Notice2024-18334
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 16, 2024
Issuing agencies
Education Department
Abstract
In accordance with the Privacy Act of 1974, as amended (Privacy Act), the U.S. Department of Education (Department) publishes this notice of a new system of records titled "Integrated Workplace Management System (IWMS)" (18-03-08). The system will assist the Office of Finance and Operations, Office of Security, Facilities and Logistics (OSFL) in managing the Department's office space, including moving, and tracking the movement of, Government-furnished equipment and assigning Department personnel to designated office spaces; managing the Department's real estate portfolio; managing facility- related projects; and administering processes for reserving flexible workspaces, conference rooms, and other bookable resources, such as lockers and parking spaces.
Full Text
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<title>Federal Register, Volume 89 Issue 159 (Friday, August 16, 2024)</title>
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[Federal Register Volume 89, Number 159 (Friday, August 16, 2024)]
[Notices]
[Pages 66704-66707]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-18334]
[[Page 66704]]
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DEPARTMENT OF EDUCATION
[Docket ID ED-2024-OFO-0047]
Privacy Act of 1974; System of Records
AGENCY: Office of Security, Facilities and Logistics, Office of Finance
and Operations, U.S. Department of Education.
ACTION: Notice of a new system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended
(Privacy Act), the U.S. Department of Education (Department) publishes
this notice of a new system of records titled ``Integrated Workplace
Management System (IWMS)'' (18-03-08). The system will assist the
Office of Finance and Operations, Office of Security, Facilities and
Logistics (OSFL) in managing the Department's office space, including
moving, and tracking the movement of, Government-furnished equipment
and assigning Department personnel to designated office spaces;
managing the Department's real estate portfolio; managing facility-
related projects; and administering processes for reserving flexible
workspaces, conference rooms, and other bookable resources, such as
lockers and parking spaces.
DATES: Submit your comments on this new system of records notice on or
before September 16, 2024.
This new system of records notice will become applicable upon
publication in the Federal Register on August 16, 2024 unless it needs
to be changed as a result of public comment. The routine uses outlined
in the section titled ``ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES'' will
become applicable on the expiration of the 30-day period of public
comment on September 16, 2024, unless they need to be changed as a
result of public comment. The Department will publish any significant
changes to this new system of records notice or routine uses resulting
from public comment.
ADDRESSES: Comments must be submitted via the Federal eRulemaking
Portal at <a href="http://www.regulations.gov">www.regulations.gov</a>. However, if you require an accommodation
or cannot otherwise submit your comments via <a href="http://www.regulations.gov">www.regulations.gov</a>,
please contact the program contact person listed under FOR FURTHER
INFORMATION CONTACT. The Department will not accept comments submitted
by fax or by email, or comments submitted after the comment period
closes. To ensure that the Department does not receive duplicate
copies, please submit your comments only once. In addition, please
include the Docket ID at the top of your comments.
<bullet> Federal eRulemaking Portal: Go to <a href="http://www.regulations.gov">www.regulations.gov</a> to
submit your comments electronically. Information on using
<a href="http://www.regulations.gov">www.regulations.gov</a>, including instructions for accessing agency
documents, submitting comments, and viewing the docket, is available on
the site under ``FAQ''.
Privacy Note: The Department's policy is to make all comments
received from members of the public available for public viewing in
their entirety on the Federal eRulemaking Portal at
<a href="http://www.regulations.gov">www.regulations.gov</a>. Therefore, commenters should be careful to include
in their comments only information that they wish to make publicly
available.
Assistance to Individuals with Disabilities in Reviewing the
Rulemaking Record: On request, we will provide an appropriate
accommodation or auxiliary aid to an individual with a disability who
needs assistance to review the comments or other documents in the
public rulemaking record for this notice. If you want to schedule an
appointment for this type of accommodation or aid, please contact the
program contact person listed under FOR FURTHER INFORMATION CONTACT.
FOR FURTHER INFORMATION CONTACT: Barbara Shawyer, Information System
Owner, Office of Security, Facilities and Logistics, Office of Finance
and Operations, U.S. Department of Education, 400 Maryland Avenue SW,
Room HQ-LBJ-2A225, Washington, DC 20202-6110. Telephone: (202) 320-
4785. Email: <a href="/cdn-cgi/l/email-protection#efad8e9d8d8e9d8ec1bc878e98968a9daf8a8bc1888099"><span class="__cf_email__" data-cfemail="c587a4b7a7a4b7a4eb96ada4b2bca0b785a0a1eba2aab3">[email protected]</span></a>.
If you are deaf, hard of hearing, or have a speech disability,
please dial 7-1-1 to access telecommunications relay services.
SUPPLEMENTARY INFORMATION: The IWMS supports OSFL's management of the
Department's office space, including moving, and tracking the movement
of, Government-furnished equipment and assigning Department personnel
to designated office spaces; managing the Department's real estate
portfolio; managing facility-related projects; and administering
processes for reserving flexible workspaces, conference rooms, and
other bookable resources, such as lockers and parking spaces. The IWMS'
new system of records will provide OSFL with the ability to prepare,
execute, and track building modifications (e.g., space configurations
and facility equipment), and generate internal and external reports
regarding Department facilities and office space. More specifically,
OSFL will use the IWMS to produce various reports for internal and
external audiences, which may include information such as building
demographics, space utilization, capital plans, total square feet,
rentable square feet (RSF), usable square feet (USF), and space types;
lease/operating agreement data; and improvements and/or changes to the
leased building portfolios (e.g., reduce the footprint metrics).
The IWMS will also provide OSFL staff with a web-based system to
allow Department employees and contractors to reserve conference rooms,
flexible workspaces and other bookable resources. OSFL staff will
administer the new system of records and can identify and make space
available for reservation. Further, IWMS will allow OSFL staff to
manage workplace data (e.g., floorplans, space data (including
attributes like capacity, square feet, and quantity), occupancy, and
space types (e.g., conference room, office, training center,
workstation, or warehouse)). For instance, OSFL staff will have the
ability to generate reports that provide details on the capacity to
assist with space planning efforts.
The IWMS consists of two components: (1) a desktop application
accessed by OSFL staff that creates two- and three-dimensional
drawings, models, and diagrams, for uploading workspace layout; and (2)
a web application that Department employees and contractors can use to
reserve desks and meeting/conference spaces. Reservation of these
spaces will be integrated with Microsoft Outlook, allowing reservations
to appear on users' calendars and users to modify the reservation and
set reminders and alerts. Accessible Format: On request to the program
contact person listed under FOR FURTHER INFORMATION CONTACT,
individuals with disabilities can obtain this document in an accessible
format. The Department will provide the requestor with an accessible
format that may include Rich Text Format (RTF) or text format (txt), a
thumb drive, an MP3 file, braille, large print, audiotape, compact
disc, or other accessible format.
Electronic Access to This Document: The official version of this
document is the document published in the Federal Register. You may
access the official edition of the Federal Register and the Code of
Federal Regulations at <a href="http://www.govinfo.gov">www.govinfo.gov</a>. At this site you can view this
document, as well as all other Department documents published in the
Federal Register, in text or Portable Document Format (PDF). To use
PDF,
[[Page 66705]]
you must have Adobe Acrobat Reader, which is available free at the
site.
You may also access Department documents published in the Federal
Register by using the article search feature at
<a href="http://www.federalregister.gov">www.federalregister.gov</a>. Specifically, through the advanced search
feature at this site, you can limit your search to documents published
by the Department.
Richard J. Lucas,
Principal Deputy Assistant Secretary, Delegated the Authority to
Perform the Functions and Duties of the Assistant Secretary, Office of
Finance and Operations.
For the reasons discussed in the preamble, the Principal Deputy
Assistant Secretary, Delegated the Authority to Perform the Functions
and Duties of the Assistant Secretary for the Office of Finance and
Operations of the U.S. Department of Education (Department) publishes a
new system of records notice to read as follows:
SYSTEM NAME AND NUMBER:
Integrated Workplace Management System (IWMS) (18-03-08).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
U.S. Department of Education, Office of Security, Facilities and
Logistics, Office of Finance and Operations, 400 Maryland Avenue SW,
Washington, DC 20202-6110.
FM:Systems, 2301 Sugar Bush Road, Suite 500, Raleigh, NC 27612.
(Note: FM:Systems is a Department contractor that hosts the
infrastructure that supports the IWMS applications (FMS:Employee and
FMS:Workplace), as a Software-as-a-Service (SaaS), including backend
application processing and data hosting.)
SYSTEM MANAGER(S):
Information System Owner, Office of Security, Facilities and
Logistics, Office of Finance and Operations, U.S. Department of
Education, 400 Maryland Avenue SW, Room HQ-LBJ-2A225, Washington, DC
20202-6110.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 12411, ``Government Work Space Management Reforms''
(Mar. 29, 1983).
PURPOSE(S) OF THE SYSTEM:
The purposes of this system of records are to assist the Office of
Finance and Operations, Office of Security, Facilities and Logistics
(OSFL) in managing the Department's office space, including moving, and
tracking the movement of, Government-furnished equipment and assigning
Department personnel to designated office spaces; managing the
Department's real estate portfolio; managing facility-related projects;
and administering processes for reserving flexible workspaces,
conference rooms, and other bookable resources, such as lockers and
parking spaces.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current Department employees and contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records in the system are comprised of
information related to current Department employees and contractors,
such as their first name, last name, work email address, physical work
address, work telephone number, principal office, organizational code,
position, pay plan and grade, and supervisory status.
RECORD SOURCE CATEGORIES:
Records covered by the system of records notice titled ``Federal
Personnel Payroll System'' (18-05-03), last published in the Federal
Register on December 27, 1999 (64 FR 72389-72391) will be obtained from
the Department's Office of Human Resources and then updated by
Department employees and contractors, as appropriate. The records
provided from FPPS is stored in IWMS and is used by the program office
to assist with the assignment of office space. Records in this system
also may be obtained from other persons or entities from whom or from
which data is obtained under the routine uses set forth below.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The Department may disclose information contained in a record in
this system of records under the routine uses listed in this system of
records without the consent of the individual if the disclosure is
compatible with the purposes for which the record was collected. These
disclosures may be made on a case-by-case basis or, if the Department
has complied with the computer matching requirements of the Privacy Act
of 1974, as amended (Privacy Act) (5 U.S.C. 552a), under a computer
matching agreement.
(1) Congressional Member Disclosure. The Department may disclose
the records of an individual to a member of Congress or the member's
staff when necessary to respond to an inquiry from the member made at
the written request of and on behalf of the individual. The member's
right to the information is no greater than the right of the individual
who requested it.
(2) Enforcement Disclosure. In the event that information in this
system of records indicates, either on its face or in connection with
other information, a violation or potential violation of any applicable
statute, regulations, or order of a competent authority, the Department
may disclose the relevant records to the appropriate agency, whether
Federal, State, Tribal, or local, charged with investigating or
prosecuting that violation or charged with enforcing or implementing
the statute, Executive Order, rule, regulation, or order issued
pursuant thereto.
(3) Litigation and Alternative Dispute Resolution (ADR) Disclosure.
(a) Introduction. In the event that one of the following parties
listed in sub-paragraphs (i) through (v) of this routine use is
involved in judicial or administrative litigation or ADR, or has an
interest in judicial or administrative litigation or ADR, the
Department may disclose certain records from this system of records to
the parties described in paragraphs (b), (c), and (d) of this routine
use under the conditions specified in those paragraphs:
(i) The Department or any of its components;
(ii) Any Department employee in their official capacity;
(iii) Any Department employee in their individual capacity where
the U.S. Department of Justice (DOJ) agrees to or has been requested to
provide or arrange for representation of the employee;
(iv) Any Department employee in their individual capacity where the
Department has agreed to represent the employee; and
(v) The United States, where the Department determines that the
litigation is likely to affect the Department or any of its components.
(b) Disclosure to DOJ. If the Department determines that disclosure
of certain records to DOJ is relevant and necessary to judicial or
administrative litigation or ADR, the Department may disclose those
records as a routine use to DOJ.
(c) Adjudicative Disclosure. If the Department determines that
disclosure of certain records to an adjudicative body before which the
Department is authorized to appear or to a person or entity designated
by the Department or otherwise empowered to resolve or mediate disputes
is relevant and necessary to judicial or administrative litigation or
ADR, the Department may disclose those records as a routine use to the
adjudicative body, person, or entity.
[[Page 66706]]
(d) Disclosure to Parties, Counsel, Representatives, and Witnesses.
If the Department determines that disclosure of certain records is
relevant and necessary to the judicial or administrative litigation or
ADR, the Department may disclose those records as a routine use to the
party, counsel, representative, or witness.
(4) Freedom of Information Act (FOIA) or Privacy Act Advice
Disclosure. The Department may disclose records to the DOJ or to the
Office of Management and Budget (OMB) if the Department determines that
disclosure is desirable or necessary in determining whether particular
records are required to be disclosed under the FOIA or the Privacy Act.
(5) Disclosure to DOJ. The Department may disclose records to DOJ
to the extent necessary for obtaining DOJ advice on any matter relevant
to an audit, inspection, or other inquiry related to this system.
(6) Contract Disclosure. If the Department contracts with an entity
to perform any function that requires disclosing records in this system
to employees of the contractor, the Department may disclose the records
to those employees. As part of such contract, the Department shall
require the contractor to agree to establish and maintain safeguards to
protect the security and confidentiality of the disclosed records.
(7) Employee Grievance, Complaint, or Conduct Disclosure. If a
record is relevant and necessary to an employee grievance, complaint,
or disciplinary action involving a present or former employee of the
Department, the Department may disclose a record from this system of
records in the course of investigation, fact-finding, or adjudication
to any party to the grievance, complaint, or action; to the party's
counsel or representative; to a witness; or to a designated fact-
finder, mediator, or other person designated to resolve issues or
decide the matter.
(8) Labor Organization Disclosure. The Department may disclose
records from this system of records to an arbitrator to resolve
disputes under a negotiated grievance procedure or to officials of
labor organizations recognized under 5 U.S.C. chapter 71 when relevant
and necessary to their duties of exclusive representation.
(9) Employment, Benefit, and Contracting Disclosure.
(a) For Decisions by the Department. The Department may disclose a
record to a Federal, State, Tribal, or local agency, or to another
public authority or professional organization, maintaining civil,
criminal, or other relevant enforcement or other pertinent records, if
necessary to obtain information relevant to a Department decision
concerning the hiring or retention of an employee or other personnel
action, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit.
(b) For Decisions by Other Public Agencies and Professional
Organizations. The Department may disclose a record to a Federal,
State, Tribal, local, or other public authority or professional
organization, in connection with the hiring or retention of an employee
or other personnel action, 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, to the
extent that the record is relevant and necessary to the receiving
entity's decision on the matter.
(10) Disclosure in the Course of Responding to a Breach of Data.
The Department may disclose records from this system of records to
appropriate agencies, entities, and persons when (a) the Department
suspects or has confirmed that there has been a breach of the system of
records; (b) the Department has determined that as a result of the
suspected or confirmed breach, there is a risk of harm to individuals,
the Department (including its information systems, programs, and
operations), the Federal government, or national security; and (c) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with the Department's efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
(11) Disclosure in Assisting Another Agency in Responding to a
Breach of Data. The Department may disclose records from this system of
records to another Federal agency or Federal entity when the Department
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (a) responding to
a suspected or confirmed breach, or (b) 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.
(12) Disclosure to National Archives and Records Administration
(NARA). The Department may disclose records from this system of records
to NARA for the purpose of records management inspections conducted
under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORAGE OR RECORDS:
Records are stored on an encrypted system within a secured and
controlled environment.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by an employee's or contractor's name only
for administrative purposes, including associating the employee or
contractor with a specific region or building to assign them an office
space or conference room.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The records in this system of records will be retained and disposed
of in accordance with General Records Schedule 5.4, ``Facility,
Equipment, Vehicle, Property, and Supply Records,'' Items 010 (DAA-GRS-
2016-0011-0001) and 050 (DAA-GRS-2016-0011-0005).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The vendor, which is Federal Risk and Authorization Management
Program (FedRAMP) certified, hosts the IWMS system outside the
Department's network. The Department accesses and uses this system as a
SaaS and requires the vendor to complete routine testing of its
environment to ensure the confidentiality, integrity, and availability
of the information in the system and services provided. The Cloud
Service Provider enforces security controls over the physical facility
where the system is hosted in adherence with FedRAMP standards and
provides continuous monitoring reports to the Department.
In accordance with the Federal Information Security Management Act
of 2002 (FISMA), as amended by the Federal Information Security
Modernization Act of 2014, every Department system must receive a
signed Authorization to Operate (ATO) from a designated Department
official. The ATO process includes a rigorous assessment of security
and privacy controls, a plan of actions and milestones to remediate any
identified deficiencies, and a continuous monitoring program.
FISMA controls implemented are comprised of a combination of
management, operational, and technical controls, and include the
following control families: access control, awareness and training,
audit and accountability, security assessment and authorization,
configuration management, contingency planning, identification and
authentication, incident response, maintenance, media
[[Page 66707]]
protection, physical and environmental protection, planning, personnel
security, privacy, risk assessment, system and services acquisition,
system and communications protection, system and information integrity,
and program management.
The IWMS system is integrated with the Department's Identity,
Credential, and Access Management (ICAM) and also utilizes role-based
authentication to ensure that only authorized users can access
information, and can only access the information needed to perform
their duties. Authentication to the system is permitted only over
secure, encrypted connections.
RECORD ACCESS PROCEDURES:
If you wish to request access to records regarding you in this
system of records, contact the system manager at the address listed
under the SYSTEM MANAGER(S) section above. You must provide necessary
particulars such as your full name, address, and telephone number, and
any other identifying information requested by the Department while
processing the request to distinguish between individuals with the same
name. Your request must meet the requirements of the Department's
Privacy Act regulations in 34 CFR 5b.5, including proof of identity.
CONTESTING RECORD PROCEDURES:
If you wish to contest the content of a record regarding you in
this system of records, contact the system manager at the address
listed under the SYSTEM MANAGER(S) section above. You must provide
necessary particulars such as your full name, address, and telephone
number, and any other identifying information requested by the
Department to distinguish between individuals with the same name. Your
request must also identify the particular record within the system that
you wish to have changed, state whether you seek an addition to or a
deletion or substitution of the record, and explain the reasons why you
wish to have the record changed. Your request must meet the
requirements of the Department's Privacy Act regulations in 34 CFR
5b.7.
NOTIFICATION PROCEDURES:
If you wish to determine whether a record exists regarding you in
this system of records, contact the system manager at the address
listed under the SYSTEM MANAGER(S) section above. You must provide
necessary particulars such as your full name, address, telephone
number, and any other identifying information requested by the
Department while processing the request to distinguish between
individuals with the same name. Your request must meet the requirements
of the Department's Privacy Act regulations in 34 CFR 5b.5, including
proof of identity.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
[FR Doc. 2024-18334 Filed 8-15-24; 8:45 am]
BILLING CODE 4000-01-P
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