury Department
Abstract
In accordance with the Privacy Act of 1974, the Department of the Treasury ("Treasury" or the "Department"), proposes to modify a current Treasury system of records titled, "Department of the Treasury, .017--Correspondence, Contact Information, and Meeting Records--Treasury", by expanding the title, purpose, and categories of records in this system of records, along with new routine uses.
Full Text
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<title>Federal Register, Volume 88 Issue 211 (Thursday, November 2, 2023)</title>
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[Federal Register Volume 88, Number 211 (Thursday, November 2, 2023)]
[Notices]
[Pages 75377-75380]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-24222]
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DEPARTMENT OF THE TREASURY
Privacy Act of 1974; System of Records
AGENCY: Department of the Treasury.
ACTION: Notice of a modified 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''), proposes to modify a
current Treasury system of records titled, ``Department of the
Treasury, .017--Correspondence, Contact Information, and Meeting
Records--Treasury'', by expanding the title, purpose, and categories of
records in this system of records, along with new routine uses.
DATES: Submit comments on or before December 4, 2023. The new and/or
significantly modified routine uses will be applicable on December 4,
2023. The new routine uses will not be applicable should Treasury
receive 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="http://www.regulations.gov">http://www.regulations.gov</a>. Comments can also be sent
to the Deputy Assistant Secretary for Privacy, Transparency, and
Records, Department of the Treasury, 1500 Pennsylvania Avenue NW,
Washington, DC 20220, Attention: Revisions to Privacy Act Systems of
Records. All comments received, including attachments and other
supporting documents, are part of the public record and subject to
public disclosure. All comments received will be posted without change
to <a href="http://www.regulations.gov">www.regulations.gov</a>, including any personal information provided.
You should submit only information that you wish to make publicly
available.
FOR FURTHER INFORMATION CONTACT: For general questions and questions
regarding privacy issues, please contact: Ryan Law, Deputy Assistant
Secretary for Privacy, Transparency, and Records (202-622-5710),
Department of the Treasury, 1500 Pennsylvania Avenue NW, Washington, DC
20220.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974,
5 U.S.C. 552a, the Department of the Treasury proposes to modify a
current Treasury system of records titled, ``Department of the
Treasury, .017--Correspondence, Contact Information, and Meeting
Records--Treasury.''
The systems are maintained for the purpose of mailing informational
literature or responses to those who request it; maintaining lists of
individuals who attend Treasury sponsored events, conferences, work
activities, or events in which Treasury or one of its bureaus or
offices participated, including meetings or conferences; and for other
purposes for which mailing or contact lists may be created.
This notice modification is an expansion of the title and purpose
of this system of records. As identified in sections below, the
categories of records in the system have been updated to include
records related to meetings, consolidation of record types, and new
routine uses related to breaches of this system of records.
Treasury has provided a report of this system of records to the
Committee on Oversight and Government Reform of the House of
Representatives, the Committee on Homeland Security and Governmental
Affairs of the Senate, and the Office of Management and Budget (OMB),
pursuant to 5 U.S.C. 552a(r) and OMB Circular A-108, ``Federal Agency
Responsibilities for Review, Reporting, and Publication under the
Privacy Act,'' dated December 23, 2016.
Ryan Law,
Deputy Assistant Secretary for Privacy, Transparency, and Records.
SYSTEM NAME AND NUMBER:
Department of the Treasury, .017--Correspondence, Contact
Information, and Meeting Records--Treasury
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The records are located in Treasury bureaus and offices, both in
Washington, DC and at field locations as follows:
(1) Departmental Offices: 1500 Pennsylvania Ave. NW, Washington, DC
20220;
(2) Alcohol and Tobacco Tax and Trade Bureau: 1310 G St. NW,
Washington, DC 20220.
(3) Office of the Comptroller of the Currency: Constitution Center,
400 Seventh St. SW, Washington, DC 20024;
(4) Fiscal Service: Liberty Center Building, 401 14th St. SW,
Washington, DC 20227;
(5) Internal Revenue Service: 1111 Constitution Ave. NW,
Washington, DC 20224;
(6) United States Mint: 801 Ninth St. NW, Washington, DC 20220;
(7) Bureau of Engraving and Printing: Eastern Currency Facility,
14th and C Streets SW, Washington, DC 20228 and Western Currency
Facility, 9000 Blue Mound Rd., Fort Worth, TX 76131;
(8) Financial Crimes Enforcement Network: Vienna, VA 22183;
(9) Special Inspector General for the Troubled Asset Relief Program
(SIGTARP): 1801 L St. NW, Washington, DC 20220;
(10) Office of Inspector General: 740 15th St. NW, Washington, DC
20220;
(11) Office of the Treasury Inspector General for Tax
Administration: 1125 15th St. NW, Suite 700A, Washington, DC 20005; and
(12) Financial Stability Oversight Council (FSOC): 1500
Pennsylvania Ave. NW, Washington, DC 20220.
SYSTEM MANAGER(S):
Deputy Assistant Secretary, Office of Privacy, Transparency, and
Records, 1500 Pennsylvania Avenue NW, Washington, DC 20220.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
PURPOSE(S) OF THE SYSTEM:
The systems are maintained to mail informational literature or
responses to those who request it; maintain lists and other information
about individuals who attend or present at Treasury sponsored events,
conferences, work meetings and other activities, or events in which
Treasury participates; maintain lists and credentials of individuals
who Treasury may consult professionally in furtherance of its mission;
maintain records related to meetings, including video/audio recordings,
transcripts, and for other purposes for which mailing, correspondence,
contact lists, or meeting records may be created.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
<bullet> Individuals who serve on Treasury boards and committees;
<bullet> Third parties who identify potential contacts or who
provide information Treasury uses to determine an individual's
inclusion on a mailing or contact list;
<bullet> Individuals who provide contact information, or otherwise
consent to having their contact information used, for facilitating
communication with Treasury, including but not limited to, members of
the public, government officials, representatives of industry,
[[Page 75378]]
media, non-profits, academia, and others who express an interest in
Treasury-related programs and activities;
<bullet> Individuals who request information or inclusion on
mailing lists for information or updates from Treasury or one of its
bureaus or offices, concerning specific issues or topics;
<bullet> Treasury employees, contractors, grantees, fiscal agents,
financial agents, interns, and detailees, members of the public,
government officials, and representatives of industry, media, non-
profits, academia, and others, paid or non-paid, attending or
presenting at a Treasury sponsored event, work activity, or an event in
which Treasury participated, including meetings, events, or
conferences;
<bullet> Emergency contact information for the individual point-of-
contact for organizations in the event that individual suffers an
injury on Treasury premises;
<bullet> Alternative points-of-contact information provided by
individuals or organizations included in a mailing or contact list; and
<bullet> Individuals who voluntarily join a Treasury-owned and
operated web portal for collaboration purposes.
CATEGORIES OF RECORDS IN THE SYSTEM:
[cir] Name (including preferred name);
[cir] Business or organization name;
[cir] Business or organization type;
[cir] Business mailing address;
[cir] Job or functional title or business affiliation;
[cir] Business/personal address;
[cir] Business/personal phone number(s);
[cir] Business/personal mobile phone/fax number(s);
[cir] Pager number;
[cir] Video or audio recordings;
[cir] Meeting summaries/transcripts;
[cir] Meeting or event attendance or sign in sheets;
[cir] Business/personal electronic mail (Email) addresses;
[cir] Personal or other alternative contact information provided by
individuals while on travel or otherwise away from the office or home;
[cir] Assistant or point of contact's name, title, or other contact
information;
[cir] Information related to meetings, including:
<bullet> Preferred contact method(s) and contact rules (any
specific rules to be followed when considering contacting an
individual);
<bullet> Communications between Treasury employees and members of
the public, Federal, State and local government officials, and
representatives of industry, media, non-profits, and academia;
<bullet> General descriptions of particular topics or subjects of
interest as related to individuals or organizations who communicate
with Treasury;
<bullet> Information regarding curricula vitae, including
memberships in professional societies, affiliation with standards
bodies, any teaching positions held, or any publications associated
with the individual;
<bullet> Travel preferences (individuals who serve on Treasury
boards and committees only);
<bullet> Identification number assigned by computer in cases where
created in order to retrieve information.
RECORD SOURCE CATEGORIES:
Information contained in these systems is obtained from affected
individuals, organizations, and facilities; public source data; other
government agencies; and information already in other Treasury records
systems.
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 these systems may be disclosed outside
Treasury as a routine use pursuant to 5 U.S.C. 552a (b) (3), as
follows:
1. To the Department of Justice (including United States Attorneys'
Offices) or other Federal agencies conducting litigation or in
proceedings before any court or adjudicative or administrative body,
when it is relevant or necessary to the litigation and one of the
following is a party to the litigation or has an interest in such
litigation:
a. Treasury or any component thereof;
b. Any employee of Treasury in his/her official capacity;
c. Any employee of Treasury in his/her individual capacity where
the Department of Justice or Treasury has agreed to represent the
employee; or
d. The United States or any agency thereof.
2. To a congressional office in response to an inquiry made at the
request of the individual to whom the record pertains.
3. To the National Archives and Records Administration or General
Services Administration pursuant to records management inspections
being conducted under the authority of 44 U.S.C. 2904 and 2906.
4. To an agency or organization for the 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.
5. To appropriate agencies, entities, and persons when:
a. Treasury suspects or has confirmed that the security or
confidentiality of information in the system of records has been
compromised;
b. The disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with Treasury's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
6. To contractors and their agents, grantees, experts, consultants,
fiscal agents, financial agents, and others performing or working on a
contract, service, grant, cooperative agreement, or other assignment
for Treasury, when necessary to accomplish an agency function related
to the system of records. Individuals provided information under this
routine use are subject to the same Privacy Act requirements and
limitations on disclosure as are applicable to Treasury officers and
employees.
7. To an appropriate Federal, State, Tribal, local, international,
or foreign law enforcement agency or other appropriate authority
charged with investigating or prosecuting a violation or enforcing or
implementing a law, rule, regulation, or order, where a record, either
on its face or in conjunction with other information, indicates a
violation or potential violation of law, which includes criminal,
civil, or regulatory violations and such disclosure is proper and
consistent with the official duties of the person authorizing the
disclosure.
8. To sponsors, employers, contractors, facility operators,
grantees, experts, fiscal agents, financial agents, and consultants,
paid or non-paid, in connection with establishing an access account for
an individual or maintaining appropriate points of contact and when
necessary to accomplish a Treasury mission function or objective
related to the system of records.
9. To other individuals in the same operational program supported
by an information technology resource, where appropriate notice to the
individual has been made that his or her contact information will be
shared with other members of the same operational program in order to
facilitate collaboration.
10. To Federal agencies, councils, and offices, such as the Office
of Personnel Management, the Merit Systems Protection Board, the Office
of Management and Budget, the Federal
[[Page 75379]]
Labor Relations Authority, the Government Accountability Office, the
Financial Stability Oversight Council, and the Equal Employment
Opportunity Commission in the fulfillment of these agencies' official
duties.
11. To international, Federal, State, local, Tribal, or private
entities for the purpose of the regular exchange of business contact
information in order to facilitate collaboration for official business.
12. To the news media and the public, with the approval of the
Senior Agency Official for Privacy, or her designee, in consultation
with counsel, when there exists a legitimate public interest in the
disclosure of the information or when disclosure is necessary to
preserve confidence in the integrity of Treasury or is necessary to
demonstrate the accountability of Treasury's officers, employees, or
individuals covered by the system, except to the extent it is
determined that release of the specific information in the context of a
particular case would constitute an unwarranted invasion of personal
privacy.
13. To appropriate agencies, entities, and person when (1) the
Department of the Treasury suspects or has confirmed that there has
been a breach of the system of records; (2) the Department of the
Treasury 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 (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 efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm;
14. To another Federal agency or Federal entity, when the
Department of the Treasury 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:
Records in these systems are on paper and/or in digital or other
electronic form. Digital and other electronic images are stored on a
storage area network in a secured environment. Records, whether paper
or electronic, may be stored in Departmental Offices or at the bureau
or office level.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Information may be retrieved, sorted, and/or searched by an
identification number assigned by computer, facility, business
affiliation, email address, name of the individual, or other data
fields previously identified in this System of Records Notice.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are securely retained and disposed of in accordance with
the National Archives and Records Administration's General Records
Schedule 12, item 2a. Files may be retained for up to three years
depending on the record. For records that may be used in litigation,
the files related to that litigation will be retained for three years
after final court adjudication.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Information in these systems is safeguarded in accordance with
applicable laws, rules, and policies, including Treasury Directive 85-
01, Department of the Treasury Information Technology (IT) Security
Program. Further, security protocols for these systems of records will
meet multiple National Institute of Standards and Technology security
standards from authentication to certification and authorization.
Records in these systems of records will be maintained in a secure,
password protected electronic system that will use security hardware
and software to include: multiple firewalls, active intruder detection,
and role-based access controls. Additional safeguards will vary by
component and program. All records are protected from unauthorized
access through appropriate administrative, physical, and technical
safeguards. These safeguards include restricting access to authorized
personnel who have a ``need to know,'' using locks, and password
protection identification features. Treasury file areas are locked
after normal duty hours and the facilities are protected by security
personnel who monitor access to and egress from Treasury facilities.
RECORD ACCESS PROCEDURES:
See ``Notification Procedures'' below.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedures'' below.
NOTIFICATION PROCEDURES:
Individuals seeking notification of and access to any record
contained in these systems 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">https://home.treasury.gov/footer/freedom-of-information-act</a> under ``FOIA Requester Service Centers and FOIA
Liaison.'' 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, and 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 or not 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).
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Notice of this system of records was last published in full in the
Federal Register on November 7, 2016 (81 FR 78266) as the Department of
the Treasury, Treasury-wide .017--
[[Page 75380]]
Correspondence and Contact Information.
[FR Doc. 2023-24222 Filed 11-1-23; 8:45 am]
BILLING CODE 4810-AK-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.