45850 Federal Register / Vol. 82, No. 189 / Monday, October 2, 2017 / Notices 

GENERAL SERVICES 

ADMINISTRATION 

[Notice–ID–2017–01; Docket 2017–0002; 

Sequence No. 1] 

Privacy Act of 1974; System of 

Records 

AGENCY: Office of the Deputy Chief 

Information Officer, General Services 

Administration, (GSA). 

ACTION: Notice of a modified system of 

records. 

SUMMARY: GSA proposes to add two 

routine uses and make minor or 

clarifying changes to two existing 

routine uses for a system of records 

subject to the Privacy Act of 1974, as 

amended, ‘‘Office of General Counsel 

Case Tracking and eDiscovery System,’’ 

broadly covers the information in 

identifiable form needed for tracking, 

storing and searching materials for 

litigation and pursuant to Freedom of 

Information Act (FOIA) requests. The 

previously published notice (82 FR 

12350, March 2, 2017) is being revised 

to add two new routine uses and make 

minor or clarifying changes to two 

existing routine uses. 

DATES: The two new routine uses and 

clarified routine use ‘‘e’’ are effective 

November 1, 2017. Comments on the 

two new routine uses and one clarified 

routine use for the system of records 

notice must be submitted by November 

1, 2017. 

ADDRESSES: Submit comments 

identified by ‘‘Notice–ID–2017–01, 

Notice of Revised System of Records’’ 

by any of the following methods: 

• Regulations.gov: http:// 

www.regulations.gov. Submit comments 

via the Federal eRulemaking portal by 

searching for Notice–ID–2017–01, 

Notice of Revised System of Records. 

Select the link ‘‘Comment Now’’ that 

corresponds with ‘‘Notice–ID–2017–01, 

Notice of Revised System of Records.’’ 

Follow the instructions provided on the 

screen. Please include your name, 

company name (if any), and ‘‘Notice– 

ID–2017–01, Notice of Revised System 

of Records’’ on your attached document. 

• Mail: General Services 

Administration, Regulatory Secretariat 

Division (MVCB), 1800 F Street NW., 

Washington, DC 20405. ATTN: Mr. Poe/ 

Notice–ID–2017–01, Notice of Revised 

System of Records. 

Instructions: Comments received 

generally will be posted without change 

to http://www.regulations.gov, including 

any personal and/or business 

confidential information provided. To 

confirm receipt of your comment(s), 

please check http://

www.regulations.gov, approximately 

two to three days after submission to 

verify posting (except allow 30 days for 

posting of comments submitted by 

mail). 

FOR FURTHER INFORMATION CONTACT: Call 

or email the GSA Chief Privacy Officer: 

telephone 202–322–8246; email 

gsa.privacyact@gsa.gov. 

SUPPLEMENTARY INFORMATION: The new 

routine uses will enable the system to 

disclose records to other agencies 

pursuant to GSA’s FOIA consultation, 

referral, and coordination process 

(routine use ‘‘j’’) and to the National 

Archives and Records Administration, 

Office of Government Information 

Services (OGIS) so that it may review 

agency compliance with FOIA, provide 

mediation services to resolve FOIA 

disputes, and identify policies and 

procedures for improving FOIA 

compliance (routine use ‘‘k’’). In 

addition, a clarifying change is being 

made to more accurately reflect the 

meaning of existing routine use ‘‘e’’ but 

the scope of that routine use is not 

changing. Lastly, a minor change is 

being made to existing routine use ‘‘h’’ 

to reflect current Office of Management 

and Budget (OMB) guidance. 

The new routine uses will permit 

disclosures pursuant to GSA’s FOIA 

consultation, referral, and coordination 

process at 41 CFR 105–60.301 (routine 

use ‘‘j’’) and to the National Archives 

and Records Administration, Office of 

Government Information Services 

(OGIS), for all purposes set forth in 5 

U.S.C. 552(h)(2)(A–B) and (3) (new 

routine use ‘‘k’’). A clarifying change is 

being made to more accurately reflect 

the meaning of existing routine use ‘‘e’’ 

and a minor change is being made to 

existing routine use ‘‘h’’ to reflect 

current Office of Management and 

Budget (OMB) guidance. 

Richard Speidel, 

Chief Privacy Officer, Office of the Deputy 

Chief Information Officer, General Services 

Administration. 

SYSTEM NAME AND NUMBER: 

Office of General Counsel Case 

Tracking and eDiscovery System, GSA/ 

OGC–1. 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

The system is maintained 

electronically in the Office of General 

Counsel, the regional counsels’ offices 

and the Office of Administrative 

Services. 

SYSTEM MANAGER(S): 

Office of General Counsel Central 

Office Records Management 

Coordinator, Office of General Counsel, 

General Services Administration, 1800 F 

Street NW., Washington, DC, 20405. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

General authority to maintain the 

system is contained in 5 U.S.C. 301 and 

44 U.S.C. 3101; the Federal Property 

and Administrative Services Act of 1949 

(40 U.S.C. 501 et seq.); the Federal Tort 

Claims Act (28 U.S.C. 2671 et seq.); 

Claims (Chapter 37 of Title 31 of the 

U.S. Code). 

PURPOSE(S) OF THE SYSTEM: 

This system will track and store 

electronic information, including 

imaged and paper documents, to allow 

GSA to represent itself and its 

components in court cases and 

administrative proceedings and respond 

to FOIA requests. The system will 

provide for the collection of information 

to track and manage administrative 

matters, claims and litigation cases in 

the Office of General Counsel and for 

searches pursuant to FOIA requests 

processed by the Office of 

Administrative Services. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals involved with 

administrative matters, claims or 

litigation with GSA. Individuals 

referenced in potential or actual cases 

and matters under the jurisdiction of the 

Office of General Counsel; and 

attorneys, paralegals, and other 

employees of the Office of General 

Counsel directly involved in these cases 

or matters. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The system contains information 

needed for administering and properly 

managing and resolving the cases in the 

Office of General Counsel and 

responding to FOIA requests. Records in 

this system pertain to a broad variety of 

administrative matters, claims and 

litigation under the jurisdiction of the 

Office of General Counsel including, but 

not limited to, torts, contract disputes, 

and employment matters. Records may 

include but are not limited to: Name, 

social security number, home address, 

home phone number, email address, 

birth date, financial information, 

medical records, or employment 

records. 

RECORD SOURCE CATEGORIES: 

The sources for information in the 

system are data from other systems, 

information submitted by individuals or 

their representatives, information 


sradovich on DSK3GMQ082PROD with NOTICES
Federal Register / Vol. 82, No. 189 / Monday, October 2, 2017 / Notices 45851 

gathered from public sources, and 

information from other entities involved 

in an administrative matter, claim or 

litigation. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

In addition to those disclosures 

generally permitted under 5 U.S.C. 

552a(b) of the Privacy Act, all or a 

portion of the records or information 

contained in this system may be 

disclosed to authorized entities, as is 

determined to be relevant and 

necessary, outside GSA as a routine use 

pursuant to 5 U.S.C. 552a(b)(3) as 

follows: 

a. To the Department of Justice or 

other Federal agency conducting 

litigation or in proceedings before any 

court, adjudicative or administrative 

body, when: (a) GSA or any component 

thereof, or (b) any employee of GSA in 

his/her official capacity, or (c) any 

employee of GSA in his/her individual 

capacity where DOJ or GSA has agreed 

to represent the employee, or (d) the 

United States or any agency thereof, is 

a party to the litigation or has an interest 

in such litigation, and GSA determines 

that the records are both relevant and 

necessary to the litigation. 

b. To an appropriate Federal, State, 

tribal, local, international, or foreign law 

enforcement agency or other appropriate 

authority charged with investigating or 

prosecuting a violation or enforcing or 

implementing a law, rule, regulation, or 

order, where a record, either on its face 

or in conjunction with other 

information, indicates a violation or 

potential violation of law, which 

includes criminal, civil, or regulatory 

violations and such disclosure is proper 

and consistent with the official duties of 

the person making the disclosure. 

c. 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. 

d. 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. 

e. To a Member of Congress or his or 

her staff in response to a request made 

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. 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. 

i. 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. 

j. To another Federal agency, when 

GSA believes that it is reasonably 

necessary to ascertain whether that 

agency is better able to determine if the 

records are releasable under the FOIA, 

in accordance with GSA’s consultation, 

referral, and coordination process at 41 

CFR 105–60.301. 

k. To the National Archives and 

Records Administration, Office of 

Government Information Services 

(OGIS), to the extent necessary to fulfill 

its responsibilities in 5 U.S.C. 552(h), to 

review administrative agency policies, 

procedures, and compliance with the 

Freedom of Information Act, and to 

facilitate OGIS’ offering of mediation 

services to resolve disputes between 

persons making FOIA requests and 

administrative agencies. 

POLICIES AND PRACTICES FOR STORAGE OF

RECORDS: 

Electronic records and backups are 

stored on secure servers approved by 

GSA Office of the Chief Information 

Security Officer (OCISO) and accessed 

only by authorized personnel. Paper 

files are stored in locked rooms or filing 

cabinets. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records are retrievable by a variety of 

fields including, without limitation, 

name of an individual involved in a 

case, email address, email heading, 

email subject matter, business or 

residential address, social security 

number, phone number, date of birth, 

contract files, litigation files or by some 

combination thereof. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

System records are retained and 

disposed of according to GSA records 

maintenance and disposition schedules 

and the requirements of the National 

Archives and Records Administration. 

ADMINISTRATIVE, TECHNICAL AND PHYSICAL

SAFEGUARDS: 

Access is limited to authorized 

individuals with passwords or keys. 

Electronic files are maintained behind a 

firewall, and paper files are stored in 

locked rooms or filing cabinets. 

RECORD ACCESS PROCEDURES: 

Individuals wishing to access their 

own records should contact the system 

manager at the above address. 

Procedures for accessing the content of 

a record in the Case Tracking and 

eDiscovery System and appeal 

procedures can also be found at 41 CFR 

Part 105–64.2. 

CONTESTING RECORD PROCEDURES: 

Individuals wishing to contest the 

content of any record pertaining to him 

or her in the system should contact the 

system manager at the above address. 

Procedures for contesting the content of 

a record in the Case Tracking and 

eDiscovery System and appeal 

procedures can also be found at 41 CFR 

part 105–64.4. 

NOTIFICATION PROCEDURES: 

Individuals wishing to inquire if the 

system contains information about them 

should contact the system manager at 

the above address. Procedures for 

receiving notice can also be found at 41 

CFR part 105–64.4. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

None. 

HISTORY: 

This notice revises the previously 

published notice (82 FR 12350, March 2, 

2017). 

[FR Doc. 2017–20972 Filed 9–29–17; 8:45 am] 

BILLING CODE 6820–34–P 


sradovich on DSK3GMQ082PROD with NOTICES