Template Version: 1.0

Date: June 16, 2016

Prepared for: USDA NASS

National Agricultural Statistics Service 

Privacy Impact Assessment 

NASS Infrastructure (INF) GSS 
Privacy Impact Assessment 

NASS INF GSS 

 

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Privacy Impact Assessment for the 

NASS Infrastructure (INF) GSS 

 June 16, 2016 

Contact Point 

Dave Brooks 

National Agricultural Statistics Service 

(202)720-6019

Reviewing Official 

Renato Chan 

Chief, NASS Security 

National Agricultural Statistics Service 

United States Department of Agriculture 

(202)720-4068
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Abstract 

The abstract should be a minimum of three sentences and a maximum of four, if necessary, and 

conform to the following format: 

· First sentence should be the name of the component and system. 

· Second sentence should be a brief description of the system and its function. 

· Third sentence should explain why the PIA is being conducted. 

This PIA is for the NASS Infrastructure (INF) General Support System. It serves as the default 

repository of data used and processed by various Agency desktop applications, and provides 

NASS employees local access to file and print sharing services to the Agency enterprise 

network. It also provides client access to various desktop applications, including email. The 

PIA is being conducted to maintain a record of time and attendance for every NASS employee, 

and maintain records necessary to perform routine personnel actions. 

Overview 

The overview is the most important section of the PIA. A thorough and clear overview gives 

the reader the appropriate context to understand the responses in the PIA. The overview should 

contain the following elements: 

· The system name and the name of the Department component(s) who own(s) the system; 

· The purpose of the program, system, or technology and how it relates to the 

component’s and Department’s mission; 

· A general description of the information in the system; 

· A description of a typical transaction conducted on the system; 

· Any information sharing conducted by the program or system; 

· A general description of the modules and subsystems, where relevant, and their 

functions; and 

· A citation to the legal authority to operate the program or system. 

This PIA is for NASS Infrastructure (INF) General Support System (GSS). The System Owners 

for NASS INF GSS are Tesfa Gebreamlak and Aida Aguilar. The NASS INF GSS was granted 

authority to operate on 4/27/2015 (as the NASS WAN GSS). Its functionalities include file 

sharing, printing, communication, e-mail, security, and application deployment services. 

The NASS INF GSS serves as the backbone and primary GSS for the agency and is responsible 

for supporting all other NASS systems and applications. The NASS INF GSS architecture 

consists primarily of a Citrix virtual environment for all its endpoint computing, as well as 
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Cisco switches, routers, firewalls, and Microsoft servers providing file sharing, printing, 

communication, e-mail, security, and application deployment services. 

The NASS INF GSS serves as the backbone and primary GSS for the agency and is responsible 

for supporting all other NASS systems and applications. The NASS INF GSS architecture 

consists primarily of a Citrix virtual environment for all its endpoint computing, Microsoft 

servers providing file sharing, printing, communication, e-mail, security, and application 

deployment services, and UNIX/Linux servers that host the NASS Data and Applications Major 

Application. 

The Headquarters LAN in Washington, D.C. consists of Windows desktops, laptops, as well as 

Wyse thin clients, providing office automation needs for over 400 users. These endpoints are 

primarily used to host virtual sessions off the NASS Citrix platform housed at the USDA 

National Information Technology Center (NITC) in Kansas City, MO. 

The NASS UNIX platform consists of UNIX-based systems running Linux and AIX. These 

servers provide critical support to the mission of NASS to produce and disseminate timely, 

accurate, and useful statistical information to its clients (i.e., farmers and agriculture business, 

commodity markets, government, and the general public). Headquarters staff are distributed 

across four wings and two floors. LAN is connected via a core switch and separate switches 

located in the various wings. There are approximately 400 staff members in HQ all of which 

have a personal computer on their desktop and a small percentage have two computers. Printers 

are shared at around one printer for every five employees. 

The NASS INF GSS has migrated the majority of its remote Field Offices (FO) to a virtual 

environment; servers are now hosted at the USDA National Information Technology Center 

(NITC) in Kansas City. Citrix is employed for thin client computing, though machines can still 

be used as thick clients if desired. 

Section 1.0 Characterization of the Information 

The following questions are intended to define the scope of the information requested and/or 

collected as well as reasons for its collection as part of the program, system, rule, or technology 

being developed. 

1.1 What information is collected, used, disseminated, or maintained in the 

system? 

Information on NASS employees include: (1) name, (2) home address, (3) telephone 

number, (4) Social Security Number, and (5) employment history.

1.2 What are the sources of the information in the system? 

Information is collected from employees and the National Finance Center (NFC). 
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1.3 Why is the information being collected, used, disseminated, or 

maintained? 

To maintain a record of time and attendance for every NASS employee, and maintain 

records necessary to perform routine personnel actions. 

1.4 How is the information collected? 

Information is collected from employee paper records as well as from NFC electronic 

records. 

1.5 How will the information be checked for accuracy? 

There are no additional checks for accuracy as information is assumed accurate

1.6 What specific legal authorities, arrangements, and/or agreements 

defined the collection of information? 

5 U.S.C. 301. In addition, information in the system for NASS employees are collected 

routinely for administrative functions such as time and attendance, and travel 

reimbursements.

1.7 Privacy Impact Analysis: Given the amount and type of data collected, 

discuss the privacy risks identified and how they were mitigated. 

There are risks of unauthorized users potentially accessing privacy data. These are 

mitigated by policy, and employing various security measures such as access control, 

auditing, encryption where possible.

Section 2.0 Uses of the Information 

The following questions are intended to delineate clearly the use of information and the 

accuracy of the data being used. 

2.1 Describe all the uses of information. 

Information in the system for NASS employees are used routinely for administrative 

functions such as time and attendance, and travel reimbursements. 

2.2 What types of tools are used to analyze data and what type of data may 

be produced? 

NASS uses primarily the Time and Attendance (T&A) system for NASS employee 

records. No additional tools are used. 
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2.3 If the system uses commercial or publicly available data please explain 

why and how it is used. 

N/A. NASS INF GSS is not directly available to public. 

2.4 Privacy Impact Analysis: Describe any types of controls that may be in 

place to ensure that information is handled in accordance with the 

above described uses. 

N/A. NASS INF GSS is not directly available to public. 

Section 3.0 Retention 

The following questions are intended to outline how long information will be retained after the 

initial collection. 

3.1 How long is information retained? 

Retention of data follows schedules approved by the U.S. National Archives and 

Records Administration (NARA). 

3.2 Has the retention period been approved by the component records 

officer and the National Archives and Records Administration 

(NARA)? 

Yes. 

3.3 Privacy Impact Analysis: Please discuss the risks associated with the 

length of time data is retained and how those risks are mitigated. 

There are no additional risks brought about by the length of time data is retained. 

Section 4.0 Internal Sharing and Disclosure 

The following questions are intended to define the scope of sharing within the United States 

Department of Agriculture. 

4.1 With which internal organization(s) is the information shared, what 

information is shared and for what purpose? 

None, access to data is limited only to NASS users who have a need to modify, maintain 

and review the data. 
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4.2 How is the information transmitted or disclosed? 

Access to data is limited only to NASS users who have a need to modify, maintain and 

review the data. Each user also signs a pledge of confidentiality that carries severe legal 

penalties for violating the pledge.

4.3 Privacy Impact Analysis: Considering the extent of internal 

information sharing, discuss the privacy risks associated with the 

sharing and how they were mitigated. 

N/A. Access to data is limited only to NASS. 

Section 5.0 External Sharing and Disclosure 

The following questions are intended to define the content, scope, and authority for information 

sharing external to USDA which includes Federal, state and local government, and the private 

sector. 

5.1 With which external organization(s) is the information shared, what 

information is shared, and for what purpose? 

Information is not shared with any external organization. 

5.2 Is the sharing of personally identifiable information outside the 

Department compatible with the original collection? If so, is it covered 

by an appropriate routine use in a SORN? If so, please describe. If not, 

please describe under what legal mechanism the program or system is 

allowed to share the personally identifiable information outside of 

USDA. 

N/A

5.3 How is the information shared outside the Department and what 

security measures safeguard its transmission? 

N/A

5.4 Privacy Impact Analysis: Given the external sharing, explain the 

privacy risks identified and describe how they were mitigated. 

N/A
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Section 6.0 Notice 

The following questions are directed at notice to the individual of the scope of information 

collected, the right to consent to uses of said information, and the right to decline to provide 

information. 

6.1 Was notice provided to the individual prior to collection of 

information? 

Yes, details and scope of the data collected is discussed when the individual comes on 

board. 

6.2 Do individuals have the opportunity and/or right to decline to provide 

information? 

Yes, individuals have the opportunity and/or right to decline to provide information, and 

are told potential issues of not having enough information. 

6.3 Do individuals have the right to consent to particular uses of the 

information? If so, how does the individual exercise the right? 

Yes, individuals have the right to consent to information. This is explained to 

individuals while given the option to whether give information on or not when they first 

come onboard.

6.4 Privacy Impact Analysis: Describe how notice is provided to 

individuals, and how the risks associated with individuals being 

unaware of the collection are mitigated. 

This system is covered by both OPM/GOVT–1, ‘‘General Personnel Records,’’ and 

USDA/OP–1, ‘‘Personnel and Payroll System for USDA Employees.’’ which are

published on the Federal Register.

Section 7.0 Access, Redress and Correction 

The following questions are directed at an individual’s ability to ensure the accuracy of the 

information collected about them. 

7.1 What are the procedures that allow individuals to gain access to their 

information? 

Access to data is limited only to NASS users who have a need to modify, maintain and 

review the data. Access to the data is determined by the system manager of the 
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underlying application or system. Each user also signs a pledge of confidentiality that 

carries severe legal penalties for violating the pledge. 

7.2 What are the procedures for correcting inaccurate or erroneous 

information? 

Inaccurate or erroneous information are corrected by NASS staff responsible for 

maintaining the records. 

7.3 How are individuals notified of the procedures for correcting their 

information? 

To correct erroneous information, individuals are notified by the NASS Human 

Resources and Services Officer (HRSO) either through email or phone call on how to 

go about correcting their information. 

7.4 If no formal redress is provided, what alternatives are available to the

individual? 

N/A, formal redress is provided

7.5 Privacy Impact Analysis: Please discuss the privacy risks associated 

with the redress available to individuals and how those risks are 

mitigated. 

There are no known privacy risks.

Section 8.0 Technical Access and Security 

The following questions are intended to describe technical safeguards and security measures. 

8.1 What procedures are in place to determine which users may access the 

system and are they documented? 

Access to the data is determined by the system manager of the underlying application 

or system. Each LAN user is assigned a network account. Appropriate rights are 

assigned to these accounts which control what users can access within the system. 

Access request as well as approval is documented accordingly by management and the 

Technical Services Branch. The Computer Security Staff audits access routinely.

8.2 Will Department contractors have access to the system? 

No. 
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8.3 Describe what privacy training is provided to users either generally or 

specifically relevant to the program or system? 

Privacy training is provided generally through the required annual USDA security 

awareness and role-based training. In addition, personnel with significant information 

security responsibility are required to complete role-based training. 

8.4 Has Certification & Accreditation been completed for the system or 

systems supporting the program? 

Yes.

8.5 What auditing measures and technical safeguards are in place to 

prevent misuse of data? 

The NASS Computer Security staff audits access routinely. 

8.6 Privacy Impact Analysis: Given the sensitivity and scope of the 

information collected, as well as any information sharing conducted on 

the system, what privacy risks were identified and how do the security 

controls mitigate them? 

Due to the nature of the information processed within the system, there are privacy risks 

involved. NASS employs several security controls, including: proper network rights 

assignments (access control), auditing, and data masking/encryption to lower risks to a 

level acceptable to NASS and in compliance with Privacy Act of 1974 provisions. 

Section 9.0 Technology 

The following questions are directed at critically analyzing the selection process for any 

technologies utilized by the system, including system hardware and other technology. 

9.1 What type of project is the program or system? 

NASS General Support System (GSS). 

9.2 Does the project employ technology which may raise privacy concerns? 

If so, please discuss their implementation. 

No. 

Section 10.0 Third Party Websites/Applications 
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The following questions are directed at critically analyzing the privacy impact of using third 

party websites and/or applications. 

10.1 Has the System Owner (SO) and/or Information Systems Security 

Program Manager (ISSPM) reviewed Office of Management and 

Budget (OMB) memorandums M-10-22 “Guidance for Online Use of 

Web Measurement and Customization Technology” and M-10-23 

“Guidance for Agency Use of Third-Party Websites and 

Applications”?

Yes. 

10.2 What is the specific purpose of the agency’s use of 3rd party websites 

and/or applications? 

There is no 3rd party websites and/or applications in use. 

10.3 What personally identifiable information (PII) will become available 

through the agency’s use of 3rd party websites and/or applications. 

N/A 

10.4 How will the PII that becomes available through the agency’s use of 3rd

party websites and/or applications be used? 

N/A

10.5 How will the PII that becomes available through the agency’s use of 3rd

party websites and/or applications be maintained and secured? 

N/A

10.6 Is the PII that becomes available through the agency’s use of 3rd party 

websites and/or applications purged periodically? 

N/A

If so, is it done automatically? 

N/A

If so, is it done on a recurring basis? 

N/A
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10.7 Who will have access to PII that becomes available through the 

agency’s use of 3rd party websites and/or applications? 

N/A

10.8 With whom will the PII that becomes available through the agency’s 

use of 3rd party websites and/or applications be shared - either 

internally or externally? 

N/A

10.9 Will the activities involving the PII that becomes available through the 

agency’s use of 3rd party websites and/or applications require either 

the creation or modification of a system of records notice (SORN)? 

N/A

10.10 Does the system use web measurement and customization technology? 

N/A

If so, is the system and procedures reviewed annually to demonstrate compliance to 

OMB M-10-23? 

N/A

10.11 Does the system allow users to either decline to opt-in or decide to optout of of all uses of web measurement and customization technology? 

N/A

If so, does the agency provide the public with alternatives for acquiring comparable 

information and services? 

N/A

10.12 Privacy Impact Analysis: Given the amount and type of PII that 

becomes available through the agency’s use of 3rd party websites and/or 

applications, discuss the privacy risks identified and how they were 

mitigated. 

N/A
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Responsible Officials 

Dave Brooks 

PII Information Owner 

National Agricultural Statistics Service 

United States Department of Agriculture 

Approval Signature 

________________________________ 

Name: Renato Chan 

Title: Chief NASS Security 

Agency: NASS 

United States Department of Agriculture 

RENATO CHAN

Digitally signed by RENATO CHAN 

DN: c=US, o=U.S. Government, ou=Department of 

Agriculture, cn=RENATO CHAN, 

0.9.2342.19200300.100.1.1=12001000002672 

Date: 2017.04.21 09:58:45 -04'00'