Commodity Futures Trading Commission 

Privacy Impact Assessment

System Name: Visitor Information System 

Preparer: Tamrah Semega Office: OED 

Date: 2/20/07 Phone: 202-418-5155

I. Data in the System 

1. Generally describe what information will be collected in the system. 

Information will include data from identification provided by visitors to the 

CFTC, which may be in the form of a driver’s license, passport, of 

Federal/Military ID. The company affiliation of the visitor will also be

requested. Other information contained within the system includes the name 

and phone number of the person being visited, location of the visit, time of 

entry, purpose of the visit, and the number of the badge issued to the visitor. 

2. What are the sources and types of the information in the system? 

Sources include driver’s license, passport, or Federal/Military ID as well as 

information on company affiliation, location of the visit, and the purpose of the 

visit, collected from either the visitor or the employee sponsoring the visit. 

The time of entry is recorded by the receptionist and the number of the badge 

is generated by the visitor software system. 

3. How will the information be used by the Commission? 

Information will be used to track visitors to the CFTC. 

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4. Why is the information being collected? (Purpose) 

To enhance the security of CFTC employees and property by verifying the 

identity of visitors, to verify that visitors entering the property are authorized to 

do so, and to track the date, time and location of visitors so that, in the event 

of any emergency, the agency can account for all people in its space. 

II. Access to the Data 

1a. Who will have access to the information in the system (internal and 

external parties)? 

The CFTC receptionists and the Director and Deputy Director, Office of 

Management Operation. 

1b. If contractors, are the Federal Acquisition Regulations (FAR) clauses 

included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act 

Notification; and 52.224-2 Privacy Act)? 

No contractors will have access to the information. 

2. What controls are in place to prevent the misuse of the information by

those having authorized access? 

General Privacy Act prohibitions on the use of the information for other than 

the agency’s general routine uses and the routine use of this information to 

track visitors. 

3. Do other systems share the information or have access to the 

information in this system? If yes, explain who will be responsible for 

protecting the privacy rights of the individuals affected by the interface? 

(i.e., System Administrators, System Developers, System Managers) 

No other systems share this information. The system is a stand alone system 

which is not connected the agency network. 

4. Will other agencies share data or have access to data in this system? 

 No 

5. Do individuals have the opportunity to decline to provide information or 

to consent to particular uses of the information? If yes, how is notice given 

to the individual? (Privacy policies must clearly explain where the 

collection or sharing of certain information may be optional and provide 

users a mechanism to assert any preference to withhold information or 

prohibit secondary use.) 

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Yes. However, visitors may be denied access to the CFTC office space when 

declining to provide information. 

III. Attributes of the Information 

1. Explain how the use of the information is both relevant and necessary to 

the purpose for which the system is being designed. 

The information collected will be used to produce a visitor badge and to verify 

identity. 

2. How will data be retrieved? Can it be retrieved by personal identifier? If 

yes, explain. (A personal identifier is a name, Social Security Number, or 

other identifying symbol assigned to an individual, i.e., any identifier 

unique to an individual.) 

In general, data will be retrieved by date; however, the system has the ability 

to retrieve by personal identifier (name) or company affiliation. 

IV. Maintenance of Administrative Controls 

1. Has a record control schedule been issued for the records in the 

system? If so, provide the schedule number. What are the retention 

periods for records in this system? What are the procedures for 

destroying the records at the end of the retention period? 

No, the records are not covered by a record control schedule. Records will 

be purged 90 days after the date of the visit by automatic deletion of the 

records or, in the case of paper reports produced from the system, by 

shredding 90 days after the date of the visit. 

 

2. While the information is retained in the system, what are the 

requirements for determining if the information is still sufficiently accurate, 

relevant, timely, and complete to ensure fairness in making 

determinations? 

Information in the system comes directly from the identification provided and 

is not changed after the initial entry. 

3. Will this system provide the capability to identify, locate, and monitor 

individuals? If yes, explain. 

Yes, the system will provide the capability to identify individuals and to 

determine their location during the time of their visit. 

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4. Under which System of Records Notice (SORN) does the system 

operate? Provide the name of the system and its SORN number, if 

applicable. 

This is a new system that will be identified as CFTC-43. 

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