Document ID: EPA-HQ-OMS-2021-0143-0001
Agency: epa
Document Type: Notice
Title: Privacy Act of 1974; System of Records: MoveLINQS Relocation Software
Posted Date: 2021-05-12T04:00Z

[Federal Register Volume 86, Number 90 (Wednesday, May 12, 2021)]
[Notices]
[Pages 26033-26035]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-10040]

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ENVIRONMENTAL PROTECTION AGENCY

[FRL-10021-56-OCFO]

Privacy Act of 1974; System of Records

AGENCY: Office of the Chief Financial Officer, Environmental Protection 
Agency (EPA).

ACTION: Notice of a new system of records.

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SUMMARY: The U.S. Environmental Protection Agency's (EPA) Office of the 
Controller is giving notice that it proposes to create a new system of 
records pursuant to the provisions of the Privacy Act of 1974. 
MoveLINQS Relocation Software was created to assist in the processing 
of relocation related expenses for government employees. Originally 
published under EPA SORN-29, which also covers EPA travel, other 
accounts payable, and accounts receivable files, the EPA proposes this 
new SORN to transition MoveLINQS from its prior location to a separate 
Microsoft Azure Government Cloud. The MoveLINQS system provides the 
capability to allow external relocation customers (EPA employees) to 
enter and update their own relocation requests. In order to make 
payments on behalf of the requestor, certain information is collected 
due to IRS requirements. This information is collected via a form that 
is submitted by the requestor and contains the requestor's name, Social 
Security Number (SSN), address, email address, spouse's name, filing 
status (for tax purposes), and children's names and dates of birth 
(DOB).

DATES: Persons wishing to comment on this system of records notice must 
do so by June 11, 2021. New routine uses for this new system of records 
will be effective June 11, 2021.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OMS-2021-0143, by one of the following methods:
    Regulations.gov: www.regulations.gov. Follow the online 
instructions for submitting comments.
    Email: docket_oms@epa.gov.
    Fax: 202-566-1752.
    Mail: OMS Docket, Environmental Protection Agency, Mail Code: 
2822T, 1200 Pennsylvania Ave. NW, Washington, DC 20460.
    Hand Delivery: OMS Docket, EPA/DC, WJC West Building, Room 3334, 
1301 Constitution Ave. NW, Washington, DC 20460. Such deliveries are 
only accepted during the Docket's normal hours of operation, and 
special arrangements should be made for deliveries of boxed 
information.
    Instructions: Direct your comments to Docket ID No. EPA-HQ-OMS-
2021-0143. The EPA policy is that all comments received will be 
included in the public docket without change and may be made available 
online at www.regulations.gov, including any personal information 
provided, unless the comment includes information claimed to be 
Controlled Unclassified Information (CUI) or other information for 
which disclosure is restricted by statute. Do not submit information 
that you consider to be CUI or otherwise protected through 
www.regulations.gov. The www.regulations.gov website is an ``anonymous 
access'' system for the EPA, which means the EPA will not know your 
identity or contact information unless you provide it in the body of 
your comment. If you send an email comment directly to the EPA without 
going through www.regulations.gov your email address will be 
automatically captured and included as part of the comment that is 
placed in the public docket and made available on the internet. If you 
submit an electronic comment, the EPA recommends that you include your 
name and other contact information in the body of your comment. If the 
EPA

[[Page 26034]]

cannot read your comment due to technical difficulties and cannot 
contact you for clarification, the EPA may not be able to consider your 
comment. Electronic files should avoid the use of special characters, 
any form of encryption, and be free of any defects or viruses. For 
additional information about the EPA public docket, visit the EPA 
Docket Center homepage at http://www.epa.gov/epahome/dockets.htm.
    Docket: All documents in the docket are listed in the 
www.regulations.gov index. Although listed in the index, some 
information is not publicly available, e.g., CUI or other information 
for which disclosure is restricted by statute. Certain other material, 
such as copyrighted material, will be publicly available only in hard 
copy. Publicly available docket materials are available either 
electronically in www.regulations.gov or in hard copy at the OMS 
Docket, EPA/DC, WJC West Building, Room 3334, 1301 Constitution Ave. 
NW, Washington. DC 20460. The Public Reading Room is open from 8:30 
a.m. to 4:30 p.m., Monday through Friday excluding legal holidays. The 
telephone number for the Public Reading Room is (202) 566-1744, and the 
telephone number for the OMS Docket is (202) 566-1752.
    Out of an abundance of caution for members of the public and our 
staff, the EPA Docket Center and Reading Room are closed to the public, 
with limited exceptions, to reduce the risk of transmitting COVID-19. 
Our Docket Center staff will continue to provide remote customer 
service via email, phone, and webform. We encourage the public to 
submit comments via https://www.regulations.gov/ or email, as there may 
be a delay in processing mail and faxes. Hand deliveries and couriers 
may be received by scheduled appointment only. For further information 
on EPA Docket Center services and the current status, please visit us 
online at https://www.epa.gov/dockets.

FOR FURTHER INFORMATION CONTACT: Rhonda Gerdsen, Business Development 
and Services Branch; Gerdsen.Rhonda@epa.gov; 1-513-487-2028.

SUPPLEMENTARY INFORMATION: MoveLINQS Relocation Software is an EPA 
major information system (MIS) that was originally published under the 
EPA-29 SORN, which also covers EPA travel, other accounts payable, and 
accounts receivable files. Relocation request data was tracked and 
coordinated by an EPA-hosted version of the MoveLINQS software. The EPA 
now proposes this new SORN to reflect a relocation of the MoveLINQS 
software from an EPA-hosted environment into a separate FedRAMP 
Government Cloud environment (Microsoft Azure) under the Software as a 
Service (SaaS) platform. The EPA utilizes the MoveLINQS application to 
help manage the Federal Employee Relocation Center (FERC), where they 
process employee relocation moves for the EPA.

SYSTEM NAME AND NUMBER:
    MoveLINQS; EPA-87

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    101 Herbert Drive, Boydton, Va. 23917; Microsoft Azure Government 
Cloud (Azure-Va).

SYSTEM MANAGER(S):
    William E. Wiggins Jr., Branch Chief, Business Development & 
Services Branch (BDSB), EPA's Federal Employee Relocation Center 
(FERC), Wiggins.William@epa.gov, (513) 487-2013, 26 W Martin Luther 
King Dr., Cincinnati, OH 45268.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5753; 5 CFR part 575, subpart B.

PURPOSE(S) OF THE SYSTEM:
    MoveLINQS, is an EPA major information system (MIS). It was 
originally published under the EPA-29 SORN, which also covers EPA 
travel, other accounts payable, and accounts receivable files. However, 
the EPA proposes to move the MoveLINQS application to a separate 
Microsoft Azure Government Cloud under the new SORN EPA-87. The EPA 
utilizes MoveLINQS to help manage the BDSB Federal Employee Relocation 
Center, where they process employee relocation moves for the EPA.

CATEGORIES OF INDIVIDUALS COVERED BY SYSTEM:
    Federal employees and their family members who are eligible for 
move-related reimbursements will be covered.

CATEGORIES OF RECORDS IN THE SYSTEM:
    SSN, name, address, email address, children's names and DOB, 
spouse's name, filing status (for tax purposes).

RECORD SOURCE CATEGORIES:
    The employees are the source of information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    MoveLINQS is used internally to maintain and store pertinent 
employee and relocation expense data. It uses its features and flexible 
controls to automate and streamline the permanent change of station 
(PCS) travel cost management process, eliminating errors and 
simplifying the enforcement of complex federal policy throughout the 
Agency. General routine uses D, E, F, G, K, L, and M apply to this 
system. Records may also be disclosed: 1. To the Office of Management 
and Budget, and Department of Treasury for paying taxes on relocation 
expenses; and 2. to provide information to contracted agencies of the 
EPA for the purposes of relocation. This information may contain 
monthly reports such as taxes that were paid, invoices and travel 
authorizations that were obligated. The routine uses below are both 
related to and compatible with the original purpose for which the 
information was collected. The following general routine uses apply to 
this system (73 FR 2245):
    D. Disclosure to Office of Management and Budget: Information may 
be disclosed to the Office of Management and Budget at any stage in the 
legislative coordination and clearance process in connection with 
private relief legislation as set forth in OMB Circular No. A-19.
    E. Disclosure to Congressional Offices: Information may be 
disclosed to a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of the individual.
    F. Disclosure to Department of Justice: Information may be 
disclosed to the Department of Justice, or in a proceeding before a 
court, adjudicative body, or other administrative body before which the 
Agency is authorized to appear, when:
    1. The Agency, or any component thereof;
    2. Any employee of the Agency in his or her official capacity;
    3. Any employee of the Agency in his or her individual capacity 
where the Department of Justice or the Agency have agreed to represent 
the employee; or
    4. The United States, if 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 Department of Justice or the Agency is 
deemed by the Agency to be relevant and necessary to the litigation 
provided, however, that in each case it has been determined that the 
disclosure is compatible with the purpose for which the records were 
collected.
    G. Disclosure to the National Archives: Information may be 
disclosed to the National Archives and Records

[[Page 26035]]

Administration in records management inspections.
    K. Disclosure in Connection With Litigation: Information from this 
system of records may be disclosed in connection with litigation or 
settlement discussions regarding claims by or against the Agency, 
including public filing with a court, to the extent that disclosure of 
the information is relevant and necessary to the litigation or 
discussions and except where court orders are otherwise required under 
section (b)(11) of the Privacy Act of 1974, 5 U.S.C. 552a(b)(11).
    The two routine uses below (L and M) are required by OMB Memorandum 
M-17-12.
    L. Disclosure to Persons or Entities in Response to an Actual of or 
Suspected Breach of Personally Identifiable Information: To appropriate 
agencies, entities, and persons when (1) the Agency suspects or has 
confirmed that there has been a breach of the system of records, (2) 
the Agency has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, the Agency 
(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 the Agency's efforts to respond to the 
suspected or confirmed breach or to prevent, minimize, or remedy such 
harm.
    M. Disclosure to Assist Another Agency in Its Efforts to Respond to 
a Breach of Personally Identifiable Information: To another Federal 
agency or Federal entity, when the Agency 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 STORAGE OF RECORDS:
    Records are maintained electronically on computer storage devices 
such as servers and cloud storage. The computer storage devices are 
located at the EPA; MoveLINQS backups will be maintained at a disaster 
recovery site designated by Microsoft Azure Government. Computer 
records are maintained in a secure password protected environment. 
Access to computer records is limited to those who have a need to know. 
Permission level assignments will allow users access only to those 
functions for which they are authorized. All records are maintained in 
secure, access-controlled areas or buildings.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Retrieval of computer records is limited to those who have a need 
to know. Currently requestors (end users) do not have access to records 
using the MoveLINQS system. All users are required to have appropriate 
permission levels assigned before accessing the system. The permission 
levels are determined by the type of user. The MoveLINQS system is the 
only method of retrieval. Users input the information themselves and 
only authorized users can access.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    MoveLINQS is listed on EPA Records Control Schedule 0089 under 
Chief Financial Officer as Relocation Expense Management System. The 
disposition is to close when no longer needed for current agency 
business and destroy immediately after file closure.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Security controls used to protect personal sensitive data in 
MoveLINQS are commensurate with those required for an information 
system rated moderate for confidentiality, integrity, and availability, 
as prescribed in NIST Special Publication, 800-53, ``Recommended 
Security Controls for Federal Information Systems,'' Revision 4. 
Administrative controls include the policies and procedures governing 
the agency program and systems operated within, background 
investigations for privileged users and rules of behavior. Technical 
controls include role-based, user access controls, and data encryption. 
All MoveLINQS servers and software are stored in the Microsoft Azure 
Va. Datacenter. All security measures for the physical space are the 
responsibility of Microsoft. Microsoft Azure Government must in 
addition adhere to FedRAMP regulations and policies set forth by the 
Joint Authorization Board, which is the primary authority and decision-
making board that ensures FedRAMP Cloud System compliance.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information in this system of records 
about themselves are required to provide adequate identification (e.g., 
driver's license, military identification card, employee badge or 
identification card). Additional identity verification procedures may 
be required, as warranted. Requests must meet the requirements of EPA 
regulations that implement the Privacy Act of 1974, at 40 CFR part 16.

CONTESTING RECORDS PROCEDURES:
    Requests for correction or amendment must identify the record to be 
changed and the corrective action sought. Complete EPA Privacy Act 
procedures are described in the EPA's Privacy Act regulations at 40 CFR 
part 16.

NOTIFICATION PROCEDURE:
    Any individual who wants to know whether this system of records 
contains a record about him or her, should make a written request to 
the EPA Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania Ave. 
NW, Washington, DC 20460, privacy@epa.gov.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    67 FR 8255--Posted on February 22, 2002--The EPA provided notice 
that it proposed to establish a new system of records, the EPA Travel, 
Other Accounts Payable, and Accounts Receivable Files.

Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2021-10040 Filed 5-11-21; 8:45 am]
BILLING CODE 6560-50-P