[Federal Register Volume 86, Number 159 (Friday, August 20, 2021)]
[Notices]
[Pages 46849-46851]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17901]


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GENERAL SERVICES ADMINISTRATION

[Notice-ID-2021-02; Docket No. 2021-0002; Sequence No. 7]


Privacy Act of 1974; Modify System of Records Notice

AGENCY: General Services Administration, (GSA).

ACTION: Notice.

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SUMMARY: GSA proposes to modify a system of records subject to the 
Privacy Act of 1974, as amended.

DATES: Applicable: September 20, 2021.

FOR FURTHER INFORMATION CONTACT: Call or email the GSA Chief Privacy 
Officer: telephone 202-322-8246; email <a href="/cdn-cgi/l/email-protection#88effbe9a6f8fae1fee9ebf1e9ebfcc8effbe9a6efe7fe"><span class="__cf_email__" data-cfemail="9bfce8fab5ebe9f2edfaf8e2faf8efdbfce8fab5fcf4ed">[email protected]</span></a>.

ADDRESSES: Submit comments identified by ``Notice-ID-2021-02, Modify 
System of Records'' via http://www.regulations.gov. Search 
regulations.gov for Notice-ID-2021-02, Modified System of Records 
Notice. Select the link ``Comment'' that corresponds with ``Notice-ID-
2021-02, Modified System of Records Notice.'' Follow the instructions 
provided on the screen. Please include your name, company name (if 
any), and ``Notice-ID-2021-02, Modified System of Records Notice'' on 
your attached document. If your comment cannot be submitted using 
regulations.gov, call or email the points of contact in the FOR FURTHER 
INFORMATION CONTACT section of this document for alternate 
instructions.

SUPPLEMENTARY INFORMATION: GSA proposes to modify a system of records 
subject to the Privacy Act of 1974, 5 U.S.C. 552a. The system will 
provide for the collection of information to track and manage the Art 
in Architecture program, the National Artist Registry and the fine arts 
collection. The Design Excellence program, within the Office of the 
Chief Architect, is now also using The Museum System (TMS) to manage 
the Peer Program. The privacy information within the system will be 
accessed and used by GSA employees in the Art in Architecture, Fine 
Arts and the Design Excellence programs.

Richard Speidel,
Chief Privacy Officer, Office of the Deputy Chief Information Officer, 
General Services Administration.

SYSTEM NAME:
GSA/PBS-7 (The Museum System--TMS)

SYSTEM LOCATION:
    The system is maintained for GSA under contract, and the records 
are maintained in electronic form. The system and records are located 
at the vendor location in RTP Data Center (GSA Building Code NC9999), 
109 T.W. Alexander Drive, Research Triangle Park, NC 27711.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals in the Art in Architecture, Fine Arts, and the Design 
Excellence programs, including those in the fine arts collection, and 
in the National Artist Registry, and the Design Excellence Peer 
Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains information needed for managing the Art in 
Architecture, Fine Arts, and the Design Excellence Peer programs, which 
includes access to information on artists represented in the fine arts 
collection, artists in the National Registry, and participants in the 
Design Excellence Peer program. Records may include but are not limited 
to: (1) Biographical data such as name, birth date, and educational 
level; and (2) contact information such as telephone number, street 
address and email address.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Federal Property and Administrative Services Act of 1949 (40 
U.S.C. 501 et seq., Federal Management Regulation Sec.  102-76.10.

PURPOSE:
    To establish and maintain an electronic system to manage and track 
all details pertaining to the full life cycle of Art in Architecture 
projects and manage the National Artist Registry, and the Design 
Excellence Peer program in support of the Art in Architecture program. 
The system will also support the PBS Fine Arts program to safeguard the 
fine arts collection against waste, loss and unauthorized use or 
misappropriation.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSES FOR USING THE SYSTEM.
    System information may be accessed and used by employees of the Art 
in Architecture and Fine Art, and the Design Excellence Peer programs 
to manage, track, verify, and update system information.
    Information from this system also may be disclosed as a routine 
use:
    a. In any legal proceeding, where pertinent, to which GSA, a GSA 
employee, or the United States is a party before a court or 
administrative body.
    b. To a Federal, State, local, or foreign agency responsible for 
investigating, prosecuting, enforcing, or carrying out a statute, rule, 
regulation, or order when GSA becomes aware of a violation or

[[Page 46850]]

potential violation of civil or criminal law or regulation.
    c. To an appeal, grievance, hearing, or complaints examiner; an 
equal employment opportunity investigator, arbitrator, or mediator; and 
an exclusive representative or other person authorized to investigate 
or settle a grievance, complaint, or appeal filed by an individual who 
is the subject of the record.
    d. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), and the Government Accountability Office 
(GAO) in accordance with their responsibilities for evaluating Federal 
programs.
    e. To a Member of Congress or his or her staff on behalf of and at 
the request of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. Consistent with professional practices in other arts 
institutions, nationality and year of birth may be disclosed to the 
public when relevant to an artist's work.
    i. To appropriate agencies, entities, and persons when (1) GSA 
suspects or has confirmed that there has been a breach of the system of 
records, (2) GSA has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, GSA (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with GSA's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    j. To another Federal agency or Federal entity, when GSA determines 
that information from this system of records is reasonably necessary to 
assist the recipient agency or entity in (1) responding to a suspected 
or confirmed breach or (2) preventing, minimizing, or remedying the 
risk of harm to individuals, the recipient agency or entity (including 
its information systems, programs, and operations), the Federal 
Government, or national security, resulting from a suspected or 
confirmed breach.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND 
RETAINING, AND DISPOSING OF SYSTEM RECORDS: STORAGE:
    All records are stored electronically.

RETRIEVABILITY:
    Records are retrievable based on any information captured, 
including but not limited to: Name, date of birth, place of birth, and 
current address.

SAFEGUARDS:
    System records are safeguarded in accordance with the requirements 
of the Privacy Act. Access is limited to authorized individuals with 
passwords, and the database is maintained behind a firewall certified 
by the National Computer Security Association.

RETENTION AND DISPOSAL:
    121.1/011 Durable Property Records.
    This series contains records of both federally-owned and leased 
buildings used to document standing arrangements with local entities, 
and reference documents for ongoing management and planning and/or 
improvements to the properties. These records are maintained for 
compliance and often included in the design specifications for 
construction and other improvement projects throughout the property's 
lifecycle. These records include permits, easements, agreements, 
commissioning and dedication documents, building evaluation and 
construction program planning records for that building, records 
related to environmental safety, fire, life, and security of the 
property, routine property evaluation and disposal case files, and 
related records.
    Retention: Temporary. Cut off at the end of the fiscal year when 
building is sold, transferred, closed, or otherwise disposed of. 
Destroy 10 years after cutoff.
    Legal Authority: DAA-0121-2015-0001-0002 (121.1/011).
    121.1/040 Significant Art Inventory Records.
    This series contains records used in identifying items within the 
building that are removable or replaceable, or have a significant 
historical and/or architectural value. For art associated with a 
building (such as statuary, paintings, and architectural features), 
records such as inventories, case files, art maintenance records, art 
appraisals and art restoration documents and related materials are 
included.
    Retention: Permanent. Cut off at the end of the fiscal year when 
the case file is closed, the artifact is destroyed, transferred, or 
otherwise de-accessioned. Transfer to NARA 15 years after cutoff.
    Legal Authority: DAA-0121-2015-0001-0007 (121.1/040).
    121.1/041 Routine Equipment and Art Inventory Records.
    This series contains records used in identifying equipment and 
items within the building that are removable or replaceable. Included 
are inventories of heating, electrical, plumbing, and air handling 
equipment, vertical transportation equipment and records related to 
recording the condition, maintenance, and associated schedules, 
documentation, and schematics for that equipment. For managing 
statuary, paintings, and architectural features associated with a 
building, records include routine correspondence and maintenance 
reports, exhibition and curated collections management documents, 
proposal submissions, and other records not filed under 121.1/040--
Significant Art Inventory Records.
    Retention: Temporary. Cut off at the end of the fiscal year when 
art or equipment has been deaccessioned, obsolete, or superseded, a 
case file is closed, or when related documents expire. Destroy 5 fiscal 
years after cutoff.
    Legal Authority: DAA-0121-2015-0001-0008 (121.1/041).
    121.4/010 Significant Buildings Program Records.
    This series contains records used to assess and plan the PBS 
program with regard to its owned and leased inventory, the overall 
programs managed in service to that inventory, and the decisions made 
based on that information. ``Significant'' records mean those records 
that reflect the Public Building Service program as a whole, nationwide 
compilations or negotiations, and general documents related to the 
entire program. Such records include agreements with national agencies 
regarding services, environmental, safety, property use, and disposal 
activity evaluations, compiled reports, strategic plans, service-wide 
correspondence, and annual reports on the program.
    Retention: Permanent. Cut off at the end of the fiscal year after 
publishing of the report, termination of an agreement, or when record 
is superseded, canceled, or obsolete. Transfer to NARA 15 years after 
cutoff.
    Legal Authority: DAA-0121-2015-0001-0017 (121.4/010).
    121.4/011 Routine Buildings Program Records.
    This series contains resource materials used to assess the PBS 
program in general, and supports the records created in 121.4/010. 
Included in this series are such records as summary reports on building 
and property portfolio assets, space planning, acquisition, regional 
and national commercial real estate analyses, and related program 
management reports and initiative records.

[[Page 46851]]

    Retention: Temporary. Cut off at the end of the fiscal year after 
publishing of the report, termination of an agreement, or when record 
is superseded, canceled, or obsolete. Destroy 10 years after cutoff.
    Legal Authority: DAA-0121-2015-0001-0018 (121.4/011).

SYSTEM MANAGER AND ADDRESS:
    Systems Development Division, Public Building Service, General 
Services Administration, 1800 F Street NW, Washington, DC 20405.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire if the system contains information 
about them should contact the system manager at the above address.

RECORD ACCESS PROCEDURES:
    Individuals wishing to access their own records should contact the 
system manager at the address above.

CONTESTING RECORD PROCEDURE:
    Individuals wishing to amend their records should contact the 
system manager at the address above.

RECORD SOURCE CATEGORIES:
    The sources for information in the system are data from legacy 
systems, information submitted by individuals or their representatives, 
information gathered from public sources and information from the GSA 
staff directory.

HISTORY:
    73 FR 22414.

[FR Doc. 2021-17901 Filed 8-19-21; 8:45 am]
BILLING CODE 6820-34-P


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