Document ID: EPA-HQ-OEI-2006-0633-0001
Agency: epa
Document Type: Notice
Title: Creation of a New System of Records
Posted Date: 2006-08-31T13:03:29Z

[Federal Register: August 31, 2006 (Volume 71, Number 169)]
[Notices]               
[Page 51814-51816]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr31au06-48]                         

[[Page 51814]]

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ENVIRONMENTAL PROTECTION AGENCY

[FRL-8215-5; EPA-HQ-OEI-2006-0633]

 
Creation of a New System of Records

AGENCY: Environmental Protection Agency (EPA).

ACTION: Notice of creation of a new system of records notice.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5 
U.S.C. 552a), the Office of Administration and Resources Management 
gives notice that it proposes to create a new system of records for its 
administrative systems by transferring the Inspector General's 
Operation and Reporting (IGOR) system of records (EPA-41) from the 
Office of the Inspector General to the Office of Administration and 
Resources Management and renaming it Office of Administration Services 
Information System (OASIS). In addition to the exempted personnel 
security files currently covered under EPA-41, records in the following 
Privacy Act systems are being transferred to OASIS: Wellness Program 
Medical Records (EPA-3); EPA Parking Control Office File (EPA-10); and 
the EPA Transit Program Files.

DATES: Persons wishing to comment on this system of records notice may 
do so by October 10, 2006.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2006-0633, by one of the following methods:
     http://www.regulations.gov: Follow the on-line instructions for 

submitting comments.
     E-mail: oei.docket@epa.gov.
     Fax: 202-566-1752.
     Mail: OEI Docket, Environmental Protection Agency, 
Mailcode: 2822T, 1200 Pennsylvania Ave., NW., Washington, DC 20460.
     Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room 
B102, 1301 Constitution Avenue, NW., Washington, DC. 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-OEI-
2006-0633. EPA's policy is that all comments received will be included 
in the public docket without change and may be made available online at 
http://www.regulations.gov, including any personal information provided, 

unless the comment includes information claimed to be Confidential 
Business Information (CBI) or other information for which disclosure is 
restricted by statute. Do not submit information that you consider to 
be CBI or otherwise protected through http://www.regulations.gov. The 

http://www.regulations.gov Web site is an ``anonymous access'' system, which 

means EPA will not know your identity or contact information unless you 
provide it in the body of your comment. If you send an e-mail comment 
directly to EPA without going through http://www.regulations.gov your e-mail 

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, EPA recommends that you 
include your name and other contact information in the body of your 
comment and with any disk or CD-ROM you submit. If EPA cannot read your 
comment due to technical difficulties and cannot contact you for 
clarification, 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 EPA's 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 
http://www.regulations.gov index. Although listed in the index, some 

information is not publicly available, e.g., CBI 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 http://www.regulations.gov or in hard copy at the OEI 

Docket, EPA/DC, EPA West Building, Room B102, 1301 Constitution Ave., 
NW., Washington, DC. 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 OEI Docket is (202) 566-1752.

FOR FURTHER INFORMATION CONTACT: Ray Lee, Office of Administrative 
Services, Environmental Protection Agency, Ariel Rios, MC 3201A, 1200 
Pennsylvania Avenue, NW., Washington, DC 20460; telephone number, (202) 
564-4625; e-mail address, Lee.Ray@epa.gov.

SUPPLEMENTARY INFORMATION: 

I. General Information

    The Office of Administration and Resources Management plans to 
create a Privacy Act system of records for its administrative systems, 
i.e., OASIS. Details regarding the system of records are contained in 
this Federal Register Notice. OASIS maintains records that are used to 
administer and manage the administrative resources of the EPA. These 
actions effect no changes in the privacy protections of the affected 
category of records. Access to the system is restricted to authorized 
users and will be maintained in a secure, password protected computer 
system, in secure areas and buildings with physical access controls and 
environmental controls. The system is maintained by the Office of 
Administration and Resources Management.

    Dated: August 22, 2006.
Linda A. Travers,
Acting Assistant Administrator and Chief Information Officer.
EPA-41

System Name:
    Office of Administrative Services Information System (OASIS)

System Location:
    Office of Administrative Services, Environmental Protection Agency, 
Ariel Rios Building, 1200 Pennsylvania Ave., NW., Washington, DC 20460.

Categories of Individuals Covered by the System:
    Individuals who require regular, ongoing access to EPA-controlled 
facilities, information technology systems, or information classified 
in the interest of national security, including applicants for 
employment or contracts, Federal employees, contractors, grantees, 
students, interns, volunteers, other non-Federal employees and 
individuals formerly in any of these positions. The system also covers 
individuals authorized to perform or use services provided in Agency 
facilities (e.g., Fitness Center, etc.). The system does not apply to 
occasional visitors or short-term guests to whom the Agency will issue 
temporary identification.

Categories of Records in the System:
    This system maintains records that are used to administer and 
manage the administrative resources of the EPA. Categories of records 
include:
     Personal information such as name, home address, telephone 
number, and date of birth.
     Work related information such as work address, work 
telephone number, organization/office assignment, and company name.
     Personnel Security Records such as the results of a 
background investigation, and information derived

[[Page 51815]]

from documents used to verify applicant's identity.
     Locks and Keys Management information such as 
combinations, locks, incidents requiring a security report, keys, and 
safes located at Headquarters.
     Physical Security information such as building 
vulnerabilities, mitigations, costs associated with mitigation, and 
risk designation levels at various EPA locations.
     Warehouse Management information such as type of product 
order, contact information for recipient, and purchase order number.
     Fitness Center information such as photographs, medical 
information, payroll deductions, and pay grade (GS level only).
     Driver Tracking information such as EPA vehicle license 
plate numbers, service records, and number of passengers utilizing the 
Agency buses.
     Parking and Transit information such as carpool members 
names, addresses, work addresses, license plate numbers, and type of 
cars as well as transit subsidy information such as subsidy amount, 
possession of a registered Smart Trip card, and serial number of Smart 
Trip card if registered.
     Mail Center Management information used to track 
registered mail. Records include mailing address of the recipient and 
sender, name of individual who signed for the piece of mail, date and 
time mail was signed for, and costs of postage for each office.
     Printing information such as name and telephone number of 
the office requesting print jobs, the budget associated with the print 
job, and completion and delivery of the print job.
     Trouble Ticket information such as the name and work 
telephone number of the caller and the nature of the information 
technology problem.

Authority for Maintenance of the System (includes any revisions or 
amendments):
    5 U.S.C. 301; Federal Information Security Act (Pub. L. 104-106, 
sec. 5113); Electronic Government Act (Pub. L. 104-347, sec. 203); the 
Paperwork Reduction Act of 1995 (44 U.S.C. 3501); and the Government 
Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504); Federal 
Property and Administrative Act of 1949, as amended.

Purpose(s):
    The purpose of this system is to administer and manage 
administrative resources for the EPA. Each module's purpose is 
described below.
     Physical Security--The purpose of the Physical Security 
module is to assist the members of the Security Management Division 
with assessments of the physical vulnerabilities of buildings, risk and 
cost of exterior/perimeter mitigations, and security access.
     Warehouse Management--The purpose of the Warehouse 
Management module is to assist the Agency with tracking and recording 
government property.
     Fitness Center Management System--The purpose of the 
Fitness Center Management module is to assist team members within the 
Safety, Health and Environmental Management Division with tracking 
visitors, fitness center members' information, payment, and equipment 
inventory and maintenance.
     Parking and Transit System--The purpose of the Parking and 
Transit module is to assist the members of the Facilities Management 
and Services Division with tracking of the use of parking spaces 
provided by EPA. This module also tracks EPA employees' transit subsidy 
and Smart Trip transactions.
     Combo, Locks, Incidents, Keys, and Safe System--The 
purpose of the Combo Locks Incident Keys Safe System (CLIKS) module is 
to assist the members of the Security Management Division with tracking 
documentation associated with security changes for locks and keys as 
well as safes and combinations. This system also maintains a log of 
incidents on the grounds of EPA Headquarters' sites.
     Driver Tracking--The purpose of the Driver Tracking module 
is to assist the motor pool of the Facilities Management and Services 
Division with tracking requests, ridership, vehicles and buses. The 
Driver Tracking module contains information about special requests for 
the services of an EPA driver or shuttle bus.
     Mail Center--The purpose of the Mail Center module is to 
track costs associated with the Agency's incoming and outgoing mail as 
well as route and distribute internal and external mail.
     Personnel Security System--The purpose of the Personnel 
Security module is to assist the members of the Security Management 
Division with tracking the documentation associated with security 
investigations for Federal and non-Federal personnel working for EPA.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    General routine uses A, B, C, D, E, F, G, H, I, J, and K apply to 
this system.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Records are stored in electronic media and paper files are stored 
in locked file cabinets.

Retrievability:
    Records are maintained in a database that requires authorized user 
login and password to retrieve personal data.

Safeguards:
    Security controls used to protect personal sensitive data in OASIS 
are commensurate with those required for a information system rated 
MODERATE for confidentiality, integrity, and availability, as 
prescribed in NIST Special Publication, 800-53, ``Recommended Security 
Controls for Federal Information Systems,'' Annex 2.

Retention and Disposal:
    Records are retained and disposed of in accordance with EPA's 
records control schedule approved by the National Archives and Records 
Administration.

System Manager(s) and Address:
    Director, Office of Administrative Services, Environmental 
Protection Agency, MC3201A, 1200 Pennsylvania Avenue, NW., Washington, 
DC 20460.

Notification Procedures:
    Any individual who wants to know whether this system of records 
contains a record about him or her, who wants access to his or her 
record, or who wants to contest the contents of a record, should make a 
written request to the EPA FOIA Office, Attn: Privacy Act Officer, 
MC2822T, 1200 Pennsylvania Avenue, NW., Washington, DC 20460.

Record Access Procedure:
    Requests for access must be made in accordance with the procedures 
described in EPA's Privacy Act regulations at 40 CFR part 16. 
Requesters will be required to provide adequate identification, such as 
a driver's license, employee identification card, or other identifying 
document. Additional identification procedures may be required in some 
instances.

Contesting Records Procedure:
    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 EPA's Privacy Act regulations at 40 CFR 
part 16.

Record Source Categories:
    The system of records notice that applies to OASIS is PeoplePlus 
Payroll,

[[Page 51816]]

Time and Labor Application (EPA-1). All data not collected from this 
system is entered manually from employees and contractors via paper or 
electronic format.

Systems Exempted From Certain Provisions of the Act:
    Under 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), the Personnel 
Security System is exempt from the following provisions of the Privacy 
Act of 1974 as amended, subject to the limitations set forth in this 
subsection; 5 U.S.C. 552a(c)(3); (d)(2), (d)(3), and (d)(4); (e)(1), 
and (f)(2) through (5). Although the Personnel Security System has been 
exempted, EPA may, in its discretion, fully grant individual requests 
for access and correction if it determines that the exercise of these 
rights will not interfere with an interest that the exemption is 
intended to protect. \

[FR Doc. 06-7319 Filed 8-30-06; 8:45 am]

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