Document ID: EPA-HQ-OMS-2019-0371-0002
Agency: epa
Document Type: Notice
Title: Privacy Act; System of Records
Posted Date: 2023-11-06T05:00Z

[Federal Register Volume 88, Number 213 (Monday, November 6, 2023)]
[Notices]
[Pages 76208-76211]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-24492]

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ENVIRONMENTAL PROTECTION AGENCY

[FRL-10082-02-OMS]

Privacy Act of 1974; System of Records

AGENCY: Security Management Division, Environmental Protection Agency 
(EPA).

ACTION: Notice of a modified system of records.

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SUMMARY: The U.S. Environmental Protection Agency's (EPA or Agency) 
Personnel Security Branch (PSB) is giving notice that it proposes to 
modify a system of records pursuant to the provisions of the Privacy 
Act of 1974. The Personnel Security System (PSS) 2.0 is being modified 
to include a new module, which the Agency will use to administer its 
Insider Threat Program. The new module will collect records about 
individuals to assist the Agency with insider threat inquiry management 
and coordination. The module will retain insider threat inquiry-related 
data and help EPA personnel coordinate responses to those inquiries. 
Collecting this data ensures the effective and timely processing of 
records.

DATES: Persons wishing to comment on this system of records notice must 
do so by December 6, 2023.

[[Page 76209]]

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OMS-2019-0371, 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-
2019-0371. 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. Further information about EPA Docket Center services and current 
operating status is available at https://www.epa.gov/dockets.

FOR FURTHER INFORMATION CONTACT: John Goldsby, Branch Chief, Personnel 
Security Branch, Environmental Protection Agency, William Jefferson 
Clinton North Building, Mail Code 3206A, 1200 Pennsylvania Avenue NW, 
Washington, DC 20460; telephone number: (202) 564-1569; email address: 
[email protected].

SUPPLEMENTARY INFORMATION: Currently, EPA's Personnel Security Branch 
(PSB) uses PSS 2.0 to track and maintain background investigation 
documents for federal and non- federal personnel working for EPA. This 
includes background investigation documents for all ``covered 
individuals'' who have access to classified information or who hold a 
sensitive position. EPA is required to maintain this information for 
the employee onboarding process, and to manage background 
investigations for personnel during their time at the EPA (i.e., when 
there are promotions, position changes, etc.).
    PSB is adding a new Insider Threat module to PSS 2.0 that provides 
EPA with insider threat inquiry management and coordination 
capabilities. Specifically, the Agency is modifying PSS 2.0 to include 
an inquiry management function to maintain and safeguard insider 
threat-related data. PSS 2.0 will also allow the Agency to easily share 
necessary information with authorized personnel to conduct insider 
threat inquiries. The insider threat module will contain records 
derived from EPA security incidents, summaries, or reports containing 
information about potential insider threats or the data loss prevention 
program; information related to analytical efforts by EPA insider 
threat personnel; reports about potential insider threats obtained 
through the management and operation of the EPA Insider Threat Program; 
and reports about potential insider threats obtained from other Federal 
Governments sources. The records contained in this system could include 
information related to actual, potential, or alleged criminal, or 
administrative violations and law enforcement actions.
    The insider threat module will contain information relevant to 
insider threat inquiries on cleared individuals with access to EPA 
resources, including facilities, information, equipment, networks, and 
systems. The insider threat module may also contain information 
obtained as a result of a background investigation conducted on cleared 
personnel. Further, at a later date, and once relevant authorities are 
updated, the insider threat module will also contain information on 
uncleared individuals with access to EPA resources.

SYSTEM NAME AND NUMBER:
    Personnel Security System (PSS) 2.0, EPA-83.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The system will be managed by the Personnel Security Branch, 
Environmental Protection Agency, 1301 Constitution Ave. NW, Washington, 
DC 20460. Electronically stored information is hosted at the EPA 
National Computer Center (NCC), 109 TW Alexander Drive, Research 
Triangle Park, Durham, NC 27711.

SYSTEM MANAGER(S):
    John Goldsby, Branch Chief, Personnel Security Branch, 
Environmental Protection Agency, William Jefferson Clinton North 
Building, Mail Code 3206A, 1200 Pennsylvania Avenue NW, Washington, DC 
20460; Telephone Number: (202) 564-1569; Email address: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 13467, Reforming Processes for Security Clearances, 
Suitability and Fitness for Employment, and Credentialing, and Related 
Matters as amended; Code of Federal Regulations 5, Parts 731 
(Suitability), 732 (National Security Positions), 736 (Personnel 
Investigations), and 1400 (Designation of National Security Positions 
in the Competitive Service, and Related Matters); Executive Order 
12968--Access to Classified Information; Executive Order 13467--

[[Page 76210]]

Reforming Processes Related to Suitability for Government Employment, 
Fitness for Contractor Employees, and Eligibility for Access to 
Classified National Security Information; Executive Order 13488--
Granting Reciprocity on Excepted Service and Federal Contractor 
Employee Fitness and Reinvestigating Individuals in Positions of Public 
Trust; Executive Order 13741--Amending E.O. 13467 To Establish the 
Roles and Responsibilities of the National Background Investigations 
Bureau and Related Matters; Executive Order 13764--Amending the Civil 
Service Rules, Executive Order 13488; E.O. 13467 To Modernize the 
Executive Branch-Wide Governance Structure and Processes for Security 
Clearances, Suitability and Fitness for Employment, and Credentialing, 
and Related Matters; Responsibilities for the Maintenance of Records 
About Individuals by Federal Agencies [OMB Circular A-108, as amended]; 
Trusted Workforce 2.0, Managements Responsibility for Internal Control 
[OMB Circular A-123, Revised 12/21/04]; Managing Information as a 
Strategic Resource [OMB Circular A-130]; Records Management by Federal 
Agencies [44 U.S.C. 31]; Federal Information Security Modernization 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); 
the Government Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 
3504).

PURPOSE(S) OF THE SYSTEM:
    The purpose of PSS 2.0 is to assist PSB with coordinating and 
managing background investigations on federal and non-federal personnel 
working for EPA by collecting, maintaining, and tracking the 
documentation associated with such background investigations. Data in 
the system will be transferred to the identity card management provider 
so that access cards can be issued to personnel. The data in the system 
will also be used by the Agency to start the employee onboarding 
process, and to manage personnel throughout their employment at EPA. 
Additionally, the insider threat module will be used by OHS to collect 
information on individuals, relevant to insider threat inquiries. EPA 
will use the insider threat module to manage information related to the 
inquiries, and support EPA's responses to such inquiries.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Federal employees, contractors, grantees, students, interns, 
volunteers, other non-federal employees, and individuals formerly in 
any of these positions including individuals who require access to EPA-
controlled facilities, information technology systems, or information 
classified in the interest of national security, and applicants for 
employment or to work on a contract, grant or other activity for the 
Agency.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information in the system may include: an individual's first, 
middle, and last name; social security number (SSN); date and place of 
birth; employment organization; office and home addresses; office, 
home, and cell phone numbers; job series; pay grade; current and 
previous employment details; dates and locations of overseas/foreign 
travel; military service information; financial and credit information; 
court documents; biometric data including fingerprint results; Office 
of Personnel Management's or Defense Counterintelligence and Security 
Agency's background investigations; driver's license information; 
passport and visa information; photographs; emergency contacts; 
business or other involvement with foreign governments or foreign 
nationals; foreign contacts; ownership of foreign property information; 
foreign bank account information; information on arrests in foreign 
countries; and insider threat inquiry details.

RECORD SOURCE CATEGORIES:
    The data maintained in PSS 2.0 is obtained from subjects of a 
background investigation, individuals interviewed as part of a 
background investigation or insider threat inquiry, current and 
prospective EPA personnel, internal EPA systems such as the Human 
Resources Line of Business (HRLoB) system (EPA-93), external systems 
such as the General Service Administration (GSA)'s USAccess system 
(GSA/GOVT-7), and from other external sources such as vendors, 
applicants, other federal agencies, other law enforcement systems and 
other public source materials.

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.
    General routine uses A, B, C, D, E, F, G, H, I, J, K, L, and M 
apply to this system (86 FR 62527).

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    These records are maintained electronically on computer storage 
devices located at the EPA National Computer Center (NCC), 109 TW 
Alexander Drive, Research Triangle Park, Durham, NC 27711.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Personal information may be retrieved using an individual's SSN, 
name, date of birth, email address, personal identification number or 
background investigation case number. The SSN is used in the 
Suitability, Credentialing and Security Executive Agents' systems, and 
is therefore used as the connecting data to enable the various systems 
to communicate with each other and transfer data when needed. PSS 2.0 
displays a reminder about the appropriate PII and SPII handling 
procedures every time a user begins to enter data for a new background 
investigation.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and disposed of in accordance with National 
Archives and Records Administration (NARA) records retention schedules 
appropriate to the retention of background investigation related data, 
as well as EPA's Records Schedules 100 & 1008.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Security controls used to protect personal sensitive data in PSS 
2.0 are commensurate with those required for an information system 
rated MODERATE for confidentiality, integrity, and availability, as 
prescribed in NIST Special Publication, 800-53, ``Security and Privacy 
Controls for Information Systems and Organizations,'' Revision 5.
    1. Administrative Safeguards: Personnel are instructed to lock 
their computer when they leave their desks. Personnel are regularly 
reminded about appropriate sensitive personally identifiable 
information (SPII) and personally identifiable information (PII) 
handling procedures. All personnel are required to take annual 
Information Technology Security and Privacy Training. In addition to 
the agency's Rules of Behavior, PSS 2.0 users are required to sign a 
PSS 2.0-specific Rules of Behavior document prior to their access being 
granted to the system.
    Additionally, Contracting Officer's Representatives will also be 
required to review and understand PSS 2.0 user guides, which explain 
how SPII/PII should be handled.
    2. Technical Safeguards: Electronic records are maintained in a 
secure, password-protected environment. Access to records is limited to 
those

[[Page 76211]]

who have a need to know. Electronic records are restricted to 
authorized users with appropriate security privileges, including the 
use of 2- factor PIV Card authentication and permission level 
assignments. After 15 minutes of inactivity, a user is automatically 
logged out of the system. Additionally, PSS 2.0 displays a reminder 
about the appropriate PII and SPII handling procedures each time a user 
begins to enter data for a new background investigation.
    3. Physical Safeguards: All records are maintained in secure, 
access-controlled areas or buildings. EPA employees and contractors 
involved in the management, design, development, implementation, and 
execution of the program will have monitored access to the application. 
Only individuals who have the proper authorization and who perform 
functions related to PSS 2.0 are allowed to access information.

RECORD ACCESS PROCEDURES:
    Pursuant to 5 U.S.C. 552a(k)(2), certain records maintained in PSS 
2.0 are exempt from specific access and accounting provisions of the 
Privacy Act. See 40 CFR 16.12. However, EPA may, in its discretion, 
grant individual requests for access if it determines that the exercise 
of these rights will not interfere with an interest that the exemption 
is intended to protect. Requests for access must be made in accordance 
with the procedures described in EPA's Privacy Act regulations at 40 
CFR part 16.
    Specifically, all requests for access to personal records should 
cite the Privacy Act of 1974 and reference the type of request being 
made (i.e., access). Requests must include: (1) the name and signature 
of the individual making the request; (2) the name of the Privacy Act 
system of records to which the request relates; (3) a statement whether 
a personal inspection of the records or a copy of them by mail is 
desired; and (4) proof of identity. A full description of EPA's Privacy 
Act procedures for requesting access to records is available at 40 CFR 
part 16.

CONTESTING RECORD PROCEDURES:
    Pursuant to 5 U.S.C. 552a(k)(2), certain records maintained in PSS 
2.0 are exempt from specific correction and amendment provisions of the 
Privacy Act. See 40 CFR 16.12. However, EPA may, in its discretion, 
grant individual requests for correction and amendment if it determines 
that the exercise of these rights will not interfere with an interest 
that the exemption is intended to protect. Requests for correction and 
amendment must identify the record to be changed and the corrective 
action sought and must be made in accordance with the procedures 
described in EPA's Privacy Act regulations at 40 CFR part 16.

NOTIFICATION PROCEDURES:
    Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), certain records 
maintained in PSS 2.0 are exempt from specific notification provisions 
of the Privacy Act. See 40 CFR 16.12. However, EPA may, in its 
discretion, grant individual notification requests if it determines 
that notification will not interfere with an interest that the 
exemption is intended to protect. Generally, individuals who wish to be 
informed whether a Privacy Act system of records maintained by EPA 
contains any record pertaining to them, should make a written request 
to the EPA, Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania 
Ave. NW, Washington, DC 20460, or by email at: [email protected]. A full 
description of EPA's Privacy Act procedures is included in EPA's 
Privacy Act regulations at 40 CFR part 16.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Under 5 U.S.C. 552a (k)(2), certain records in PSS 2.0 are 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); (e)(1). In particular, the following types of records 
in PSS 2.0 are exempt from the aforementioned provisions under 
subsection (k)(2): (1) background investigation records compiled to 
investigate personnel/an applicant that is/would be responsible for law 
enforcement and/or national security matters; (2) background 
investigation records compiled to investigate personnel suspected of 
illegal or inappropriate activity; (3) information compiled to identify 
potential insider threats and facilitate insider threat inquiries; (4) 
information compiled to identify pattens of illegal activity, or that 
may form the predicate or be the catalyst of a law enforcement 
investigation; and (5) information otherwise compiled to identify 
violations of law or national security breaches.
    However, if any individual is denied a right, privilege, or benefit 
to which the individual would otherwise be entitled by Federal law or 
for which the individual would otherwise be eligible, access will be 
granted, except to the extent that the disclosure would reveal the 
identity of a source who furnished information to the Government under 
an express promise of confidentiality.
    Further, under 5 U.S.C. 552a(k)(5), investigatory material compiled 
solely for the purpose of determining suitability, eligibility, or 
qualifications for Federal civilian employment, military service, 
Federal contracts, or access to classified information that, if 
disclosed, would reveal the identity of a confidential source is exempt 
from 5 U.S.C. 552a (c)(3) and (d), subject to the limitations set forth 
in the subsections.
    EPA may maintain in PSS 2.0 records obtained from other agencies or 
components, which have exempted those records from certain Privacy Act 
requirements under 5 U.S.C. 552a (j) and (k). As such records do not 
lose exempt status when added to another system, these records will 
continue to be exempt in PSS 2.0 on the same basis and from the same 
requirements as in the source system. Although certain records in PSS 
2.0 have been exempted from certain provisions of the Privacy Act, 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. 
However, if any individual is denied any right, privilege, or benefit 
that they would otherwise be entitled by federal law, or for which they 
would otherwise be eligible, as a result of the maintenance of these 
records, the records shall be provided to the individual, except to the 
extent that the disclosure of such material would reveal the identity 
of a source who furnished information to the Government under an 
express promise that the identity of the source would be held in 
confidence.

HISTORY:
    85 FR 32380 (May 29, 2020).

Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2023-24492 Filed 11-3-23; 8:45 am]
BILLING CODE 6560-50-P