Document ID: EPA-HQ-OMS-2021-0297-0001
Agency: epa
Document Type: Notice
Title: Privacy Act; Systems of Records
Posted Date: 2021-12-10T05:00Z

[Federal Register Volume 86, Number 235 (Friday, December 10, 2021)]
[Notices]
[Pages 70491-70494]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-26824]

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ENVIRONMENTAL PROTECTION AGENCY

[FRL-9227-01-OMS]

Privacy Act of 1974; System of Records

AGENCY: Office of Mission Support (OMS), 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 
Mission Support (OMS), Strategic IT Investment Staff (SITIS) is giving 
notice that it proposes to create a new system of records pursuant to 
the provisions of the Privacy Act of 1974. EPA has developed the 
Purchase Card Order Request System (PCORS) to manage the pre-approval 
process for purchase card transactions and to place orders after 
approval.

DATES: Persons wishing to comment on this system of records notice must 
do so by January 10, 2022. New routine uses for this new system of 
records will be effective January 10, 2022.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OMS-2021-0297, by one of the following methods:
    Federal eRulemaking Portal: https://www.regulations.gov. Follow the 
online instructions for submitting comments.
    Email: [email protected]. Include the Docket ID number in the 
subject line of the message.
    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-
2021-0297. The EPA's policy is that all comments received will be 
included in the public docket without change and may be made available 
online at https://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 
https://www.regulations.gov. The https://www.regulations.gov website is 
an ``anonymous access'' system for the EPA, which means the EPA will 
not know your identity or contact information. 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 
cannot read your comment due to technical difficulties and cannot 
contact you for clarification, the EPA may not be able to consider your 
comment. If you send an email comment directly to the EPA without going 
through https://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. 
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 https://www.epa.gov/dockets.
    Docket: All documents in the docket are listed in the https://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 https://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 normally 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.

Temporary Hours During COVID-19

    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

[[Page 70492]]

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: Please submit questions to Michael 
Hardy, U.S. EPA, 1200 Pennsylvania Avenue, Room 3352-L, Washington, DC 
20460, [email protected] at 202-564-7899 or Dina Castellon, U.S. 
EPA, 1200 Pennsylvania Avenue, Room 3352-Q, Washington, DC 20460, 
[email protected] at 202-564-4912.

SUPPLEMENTARY INFORMATION: EPA developed PCORS for use on EPA's 
Business Automation Platform (BAP), a strategic platform for business 
process automation. PCORS is accessible through https://forms.epa.gov 
and https://epaoei.lightning.force.com/lightning/page/home. EPA uses 
PCORS to manage the pre-approval process for purchase card orders and 
to place orders once approved. Requesters can submit their requests in 
PCORS (Interface 1). Requests are then routed to the purchase 
cardholder (PCH) for an initial review, followed by the cardholder's 
approving official (AO), and finally the Funds Certifying Officer (FCO) 
for funding before notifying the cardholder that the request is in 
Fully Approved--Ready to Order status. The PCH, AO, and FCO are the 
three mandatory approvers on each purchase request though other roles 
are available in the system.

SYSTEM NAME AND NUMBER:
    Purchase Card Order Request System (PCORS), EPA-88.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Electronic records are maintained at the National Computer Center 
(NCC), 109 TW Alexander Drive, Research Triangle Park, Durham, NC 
27711.

SYSTEM MANAGER(S):
    Michael Hardy, [email protected] at 202-564-7899, Director, 
OMS-ARM, Strategic IT Investment Staff (SITIS), Environmental 
Protection Agency, William Jefferson Clinton--North Building, 1200 
Pennsylvania Avenue NW, Washington, DC 20460.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Environmental Protection Agency Acquisition Guide, EPAAG--Chapter 
13, Subsection 13.3.1, ``Government-wide Commercial Purchase Card''; 
Executive Order 12072 (Aug. 16, 1978); Federal Property and 
Administrative Services Act of 1949, 40 U.S.C. 121; Executive Order 
9397 (Nov. 22, 1943). 42 U.S.C. 290dd-1, 290ee-1; 5 U.S.C. 7901; 
Executive Order 12564 (Sept. 15, 1986); Office of Federal Procurement 
Policy Act of 1974, 41 U.S.C. 414; Public Law 107-67, Section 630; 
Executive Order 9397.5 U.S.C. 1104, 5 U.S.C. 1302, 5 U.S.C. 3301, 5 
U.S.C. 3304, 5 U.S.C., 3320, 5 U.S.C. 3327, 5 U.S.C. 3361, and 5 U.S.C. 
3393; The Telework Enhancement Act of 2010 (December 9, 2010); and 
Public Law 111-292.

PURPOSE(S) OF THE SYSTEM:
    The purpose of the Purchase Card Order Request System (PCORS) is to 
manage the pre-approval process for purchase card transactions. EPA 
also uses PCORS to place orders once approved by the three mandatory 
approvers: The Purchase Cardholder, the Approving Official, and the 
Funds Certifying Officer.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    EPA employees, contractors, and grantees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Order request ID, requester, request status, office/lab, branch, 
request type, name, contact, customer account number, email, phone, 
address, city, state, shipping name, shipping address, cardholder, 
approving official, Funds Certifying Official, deputy director, 
director/division director, human resource official, Information 
Management Officer (IMO)/IT reviewer, printing reviewer, facilities 
reviewer, 508 reviewer, property reviewer, health and safety reviewer.

RECORD SOURCE CATEGORIES:
    The sources of data within PCORS are from the user and other Agency 
systems, including, the Enterprise Identity Data Warehouse (EIDW)--
managed by the Agency's Enterprise IT Service Desk (EISD), the Federal 
Personnel and Payroll System (FPPS)--managed by the U.S. Department of 
the Interior, the Electronic Product Environmental Assessment Tool 
(EPEAT) Site Link--managed by the Green Electronics Council, the 
Information Management Officer (IMO) Reference List--managed by the EPA 
Chief Information Officer's Senior Advisory Council, and the System for 
Award Management (SAM)--managed by U.S. General Services 
Administration.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    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: A, B, C, D, E, F, G, H, I, 
J, K, L, and M.
    A. Disclosure for Law Enforcement Purposes: Information may be 
disclosed to the appropriate Federal, State, local, tribal, or foreign 
agency responsible for investigating, prosecuting, enforcing, or 
implementing a statute, rule, regulation, or order, if the information 
is relevant to a violation or potential violation of civil or criminal 
law or regulation within the jurisdiction of the receiving entity.
    B. Disclosure Incident to Requesting Information: Information may 
be disclosed to any source from which additional information is 
requested (to the extent necessary to identify the individual, inform 
the source of the purpose of the request, and to identify the type of 
information requested,) when necessary to obtain information relevant 
to an agency decision concerning retention of an employee or other 
personnel action (other than hiring,) retention of a security 
clearance, the letting of a contract, or the issuance or retention of a 
grant, or other benefit.
    C. Disclosure to Requesting Agency: Disclosure may be made to a 
Federal, State, local, foreign, or tribal or other public authority of 
the fact that this system of records contains information relevant to 
the retention of an employee, the retention of a security clearance, 
the letting of a contract, or the issuance or retention of a license, 
grant, or other benefit. The other agency or licensing organization may 
then make a request supported by the written consent of the individual 
for the entire record if it so chooses. No disclosure will be made 
unless the information has been determined to be sufficiently reliable 
to support a referral to another office within the agency or to another 
Federal agency for criminal, civil, administrative, personnel, or 
regulatory action.
    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

[[Page 70493]]

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 Administration in 
records management inspections.
    H. Disclosure to Contractors, Grantees, and Others: Information may 
be disclosed to contractors, grantees, consultants, or volunteers 
performing or working on a contract, service, grant, cooperative 
agreement, job, or other activity for the Agency and who have a need to 
have access to the information in the performance of their duties or 
activities for the Agency. When appropriate, recipients will be 
required to comply with the requirements of the Privacy Act of 1974 as 
provided in 5 U.S.C. 552a(m).
    I. Disclosures for Administrative Claims, Complaints and Appeals: 
Information from this system of records may be disclosed to an 
authorized appeal grievance examiner, formal complaints examiner, equal 
employment opportunity investigator, arbitrator or other person 
properly engaged in investigation or settlement of an administrative 
grievance, complaint, claim, or appeal filed by an employee, but only 
to the extent that the information is relevant and necessary to the 
proceeding. Agencies that may obtain information under this routine use 
include, but are not limited to, the Office of Personnel Management, 
Office of Special Counsel, Merit Systems Protection Board, Federal 
Labor Relations Authority, Equal Employment Opportunity Commission, and 
Office of Government Ethics.
    J. Disclosure to the Office of Personnel Management: Information 
from this system of records may be disclosed to the Office of Personnel 
Management pursuant to that agency's responsibility for evaluation and 
oversight of Federal personnel management.
    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 or 
Suspected Breach of Personally Identifiable Information: To appropriate 
agencies, entities, and persons when (1) EPA suspects or has confirmed 
that there has been a breach of the system of records, (2) EPA has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, EPA (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 EPA'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 EPA 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:
    These records are maintained electronically on computer storage 
devices which are located at EPA, OMS-ARM, Strategic IT Investment 
Staff (SITIS). SITIS manages the system, which is located at the 
National Computer Center (NCC) in Research Triangle Park, North 
Carolina in access-controlled rooms, areas, and buildings. Digital 
backups will be maintained at a disaster recovery site. 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.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    The primary retrieval method is by searching the employee's name 
and EPA Order Request ID (form ID).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    PCORS and the requests within PCORS fall under EPA's Records 
Control Schedule 0042. Cardholders are to download the PDF version of 
their requests and save them for their records.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Security controls used to protect Personally Identifiable 
Information (PII) in PCORS are commensurate with those required for an 
information system rated MODERATE for confidentiality, integrity, and 
availability, as prescribed in National Institute of Standards and 
Technology (NIST) Special Publication, 800-53, ``Security and Privacy 
Controls for Information Systems and Organizations,'' Revision 5.
    1. Administrative Safeguards: EPA personnel are required to 
complete annual agency Information Security and Privacy training. EPA 
personnel are instructed to lock their computers when they leave their 
desks.
    2. Technical Safeguards: Electronic records are maintained in a 
secure, password protected electronic system. PCORS access is limited 
to authorized, authenticated users integrated with the Agency's single-
sign-on. This integration uses the user's LAN credentials to identify 
the user prior to granting access to the platform and PCORS system. All 
the system's electronic communication utilizes the agency's Secure 
Sockets Layer (SSL) encryption for all transactions.
    3. Physical Safeguards: All records are maintained in secure, 
access-controlled areas or buildings.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information in this system of records

[[Page 70494]]

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 RECORD 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 EPA's Privacy Act regulations at 40 CFR 
part 16.

NOTIFICATION PROCEDURE:
    Individuals who want to know whether this system of records 
contains information about them should make a written request to the 
EPA, Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania Ave. NW, 
Washington, DC 20460, [email protected].

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2021-26824 Filed 12-9-21; 8:45 am]
BILLING CODE 6560-50-P