, 2. How is access to the data by a user determined? Are criteria, procedures, controls, and responsibilities regarding access documented? A user’s access to travel documents is controlled based on a concept of “role based and group access.” The agency determines what the policies and procedures are for determining a person’s access based on their User controls restrict access. Users with access to E2 Solutions will follow their agency’s policies, procedures, and guidance for data access. The System Administrator sets user access levels based on agency sensitivity requirements. Criteria, procedures, controls, and responsibilities regarding access are outline in the System Administrator’s Guide. Federal travelers, managers, and System Administrators will access the on-line system through a FIPS-compliant encrypted connection. System safeguards include forced logout, system time-out, password expiration, and lockout after a specified number of failed login attempts. The System Administrator can control and enable these safeguards which are configurable at the agency level and can be customized to meet the Federal agency’s needs. Ref: The System Security Plan 3. Will users have access to all data in the system or will the user's access be restricted? Explain. Access controls within E2 Solutions limit the functions and data available to a given user based on need-to-know and job responsibilities. The potential for sensitive data to be viewed, modified, or deleted by unauthorized personnel is minimized. Traveler access is restricted to that individuals own TAVS, profile, and reservation data, as well as general reservation and system-use information. A traveler designated travel arranger also has access to the traveler’s TAVS, profile, and/or reservation data, when given the proper permissions. In general, access to data is given on a need-to-know basis. The agency will determine the access level based on this need-to-know. The approver will have access to some data but not all data, and this right to use/see specific data will be determined by the agency’s policies and procedures and the access control permission granted to see the appropriate information. Designated Agency-wide System Administrators will have access for the purpose of adding or deleting users,
Administration (NARA) per 36 CFR 1228 and 1234. NARA General Records Schedule 9 for Travel and Transportation Records and General Records Schedule 20 for Electronic Records shall apply.” . C. Attributes of the Data Question Response 1. Is the use of the data both relevant and necessary to the purpose for which the system is being designed? Yes. The individual traveler’s profile data is needed to accurately reserve and ticket travel, and to have expenses charged to the proper travel charge card account. The reservation data is needed to accomplish the required travel, and to estimate trip costs for authorization purposes. The TAVS data are required to properly record the obligation of funds, to accurately calculate and accomplish reimbursement of the traveler and/or payment to the travel card vendor and to liquidate the obligation when payment is made. 2.a. Will the system derive new data or create previously unavailable data about an individual through aggregation from the information collected? No 2.b. Will the new data be placed in the individual's record (client or employee)? No 2.c. Can the system make determinations about individuals that would not be possible without the new data? No. This type of analysis is not done within the system 2.d. How will the new data be verified for relevance and accuracy? Not Applicable. 3.a. If the data is being consolidated, what controls are in place to protect the data and Some consolidation may be done. Data may be consolidated if there are multiple travel programs existing within an agency before its migration to ETS.