Notice2024-16354
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
August 12, 2024
Effective
September 11, 2024
Issuing agencies
Environmental Protection Agency
Abstract
The U.S. Environmental Protection Agency's (EPA) Office of the Administrator, Office of the Executive Secretariat is giving notice that it proposes to modify a system of records pursuant to the provisions of the Privacy Act of 1974. EPA-22, the agency's correspondence tracking system formerly known as the Correspondence Management System is being replaced by a new application called Quill, and the SORN is being further modified to include additional workflow processes and reflect corresponding updates.
Full Text
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<title>Federal Register, Volume 89 Issue 155 (Monday, August 12, 2024)</title>
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[Federal Register Volume 89, Number 155 (Monday, August 12, 2024)]
[Notices]
[Pages 65620-65622]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-16354]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-11784-01-OMS]
Privacy Act of 1974; System of Records
AGENCY: Office of the Administrator, Office of the Executive
Secretariat, 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 the
Administrator, Office of the Executive Secretariat is giving notice
that it proposes to modify a system of records pursuant to the
provisions of the Privacy Act of 1974. EPA-22, the agency's
correspondence tracking system formerly known as the Correspondence
Management System is being replaced by a new application called Quill,
and the SORN is being further modified to include additional workflow
processes and reflect corresponding updates.
DATES: Persons wishing to comment on this system of records notice must
do so by September 11, 2024. New or Modified routine uses for this
modified system of records will be effective September 11, 2024.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2004-0003, 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#660209050d031239090b152603160748010910"><span class="__cf_email__" data-cfemail="02666d616967765d6d6f71426772632c656d74">[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 Avenue NW, Washington, DC 20460.
Hand Delivery: OMS Docket, EPA/DC, WJC West Building, Room 3334,
1301 Constitution Avenue NW, Washington, DC 20460. Such deliveries are
accepted only during the Docket's normal hours of operation, and
special arrangements should be made for deliveries of boxed
information.
Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2004-0003. The EPA's 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 the EPA, which means the EPA will
not know your identity or contact information. 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. 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.
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
Avenue NW, Washington, DC 20460. The Public Reading Room is normally
open from 8:30 a.m. to 4:30 p.m., Monday through Friday excluding
federal holidays. The telephone number for the Public Reading Room is
(202) 566-1744, and the telephone number for the OMS Docket is (202)
566-1752. Further information about EPA Docket Center services and
current operating status is available at <a href="https://www.epa.gov/dockets">https://www.epa.gov/dockets</a>.
FOR FURTHER INFORMATION CONTACT: Director Eric Wachter, Office of the
Executive Secretariat, U.S. Environmental Protection Agency, 1200
Pennsylvania Avenue NW, Washington, DC 20460; Telephone: (202) 564-
4985; Email: <a href="/cdn-cgi/l/email-protection#265147455243540843544f456643564708414950"><span class="__cf_email__" data-cfemail="b9ced8dacddccb97dccbd0daf9dcc9d897ded6cf">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: The EPA is updating EPA-22, its
correspondence tracking and workflow management application and is
replacing the legacy application with a new system called Quill. Quill
is designed to track, route and store incoming and outgoing agency
correspondence from and to members of the public, private, and
governmental sectors. While correspondence processing is Quill's main
function, other workflow processes will be tracked in this system as
well, including Federal Advisory Committee Act (FACA) packages and
inquiries submitted through the EPA's public-facing websites. EPA-22 is
also being modified to reflect corresponding updates to the system,
including system owner and location. (Note: Two categories of
correspondence that will not, in most cases, be logged into the system
are (1) comments to a docket, and (2) Freedom of Information and
Privacy Act requests. The Agency maintains separate applications to log
and track such correspondence.)
[[Page 65621]]
SYSTEM NAME AND NUMBER:
Quill, EPA-22.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Office of the Administrator, Office of the Executive Secretariat,
1200 Pennsylvania Avenue NW, Washington, DC 20460; the system is housed
in the Microsoft Azure Cloud residing in the EPA's Office-365
Government Community Cloud (GCC), which is managed by Microsoft. These
cloud locations are in the U.S. states of Virginia, Texas, Arizona, and
Iowa. Paper records are maintained in the relevant EPA offices to which
the correspondence was sent.
SYSTEM MANAGER(S):
Quill System Administrator, Office of the Executive Secretariat,
U.S. Environmental Protection Agency, 1200 Pennsylvania Avenue NW,
Washington, DC 20460 Telephone: (202) 564-4985; Email:
<a href="/cdn-cgi/l/email-protection#d081a5b9bcbcfe99beb6bf90b5a0b1feb7bfa6"><span class="__cf_email__" data-cfemail="99c8ecf0f5f5b7d0f7fff6d9fce9f8b7fef6ef">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301 Departmental Regulations; 40 CFR, et. seq.; 44 U.S.C.
3101.
PURPOSE(S) OF THE SYSTEM:
Quill is the EPA's correspondence tracking and workflow management
application. The purpose of the system is to manage incoming and
outgoing correspondence in all EPA program and regional offices. Quill
makes the EPA more efficient in managing and responding to
correspondence internally, with the White House, Congress, state and
local governments and responding to the needs of the public in a timely
manner.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who correspond with the EPA or any of its employees in
their official capacity; all individuals to whom correspondence is
addressed by the EPA or any of its employees in their official
capacity; and individuals whose correspondence is referred or addressed
to the EPA by the President, the Vice President, Congress, another
federal agency, or state, tribal and local governments.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, title, organization, address, email and telephone number, as
applicable and present in any correspondence addressed to or from the
agency or any of its employees in their official capacity. Complete
records may include metadata about the correspondence that facilitates
tracking and record retrieval, a scanned image or electronic copy of
the incoming communication, draft(s) of the response document,
supporting documents or other attachments, and a scanned image or
electronic copy of the outgoing signed response.
RECORD SOURCE CATEGORIES:
Sources include individuals who address correspondence to the
agency or any of its employees in their official capacities; agency
employees preparing responses to incoming correspondence or who
generate original correspondence in their official capacities; and the
White House and other federal, state, Tribal and local governments
agencies that referred or addressed correspondence to the agency.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, 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, M.
Additional routine uses that apply to this system are:
1. disclosure to another federal governmental agency when it is
determined that a response by that agency is more appropriate than a
response by the U.S. Environmental Protection Agency.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic records are maintained on cloud storage devices and are
stored in Microsoft Power Apps. Paper records are maintained in the
relevant EPA offices to which the correspondence was sent.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
All Quill records are full-text indexed and are retrieved by name,
organization, physical address, email address, phone number or case
number. The case number is the unique alphanumeric identifier for the
individual set of documents and associated metadata for each
communication or unit of work tracked in the system.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
EPA-22 will retain and dispose of these records in accordance with
EPA Records Schedule 0077. The National Archives and Records
Administration (NARA) Disposal Authority DAA-GRS-2016-0002-0001
requires that access and disclosure request files should be closed 6
years after final agency action or 3 years after final adjudication by
the courts, whichever is later. Further, these records are to be
destroyed after file closure. Additionally, NARA Disposal Authority
DAA-GRS-2019-0001-0002 requires that ``records tracking and controlling
access to protected information'' should be closed 2 years after last
form entry, reply, or submission; when associated documents are
declassified, decontrolled, or destroyed; or when an individual's
authorization expires, whichever is appropriate. These records are to
be destroyed after file closure.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Security controls used to protect personal sensitive data in Quill
are commensurate with those required for an information system rated
MODERATE for confidentiality, integrity and availability as prescribed
in National Institute of Standards and Technology (NIST) Special
Publication, 800-53, ``Security and Privacy Controls for Information
Systems and Organizations,'' Revision 5.
1. Administrative Safeguards: The Quill Rules of Behavior state the
use of the system and users are instructed to only enter
correspondence-related information. Privacy training is conducted
annually during the Information Security and Privacy Training (ISPAT)
that is provided by the agency. During end-user training provided by
the Quill support staff, end users receive a summary refresher of the
ISPAT training. Only EPA employees and contractors may request access
to the system, which means they (1) have passed a background check
(e.g., Public Trust SF-85) appropriate to their responsibilities; and
(2) receive annual Information Security and Privacy Training and
Records Management Training.
2. Technical Safeguards: The access controls are documented in the
system Accounts Management Standard Operation Procedure and are
maintained by the Quill System Owner in the Office of the Executive
Secretariat. All data is encrypted in transit and at rest.
3. Physical Safeguards: Electronic records are maintained in a
cloud-based system that resides in the EPA's Office-365 Government
Community Cloud (GCC), which is managed by Microsoft. The Microsoft
Office-365 Cloud is FedRamp certified. Maintenance of physical records
is the responsibility of
[[Page 65622]]
each office that received the correspondence.
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 the EPA's
Privacy Act procedures for requesting access to records is included in
the EPA's Privacy Act regulations 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 the EPA's Privacy Act procedures for
the correction or amendment of a record is included in the 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 the EPA contains any record pertaining to them
should make a written request to the U.S. Environmental Protection
Agency, Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania
Avenue NW, Washington, DC 20460, or by email at <a href="/cdn-cgi/l/email-protection#2f5f5d46594e4c566f4a5f4e01484059"><span class="__cf_email__" data-cfemail="6414160d1205071d240114054a030b12">[email protected]</span></a>. A full
description of the EPA's Privacy Act procedures is included in the
EPA's Privacy Act regulations at 40 CFR part 16.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
69 FR 60997 FR 30045 (October 14, 2004)
Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2024-16354 Filed 8-9-24; 8:45 am]
BILLING CODE 6560-50-P
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