[Federal Register Volume 66, Number 40 (Wednesday, February 28, 2001)]
[Notices]
[Pages 12825-12826]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-4904]


=======================================================================
-----------------------------------------------------------------------

SMALL BUSINESS ADMINISTRATION


Privacy Act System of Records Notice

AGENCY: Small Business Administration.

ACTION: Notice of new system of records.

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

SUMMARY: The Small Business Administration is adding a new system of 
records to the Agency's Privacy Act System of Records. The new system 
is called ``Cost Allocation Data System'' (CADS). The purpose of CADS 
is to collect uniform information on employee time and Agency costs for 
the Office of the Chief Financial Officer. It collects the percentage 
(%) of time that each SBA employee spent on administering the various 
SBA programs and activities via a web-based survey. Later, the survey 
result is matched against the Agency payroll file based on the 
employee's Social Security Number, first and last name. Data collected 
is to be used to develop accurate cost data for Agency's various 
programs and activities. It supports the Agency's budget, financial 
reporting and the Government Performance & Results Act (GPRA) 
requirements. Generally, designated Program Managers in Headquarters 
and the District Directors will have access to individual survey 
results for quality assurance purpose. They will also have access to 
loan program data for management analysis.

DATES: The new system will be effective without further notice, unless 
comments are received that result in a need for modification.

ADDRESSES: Address comments to Joseph Lodo, Chief Financial Officer, 
Office of the Chief Financial Officer, Small Business Administration, 
409 3rd Street, SW., Suite 6000, Washington, DC 20416.

FOR FURTHER INFORMATION CONTACT: Joseph Lodo, Chief Financial Officer, 
Office of the Chief Financial Officer, (202) 205-6449.
SBA 175

SYSTEM NAME:
    Cost Allocation Data System (CADS), U.S. Small Business 
Administration (SBA).

SYSTEM LOCATION:
    Office of the Chief Financial Officer, SBA Headquarters.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All SBA employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individual information on all SBA employees, i.e., name, social 
security number, office code, employee's pay data, employee's survey 
result on the percentage (%) of time spent on administration of the 
various SBA programs and activities. Also, the Agency-wide costs, i.e., 
rent, postage, telecommunications, centralized printing, centralized 
training, employees' relocation costs, credit report costs, performance 
management appraisal system (PMAS) awards, contractors costs, Agency 
loan count and SBA employment full time equivalent (FTE) count.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101 (Records Management by Federal Agencies), Pub. L. 
101-576 (CFO Act) and Pub. L. 103-62 (Results Act).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
     These records may be used, disclosed, or referred:
    (a) To the Agency cost contractor for use in the Agency's cost 
accounting activity.
    (b) To a Congressional office from an individual's record when the 
office is inquiring on the individual's behalf. The Member's access 
rights are no greater than the individual's.
    (c) To the Federal, state, local or foreign agency or organization 
which investigates, prosecutes, or enforces violations, statues, rules, 
regulations, or orders issued when an Agency identifies a violation or 
potential violation of law, arising by general or program statute, or 
by regulation, rule, or order.
    (d) To Agency volunteers and interns for use in their official 
duties.
    (e) To the Department of Justice (DOJ) when:
    (1) The agency, or any component thereof; or
    (2) Any employee of the Agency in his or her official capacity: or
    (3) Any employee of the Agency in his or her official capacity 
where the DOJ has agreed to represent the employee; or
    (4) The United States Government, where the Agency determines that 
litigation is likely to affect the Agency or any of its components, is 
a party to litigation or has an interest in such litigation, and the 
use of such records by the DOJ is deemed by the Agency to be relevant 
and necessary to the litigation, provided, however, that in each case, 
the Agency determines that disclosure of the records to the DOJ is a 
use of the information contained in the records that is compatible with 
the purpose for which the records were collected.
    (f) To disclose them in a proceeding before a court or adjudicative 
body before which the Agency is authorized to appear, when:
    (1) The Agency, or any component thereof; or
    (2) Any employee of the Agency in his or her official capacity; or
    (3) Any employee of the Agency in his or her individual capacity 
where the Agency has agreed to represent the employee; or
    (4) The United States Government, where the Agency determines that 
litigation is likely to affect the Agency, or any of its components, is 
a party to litigation or has an interest in such litigation, and the 
Agency determines that use of such records is relevant and necessary to 
the litigation, provided, however, that in each case, the Agency 
determines that disclosure of the records to a court or other 
adjudicative body is a use of the information contained in the records 
that is a use of the information contained in the records that is 
compatible with the purpose for which the records were collected.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS:
STORAGE:
    The electronic form is maintained in a database which is behind the 
Agency's firewall.

RETRIEVABILITY:
    The employee's Social Security Number, and first and last name 
retrieve survey result.

SAFEGUARDS:
    Access and use of the CADS are accomplished via the use of a 
restricted password. Access and use are limited to Project Lead and 
Group members and only those other Agency employees whose official 
duties require such access.

RETENTION AND DISPOSAL:
    In accordance with SBA SOP 00 41 2, Item #65:06, these records are 
retained a minimum of 3 years and generally destroyed 3 years after 
last update.

SYSTEM MANAGER(s) AND ADDRESS:
    Chief Financial Officer, Office of the Chief Financial Officer, 
Small Business Administration, 409 3rd Street, SW., Suite 6000, 
Washington, DC 20416.

[[Page 12826]]

NOTIFICATION PROCEDURE:
    An individual may submit a record inquiry either in person or in 
writing to the System Manager or Privacy Act Officer. Individuals 
inquiring about this system must follow the SBA Privacy Act Regulations 
at 13 CFR 102 Subpart B.

RECORDS ACCESS PROCEDURES:
    Systems Manager or Privacy Act Officer will determine procedures. 
Individuals inquiring about this system must follow the SBA Privacy Act 
Regulations at 13 CFR 102 Subpart B.

CONTESTING RECORD PROCEDURES:
    Notify the official listed about and state reason(s) for contesting 
and the proposed amendment sought, as indicated in 13 CFR 102 Subpart 
B.

RECORD SOURCE CATEGORIES:
    SBA employees to whom the records belong.

    Dated: February 22, 2001.
Christopher Holleman,
Acting Senior Privacy Act Official.
[FR Doc. 01-4904 Filed 2-27-01; 8:45 am]
BILLING CODE 8025-01-P