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National Information Technology Center

Privacy Impact Assessment for

Facility Security System (OnGuard)

Version 2.0

Effective Date

June 29, 2007

UNITED STATES DEPARTMENT OF AGRICULTURE

Office of the Chief Information Officer -- National Information
Technology Center

Washington, DC 20250

Privacy Impact Assessment Authorization\
Memorandum

  ------------------------------------------ ---- ------------------------
  I have carefully assessed the Privacy           
  Impact Assessment for the Facility              
  Security System (OnGuard) System. This          
  document has been completed in accordance       
  with the requirements of the E-Government       
  Act of 2002.                                    

  MANAGEMENT CERTIFICATION -- Please check        
  the appropriate statement.                      

  \_\_\_\_\_\_\_\_ The document is accepted.      

  \_\_\_\_\_\_\_\_ The document is accepted       
  pending the changes noted.                      

  \_\_\_\_\_\_\_\_ The document is not            
  accepted.                                       

  **We** fully accept the changes as needed       
  improvements and authorize initiation of        
  work to proceed. Based on our authority         
  and judgment, the continued operation of        
  this system is authorized.                      

                                                  

  Greg Schmitz - System Owner                     Date

                                                  

  Kathleen Rundle - Associate Chief               Date
  Information Officer                             

                                                  

  Wilbur Crawley -- Interim USDA Privacy          Date
  Officer                                         
  ------------------------------------------ ---- ------------------------

REVISION HISTORY

  ---------- ------------ ------------------------------- ------------ ------------ ----------
  Document   Revision     Description of Changes          Section #/   Page \#      Author's
  Draft# or  Date                                         Paragraph \#              Initials
  Version \#                                                                        

  2.0        02/05/2007   Updated, moved to new format    Throughout   Throughout   wra
                          for reaccreditation project                               

  2.0        4/19/2007    Updated signature page          \-           i            wra

  2.0        5/7/2007     Added system description from   B            3            JCR
                          SSP                                                       

                                                                                    

                                                                                    

                                                                                    
  ---------- ------------ ------------------------------- ------------ ------------ ----------

+-----------------------------------------------------------------------+
| TABLE OF CONTENTS                                                     |
+-----------------------------------------------------------------------+
| [A. Contact Information: 1](#contact-information)                     |
|                                                                       |
| [B. System Application/General Information                            |
| 3](#system-applicationgeneral-information)                            |
|                                                                       |
| [C. Data in the System 4](#data-in-the-system)                        |
|                                                                       |
| [D. Data Attributes 6](#data-attributes)                              |
|                                                                       |
| [E. Maintenance and Administrative Controls                           |
| 7](#maintenance-and-administrative-controls)                          |
|                                                                       |
| [F. Data Access 9](#data-access)                                      |
|                                                                       |
| [Appendix A - Declaration of Privacy Principles                       |
| 12](#__RefHeading___Toc160711014)                                     |
|                                                                       |
| [Appendix B - Policy Statement on Citizen, Client and Partner Privacy |
| Rights 14](#__RefHeading___Toc160711015)                              |
+-----------------------------------------------------------------------+
|                                                                       |
+-----------------------------------------------------------------------+
|                                                                       |
+-----------------------------------------------------------------------+

+--------------------+----+-------------------------------------------+
| **Name of          | ** |                                           |
| Project:**         | NI |                                           |
|                    | TC |                                           |
|                    | Fa |                                           |
|                    | ci |                                           |
|                    | li |                                           |
|                    | ty |                                           |
|                    | Se |                                           |
|                    | cu |                                           |
|                    | ri |                                           |
|                    | ty |                                           |
|                    | Sy |                                           |
|                    | st |                                           |
|                    | em |                                           |
|                    | (  |                                           |
|                    | On |                                           |
|                    | Gu |                                           |
|                    | ar |                                           |
|                    | d) |                                           |
|                    | ** |                                           |
+--------------------+----+-------------------------------------------+
| **Program          |    |                                           |
| Office:**          |    |                                           |
+--------------------+----+-------------------------------------------+
| **Project's Unique | *  |                                           |
| ID:**              | *O |                                           |
|                    | nG |                                           |
|                    | ua |                                           |
|                    | rd |                                           |
|                    | ** |                                           |
|                    | [^ |                                           |
|                    | 1] |                                           |
+--------------------+----+-------------------------------------------+
| # Co               |    |                                           |
| ntact Information: |    |                                           |
+--------------------+----+-------------------------------------------+
| ## Document Owner  |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Dan Loredo                                |
+--------------------+----+-------------------------------------------+
| Title:             |    | Security Specialist                       |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / NITC                        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 8930 Ward Parkway                         |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Kansas City, MO 64114                     |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 816-926-2341                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | [dan.loredo@usda.gov]{.underline}         |
+--------------------+----+-------------------------------------------+
| ## System Owner    |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Gregory A. Schmitz                        |
+--------------------+----+-------------------------------------------+
| Title:             |    | Chief, Security Staff, Information System |
|                    |    | Security Program Manager (ISSPM)          |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / NITC                        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 8930 Ward Parkway                         |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Kansas City, MO 64114                     |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 816-926-2356                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | [greg.schmitz@usda.gov]{.underline}       |
+--------------------+----+-------------------------------------------+
| ## System Manager  |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Ginger Weaver                             |
+--------------------+----+-------------------------------------------+
| Title:             |    | System Administrator                      |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / NITC                        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 8930 Ward Parkway                         |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Kansas City, MO 64114                     |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 816-926-2358                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | [ginger.weaver@usda.gov]{.underline}      |
+--------------------+----+-------------------------------------------+
| ## I               |    |                                           |
| T Security Manager |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Gregory A. Schmitz                        |
+--------------------+----+-------------------------------------------+
| Title:             |    | Chief, Security Staff,                    |
|                    |    |                                           |
|                    |    | Information System Security Program       |
|                    |    | Manager (ISSPM)                           |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / NITC                        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 8930 Ward Parkway                         |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Kansas City, MO 64114                     |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 816-926-2356                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | [greg.schmitz@usda.gov]{.underline}       |
+--------------------+----+-------------------------------------------+
| ## Chief FOI/P     |    |                                           |
| A, Agency Senior O |    |                                           |
| fficer for Privacy |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Wilbur Crawley                            |
+--------------------+----+-------------------------------------------+
| Title:             |    | Lead IT Specialist                        |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / Cyber Security (RMS)        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 6501 Sunnyside Drive                      |
|                    |    |                                           |
|                    |    | 2-1249 GWCC                               |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Beltsville, MD 20705                      |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 301-504-4154                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | wilbur.crawley@usda.gov                   |
+--------------------+----+-------------------------------------------+
| ##                 |    |                                           |
| Reviewing Official |    |                                           |
+--------------------+----+-------------------------------------------+
| Name:              |    | Kathleen Rundle                           |
+--------------------+----+-------------------------------------------+
| Title:             |    | ACIO                                      |
+--------------------+----+-------------------------------------------+
| Department/Agency: |    | USDA / OCIO / NITC                        |
+--------------------+----+-------------------------------------------+
| Address:           |    | 8930 Ward Parkway                         |
+--------------------+----+-------------------------------------------+
| City, State, ZIP:  |    | Kansas City, MO 64114                     |
+--------------------+----+-------------------------------------------+
| Phone Number:      |    | 816-926-6501                              |
+--------------------+----+-------------------------------------------+
| E-mail Address:    |    | Kathleen.rundle@usda.gov                  |
+--------------------+----+-------------------------------------------+

+--------------------------------+-------------------------------------+
| **Question**                   | **Response**                        |
+================================+=====================================+
| # System A                     |                                     |
| pplication/General Information |                                     |
+--------------------------------+-------------------------------------+
| ## System Description          | OnGuard is a security technology    |
|                                | integration application suite used  |
|                                | to control and manage physical      |
|                                | access devices and video            |
|                                | surveillance systems at the         |
|                                | National Information Technology     |
|                                | Center (NITC). The application was  |
|                                | developed by Lenel of Pittsford,    |
|                                | New York and provides advanced      |
|                                | access control, alarm monitoring,   |
|                                | digital video, intrusion detection, |
|                                | asset tracking, information         |
|                                | security integration, credential    |
|                                | production, and employee and        |
|                                | visitor management functionality    |
|                                | for building tenants at 8930 Ward   |
|                                | Parkway.                            |
|                                |                                     |
|                                | OnGuard is one of the NITC's Major  |
|                                | Applications. The application is    |
|                                | owned and managed under the         |
|                                | auspices of the NITC Security Staff |
|                                | and utilized by security personnel  |
|                                | under contract to the General       |
|                                | Services Administration and NITC    |
|                                | security administrators. System     |
|                                | access is limited to these two      |
|                                | distinct user groups.               |
|                                |                                     |
|                                | The system allows authorized        |
|                                | security personnel to grant and     |
|                                | monitor multiple entry points at    |
|                                | the NITC site simultaneously from a |
|                                | single, centralized location. The   |
|                                | application also provides a         |
|                                | platform for viewing real-time or   |
|                                | archived video recorded through a   |
|                                | network of internal and external    |
|                                | surveillance cameras. It also       |
|                                | provides the management of security |
|                                | badges, including automated         |
|                                | verification of issued credentials, |
|                                | and generation and management of    |
|                                | new access badges for new and       |
|                                | existing employees, authorized      |
|                                | visitors, and contractors.          |
+--------------------------------+-------------------------------------+
| ## Is this information i       |                                     |
| dentifiable to the individual? |                                     |
+--------------------------------+-------------------------------------+
| ###                            | Yes, it contains a partial SSN, a   |
|  Does this system contain any  | photograph, the name, worker status |
| information about individuals? | (Federal or contractor), and        |
|                                | fingerprint data for all workers    |
|                                | (both Federal and contracted) and   |
|                                | visitors to 8930 Ward Parkway. The  |
|                                | fingerprint is a digitized          |
|                                | configuration of a scanned          |
|                                | fingerprint that can not be         |
|                                | recreated to the original           |
|                                | fingerprint.                        |
+--------------------------------+-------------------------------------+
| ##                             | No.                                 |
| # Is the information about ind |                                     |
| ividual members of the public? |                                     |
+--------------------------------+-------------------------------------+
| ### Is t                       | The information is about all        |
| he information about employees | workers, both Federal employees and |
|                                | contractors. Information is added   |
|                                | for visitors who are working in the |
|                                | building temporarily.               |
+--------------------------------+-------------------------------------+
| ## What is the purp            | The OnGuard application uses        |
| ose of the system/application? | personnel data and video            |
|                                | surveillance to control physical    |
|                                | access and detect intrusions.       |
+--------------------------------+-------------------------------------+
| ## What legal authority author | HSPD-12, Common Identification      |
| izes the purchase or developme | Standard for Federal Employees and  |
| nt of this system/application? | Contractors                         |
+--------------------------------+-------------------------------------+
| # Data in the System           |                                     |
+--------------------------------+-------------------------------------+
| ## Generally                   | The information used includes a     |
|  describe the type of informat | partial SSN, a photograph, the      |
| ion to be used in the system a | name, worker status (Federal or     |
| nd what categories of individu | contractor), and fingerprint data   |
| als are covered in the system? | for all workers (both Federal and   |
|                                | contracted) and visitors to 8930    |
|                                | Ward Parkway. The categories are    |
|                                | Federal employees, contractors, and |
|                                | visitors.                           |
+--------------------------------+-------------------------------------+
| ## Sources                     |                                     |
|  of Information in the System: |                                     |
+--------------------------------+-------------------------------------+
| ###                            | The source of the information is    |
|  Is the source of the informat | the individual.                     |
| ion from the individual or is  |                                     |
| it taken from another source?  |                                     |
| If not directly from the indiv |                                     |
| idual, then what other source? |                                     |
+--------------------------------+-------------------------------------+
| ### Wha                        | The Federal agencies providing      |
| t Federal agencies are providi | information include all the tenants |
| ng data for use in the system? | of 8930 Ward Parkway. The           |
|                                | Department of Agriculture, NITC is  |
|                                | the sole source input agency for    |
|                                | the system. The Department of       |
|                                | Education, the General Services     |
|                                | Administration and other USDA       |
|                                | agencies, provide information on    |
|                                | personnel needing physical access   |
|                                | cards to the facility               |
+--------------------------------+-------------------------------------+
| ### What State                 | State and local agencies do not     |
| and local agencies are providi | provide data for use in the system. |
| ng data for use in the system? |                                     |
+--------------------------------+-------------------------------------+
| ###                            | None.                               |
|  From what other third party s |                                     |
| ources will data be collected? |                                     |
+--------------------------------+-------------------------------------+
| ### What inf                   | From workers in the building, a     |
| ormation will be collected fro | partial SSN, a photograph, the      |
| m the employee and the public? | name, worker status (Federal or     |
|                                | contractor), and fingerprint data.  |
|                                | The fingerprint is a digitized      |
|                                | configuration of a scanned          |
|                                | fingerprint that can not be         |
|                                | recreated to the original           |
|                                | fingerprint.                        |
|                                |                                     |
|                                | No information is collected from    |
|                                | the public.                         |
+--------------------------------+-------------------------------------+
| ## Accuracy                    |                                     |
| , Timeliness, and Reliability: |                                     |
+--------------------------------+-------------------------------------+
| ### How will data collected fr | Not applicable.                     |
| om sources other than USDA rec |                                     |
| ords be verified for accuracy? |                                     |
+--------------------------------+-------------------------------------+
| ### How will dat               | Not Applicable.                     |
| a be checked for completeness? |                                     |
+--------------------------------+-------------------------------------+
| ### Is the data current? What  | Yes, the data is current.           |
|  steps or procedures are taken | Administrative Directive A-27 --    |
|  to ensure the data is current | Exit Process describes the process. |
|  and not out-of-date? Name the |                                     |
|  document (e.g., data models). |                                     |
+--------------------------------+-------------------------------------+
| ### Are the d                  | Data elements described in detail   |
| ata elements described in deta | and documented in the OnGuard       |
| il and documented? If yes, wha | operating manuals.                  |
| t is the name of the document? |                                     |
+--------------------------------+-------------------------------------+
| # Data Attributes              |                                     |
+--------------------------------+-------------------------------------+
| ## Is the use of t             | Yes, all data collected is relevant |
| he data both relevant and nece | and necessary to the system design  |
| ssary to the purpose for which | and daily operation regarding       |
|  the system is being designed? | personnel verification, etc.        |
+--------------------------------+-------------------------------------+
| ## Will                        | No, the system will not derive new  |
|  the system derive new data or | data or create previously           |
|  create previously unavailable | unavailable data.                   |
|  data about an individual thro |                                     |
| ugh aggregation from the infor |                                     |
| mation collected, and how will |                                     |
|  this be maintained and filed? |                                     |
+--------------------------------+-------------------------------------+
| ## Will the new data be plac   | Not Applicable. See D2.             |
| ed in the individual's record? |                                     |
+--------------------------------+-------------------------------------+
| ## Can the system m            | Not Applicable. See D2.             |
| ake determinations about emplo |                                     |
| yees/public that would not be  |                                     |
| possible without the new data? |                                     |
+--------------------------------+-------------------------------------+
| ## H                           | Not Applicable. See D4.             |
| ow will the new data be verifi |                                     |
| ed for relevance and accuracy? |                                     |
+--------------------------------+-------------------------------------+
| ## If the data is being con    | The data is not being consolidated. |
| solidated, what controls are i | Physical access to the system, and  |
| n place to protect the data fr | access to the data, is strictly     |
| om unauthorized access or use? | controlled. Only authorized         |
|                                | security personnel are allowed      |
|                                | access.                             |
+--------------------------------+-------------------------------------+
| ## If processes are bein       | Not Applicable. See D6.             |
| g consolidated, are the proper |                                     |
|  controls remaining in place t |                                     |
| o protect the data and prevent |                                     |
|  unauthorized access? Explain. |                                     |
+--------------------------------+-------------------------------------+
| ##                             | The data can be viewed on-screen or |
|  How will the data be retrieve | printed in reports on an ad-hoc     |
| d? Does a personal identifier  | basis by authorized security        |
| retrieve the data? If yes, exp | personnel. It should be noted that  |
| lain and list the identifiers  | the sensitive data elements in the  |
| that will be used to retrieve  | system (i.e., the partial SSN,      |
| information on the individual. | fingerprint, etc.) is not           |
|                                | transferable in report formats, as  |
|                                | these elements are not built in to  |
|                                | the reporting application           |
|                                | capabilities. The fingerprint is a  |
|                                | digitized configuration of a        |
|                                | scanned fingerprint that cannot be  |
|                                | recreated to the original           |
|                                | fingerprint.                        |
+--------------------------------+-------------------------------------+
| ## Wh                          | Not Applicable. See D8.             |
| at kinds of reports can be pro |                                     |
| duced on individuals? What wil |                                     |
| l be the use of these reports? |                                     |
|  Who will have access to them? |                                     |
+--------------------------------+-------------------------------------+
| ## What opportun               | The information must be provided to |
| ities do individuals have to d | gain access to 8930 Ward Parkway.   |
| ecline to provide information  | The uses of the information are     |
| (i.e., where providing informa | required and authorized by HSPD-12. |
| tion is voluntary) or to conse |                                     |
| nt to particular uses of the i |                                     |
| nformation (other than require |                                     |
| d or authorized uses and how i |                                     |
| ndividuals can grant consent.) |                                     |
+--------------------------------+-------------------------------------+
| # Maintenan                    |                                     |
| ce and Administrative Controls |                                     |
+--------------------------------+-------------------------------------+
| ## If                          | Not Applicable. The OnGuard         |
| the system is operated in more | application is operated only at one |
|  than one site, how will consi | site.                               |
| stent use of the system and da |                                     |
| ta be maintained in all sites? |                                     |
+--------------------------------+-------------------------------------+
| ## What are the retention p    | The data is kept on the system for  |
| eriods of data in this system? | as long as it is needed.            |
|                                |                                     |
|                                | Inactive card holders are deleted   |
|                                | from the system.                    |
|                                |                                     |
|                                | DVR records are deleted after       |
|                                | thirty days.                        |
|                                |                                     |
|                                | Transaction records are archived to |
|                                | file after 180 days. They are       |
|                                | stored indefinitely.                |
|                                |                                     |
|                                | Backup tapes are overwritten after  |
|                                | seven days.                         |
+--------------------------------+-------------------------------------+
| ## What are the proce          | DVR records, transaction records    |
| dures for disposition of the d | and backup tapes are overwritten.   |
| ata at the end of the retentio |                                     |
| n period? How long will the re | There are no regular reports        |
| ports produced be kept? Where  | generated.                          |
| are the procedures documented? |                                     |
|                                | Ad hoc reports are destroyed.       |
|                                |                                     |
|                                | Procedures are documented in        |
|                                | Security Operating Instructions.    |
+--------------------------------+-------------------------------------+
| ## Is the system u             | No, the system is using all         |
| sing technologies in ways that | technologies that have been tested  |
|  the USDA has not previously e | and used in the past.               |
| mployed (e.g., monitoring soft |                                     |
| ware, Smart Cards, Caller-ID)? |                                     |
+--------------------------------+-------------------------------------+
| ## How doe                     | The use of this technology does not |
| s the use of this technology a | affect public privacy.              |
| ffect public/employee privacy? |                                     |
|                                | The system monitors controlled      |
|                                | physical access points, including   |
|                                | the building perimeter, the data    |
|                                | center, office spaces, and lobbies. |
|                                | It provides camera surveillance of  |
|                                | specific controlled areas and       |
|                                | physical access points.             |
+--------------------------------+-------------------------------------+
| ## Will this sy                | Yes, OnGuard is a security system   |
| stem provide the capability to | designed to track activity at       |
|  identify, locate, and monitor | controlled physical access points   |
|  individuals? If yes, explain. | through access control and video    |
|                                | surveillance.                       |
+--------------------------------+-------------------------------------+
| ## What kinds of information a | The system allows security          |
| re collected as a function of  | personnel to view security camera   |
| the monitoring of individuals? | recording and identify physical     |
|                                | intrusions into and within the      |
|                                | building. It also allows the guards |
|                                | to obtain badge information to      |
|                                | verify entry of individuals to the  |
|                                | site. Privileged security personnel |
|                                | are also allowed to generate new    |
|                                | access badges for new and existing  |
|                                | employees, cleared visitors, and    |
|                                | contractors, in addition to         |
|                                | modifying existing records as       |
|                                | needed.                             |
+--------------------------------+-------------------------------------+
| ## Wh                          | The system is secured on an         |
| at controls will be used to pr | isolated network, and the system is |
| event unauthorized monitoring? | physically secured. The security    |
|                                | controls on the isolated network    |
|                                | and the system ensure that no       |
|                                | unauthorized monitoring will take   |
|                                | place.                              |
+--------------------------------+-------------------------------------+
| ## Under whi                   | OnGuard operates under system of    |
| ch Privacy Act systems of reco | records notice E6-15901, *Federal   |
| rds notice does the system ope | Personal Identity Verification      |
| rate? Provide number and name. | Identity Management System*.        |
|                                | \[Federal Register: September 28,   |
|                                | 2006 (Volume 71, Number 188)\]      |
+--------------------------------+-------------------------------------+
| #                              | No, the system of records notice is |
| # If the system is being modif | generic and is owned by the General |
| ied, will the Privacy Act syst | Services Administration. It covers  |
| em of records notice require a | the collection of PII for identity  |
| mendment or revision? Explain. | management.                         |
+--------------------------------+-------------------------------------+
| # Data Access                  |                                     |
+--------------------------------+-------------------------------------+
| ## Who will have acc           | Two groups within NITC, guards and  |
| ess to the data in the system? | security administrators use the     |
|                                | application.                        |
+--------------------------------+-------------------------------------+
| ## How is access               | Guards at specific workstations     |
|  to the data by a user determi | located at guard stations have      |
| ned? Are criteria, procedures, | read-only access to data. Security  |
|  controls, and responsibilitie | administrators, at the OnGuard      |
| s regarding access documented? | server, have read-write access to   |
|                                | data.                               |
+--------------------------------+-------------------------------------+
| ## Will use                    | Guards at specific workstations     |
| rs have access to all data on  | located at guard stations have      |
| the system or will the user's  | read-only access to data. Those     |
| access be restricted? Explain. | workstations connect to the         |
|                                | application through a client via    |
|                                | the closed network that uses        |
|                                | specified ports for access and has  |
|                                | specific privilege sets.            |
|                                |                                     |
|                                | Security administrators, at the     |
|                                | OnGuard server, have read-write     |
|                                | access to all the data.             |
+--------------------------------+-------------------------------------+
| ## What co                     | All systems are within a secure     |
| ntrols are in place to prevent | area and each directory is          |
|  the misuse (e.g., unauthorize | protected by granted access only.   |
| d browsing) of data by those h |                                     |
| aving access? (Please list pro | The OnGuard application allows      |
| cesses and training materials) | security personnel to monitor       |
|                                | physical access using security      |
|                                | cameras and identify physical       |
|                                | intrusions into and within the      |
|                                | building. It also allows the        |
|                                | security personnel to obtain badge  |
|                                | information to verify entry of      |
|                                | individuals to the site, and, if    |
|                                | necessary, to manage physical       |
|                                | access to multiple entry points     |
|                                | from a single, centralized          |
|                                | location. . Security administrators |
|                                | are also allowed to generate new    |
|                                | access badges for new and existing  |
|                                | employees, cleared visitors, and    |
|                                | contractors, in addition to         |
|                                | modifying existing records as       |
|                                | needed.                             |
|                                |                                     |
|                                | All users must sign a security      |
|                                | agreement. Users are briefed on the |
|                                | proper use of the data, and the     |
|                                | external drives on all the          |
|                                | workstations are disabled so data   |
|                                | can't be downloaded.                |
|                                |                                     |
|                                | OnGuard audit logs are reviewed     |
|                                | periodically, and are reviewed      |
|                                | anytime an unusual event occurs.    |
|                                |                                     |
|                                | Security personnel must also abide  |
|                                | by the contents of the Security     |
|                                | Features User Guide.                |
+--------------------------------+-------------------------------------+
| ## Ar                          | Contractors developed and maintain  |
| e contractors involved with th | the system. Privacy Act contract    |
| e design and development of th | clauses are not inserted in their   |
| e system and will they be invo | contracts. However, other           |
| lved with the maintenance of t | regulatory measures are addressed.  |
| he system? If yes, are Privacy |                                     |
|  Act contract clauses inserted |                                     |
|  in their contracts and other  |                                     |
| regulatory measures addressed? |                                     |
+--------------------------------+-------------------------------------+
| ## Do other systems share dat  | No, The OnGuard server has been     |
| a or have access to the data i | placed on a closed network in the   |
| n the system? If yes, explain. | NITC topology. There are no direct  |
|                                | system interconnections.            |
+--------------------------------+-------------------------------------+
| ## Who will be responsibl      | Not Applicable. See F6.             |
| e for protecting the privacy r |                                     |
| ights of the public and employ |                                     |
| ees affected by the interface? |                                     |
+--------------------------------+-------------------------------------+
| ## Will other age              | No. The OnGuard application allows  |
| ncies share data or have acces | security personnel to monitor       |
| s to the data in this system ( | physical access to NITC through the |
| Federal, State, Local, Other)? | security cameras and to control     |
|                                | physical access through the         |
|                                | biometric card readers. It allows   |
|                                | security personnel to grant and     |
|                                | monitor multiple entry points at    |
|                                | the NITC site simultaneously from a |
|                                | single, centralized location.       |
+--------------------------------+-------------------------------------+
| ## How will the dat            | Not Applicable. See F8.             |
| a be used by the other agency? |                                     |
+--------------------------------+-------------------------------------+
| ## Who is responsible for as   | Not Applicable. See F8.             |
| suring proper use of the data? |                                     |
+--------------------------------+-------------------------------------+

A.  []{#__RefHeading___Toc160711014 .anchor}-\
    Declaration of Privacy Principles

The privacy principles set forth in this declaration are based on the
ethical and legal obligations of the United States Department of
Agriculture to the public and are the responsibility of all USDA
employees to recognize and treat their office as a public trust.

The obligation to protect client and partner privacy and to safeguard
the information clients and partners entrust to us is a fundamental part
of the USDA's mission to administer the law fairly and efficiently.
Clients and partners have the right to expect that the information they
provide will be safeguarded and used only in accordance with law. In
recognition of these obligations, policies and procedures must clearly
state who should have access to what information and for what purposes.
In addition, appropriate limitations must be placed on the collection,
use and dissemination of clients and partners' personal and financial
information and sufficient technological and administrative measures
must be implemented to ensure the security of USDA data systems,
processes and facilities.

All USDA employees are required to exhibit individual performance that
reflects a commitment to dealing with every client and partner fairly
and honestly and to respect the clients and partners' right to feel
secure that their personal information is protected. To promote and
maintain clients and partners' confidence in the privacy,
confidentiality and security protections provided by the USDA, the USDA
will be guided by the following Privacy Principles:

  ----------- ------------------------------------------------------------
  Principle   Protecting citizen, client and partner privacy and
  1:          safeguarding confidential citizen, client and partner
              information is a public trust.

  Principle   No information will be collected or used with respect to
  2:          citizens, clients and partners that is not necessary and
              relevant for legally mandated or authorized purposes.

  Principle   Information will be collected, to the greatest extent
  3:          practicable, directly from the citizen, client or partner to
              whom it relates.

  Principle   Information about citizens, clients and partners collected
  4:          from third parties will be verified to the greatest extent
              practicable with the citizens, clients and partners
              themselves before action is taken against them.

  Principle   Personally identifiable citizen, client or partner
  5:          information will be used only for the purpose for which it
              was collected, unless other uses are specifically authorized
              or mandated by law.

  Principle   Personally identifiable citizen, client or partner
  6:          information will be disposed of at the end of the retention
              period required by law or regulation.

  Principle   Citizen, client or partner information will be kept
  7:          confidential and will not be discussed with, nor disclosed
              to, any person within or outside the USDA other than as
              authorized by law and in the performance of official duties.

  Principle   Browsing, or any unauthorized access of citizen, client or
  8:          partner information by any USDA employee, constitutes a
              serious breach of the confidentiality of that information
              and will not be tolerated.

  Principle   Requirements governing the accuracy, reliability,
  9:          completeness, and timeliness of citizen, client or partner
              information will be such as to ensure fair treatment of all
              clients and partners.

  Principle   The privacy rights of citizens, clients and partners will be
  10:         respected at all times and every citizen, client and partner
              will be treated honestly, fairly, and respectfully.
  ----------- ------------------------------------------------------------

The Declaration does not, in itself, create any legal rights for clients
and partners, but it is intended to express the full and sincere
commitment of the USDA and its employees to the laws which protect
client and partner privacy rights and which provide redress for
violations of those rights.

B.  []{#__RefHeading___Toc160711015 .anchor}-\
    Policy Statement on Citizen, Client and Partner Privacy Rights

The USDA is fully committed to protecting the privacy rights of all
citizens, clients and partners. Many of these rights are stated in law.
However, the USDA recognizes that compliance with legal requirements
alone is not enough. The USDA also recognizes its social responsibility
which is implicit in the ethical relationship between the USDA and the
citizen, client or partner. The components of this ethical relationship
are honesty, integrity, fairness, and respect.

Among the most basic of a citizens, clients, or partners' privacy rights
is an expectation that the USDA will keep personal and financial
information confidential. Citizens, clients and partners also have the
right to expect that the USDA will collect, maintain, use, and
disseminate personally identifiable information and data only as
authorized by law and as necessary to carry out agency responsibilities.

The USDA will safeguard the integrity and availability of citizens,
clients and partners' personal and financial data and maintain fair
information and record keeping practices to ensure equitable treatment
of all citizens, clients and partners. USDA employees will perform their
duties in a manner that will recognize and enhance individuals' rights
of privacy and will ensure that their activities are consistent with
law, regulations, and good administrative practice. In our record
keeping practices, the USDA will respect the individual's exercise of
his/her First Amendment rights in accordance with law.

As an advocate for privacy rights, the USDA takes very seriously its
social responsibility to citizens, clients and partners to limit and
control information usage as well as to protect public and official
access. In light of this responsibility, the USDA is equally concerned
with the ethical treatment of citizens, clients and partners as well as
their legal and administrative rights.

[^1]: OnGuard is a registered trademark of Lenel Systems International,
    Inc.