80 FR 79817 - Privacy Act of 1974; New System of Records

BROADCASTING BOARD OF GOVERNORS

Federal Register Volume 80, Issue 246 (December 23, 2015)

BBG proposes to add a new time and attendance system to its inventory of records systems subject to the Privacy Act of 1974 (5 U.S.C. 522a), as amended. The primary purpose of this system is to track time worked and leave for pay administration, leave administration, reporting, and compliance functions. This action is necessary to meet the requirement of the Privacy Act to publish in the Federal Register notice of the existence and character of records maintained by the Agency (5 U.S.C. 522a(e)(4)).

[Federal Register Volume 80, Number 246 (Wednesday, December 23, 2015)]
[Notices]
[Pages 79817-79819]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-32361]


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BROADCASTING BOARD OF GOVERNORS


Privacy Act of 1974; New System of Records

AGENCY: The Broadcasting Board of Governors.

ACTION: Notice of a New System of Records.

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SUMMARY: BBG proposes to add a new time and attendance system to its 
inventory of records systems subject to the Privacy Act of 1974 (5 
U.S.C. 522a), as amended. The primary purpose of this system is to 
track time worked and leave for pay administration, leave 
administration, reporting, and compliance functions. This action is 
necessary to meet the requirement of the Privacy Act to publish in the 
Federal Register notice of the existence and character of records 
maintained by the Agency (5 U.S.C. 522a(e)(4)).

DATES: This action will be effective without further notice on February 
1, 2016, unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send written comments to the Broadcasting Board of 
Governors, ATTN: Daniel Rosenholtz, Policy Officer, 330 Independence 
Avenue SW., Room 3324, Washington, DC 20237.

[[Page 79818]]


FOR FURTHER INFORMATION CONTACT: Greg Wyman, Payroll Manager, Office of 
the Chief Financial Officer or Carroll Cobb, Director, Office of Human 
Resources, BBG--Broadcasting Board of Governors, International 
Broadcasting Bureau, 330 Independence Avenue SW., Washington, DC 20237.

    Dated: December 16, 2015.
John F. Lansing,
CEO and Director, BBG.
BBG-22, Employee Time and Attendance and Leave Records System

System name:
    Employee Time and Attendance and Leave Records System.

System location:
    Time and attendance reports, leave records, and service history 
files are located at 330 Independence Avenue SW., Washington, DC 20237, 
as well a FedRAMP-certified secure government cloud facility in Reston, 
Virginia.

Security classification:
    None.

Categories of individuals covered by the system:
    Past and present BBG employees in the Civil Service and the Foreign 
Service, excluding Foreign Service Nationals and Personal Services 
Contractors.

Categories of records in the system:
    These records include time and attendance and leave records, 
including number and type of hours worked (e.g., regular, overtime, 
night differential, or Sunday differential), compensatory time earned 
and used, credit hours earned and used under alternative work 
schedules, leave requests, and leave balances.

Authority for maintenance of the system:
    5 U.S.C. 301; 5 U.S.C. Chapter 53; 5 U.S.C. Chapter 55; 5 U.S.C. 
Chapter 61; 5 U.S.C. Chapter 63; 44 U.S.C. 3101.

Purpose(s):
    The purpose of this system is to track time worked and leave for 
pay administration, leave administration, reporting, and compliance 
functions.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    The primary uses of the records are to manage the BBG's fiscal 
operations for payroll, time and attendance, leave, insurance, tax, 
retirement, qualifications, and benefits functions. In addition to 
those disclosures generally permitted under 5 U.S.C. 552a(b), all or a 
portion of the records contained in this system of records may be 
disclosed outside BBG as a routine use as follows:
    (1) A record from this system may be disclosed to Federal entities 
that provide payroll processing services to BBG. These services may 
include the issuance of salary payments to employees and distribution 
of wages and the distribution of allotments and deductions to financial 
and other institutions, many of which are through electronic funds 
transfer.
    (2) A record from this system may be disclosed to other Federal 
entities, including the Department of Treasury and the Office of 
Personnel Management, for purposes of: Processing payroll payments; 
collecting withheld taxes; managing personnel; processing benefits; 
establishing and maintaining records related to payroll, retirement, 
and benefits; processing worker's compensation claims; conducting 
personnel research; and producing statistics or analytical studies and 
reports.
    (3) To appropriate agencies, entities, and persons when: (a) It is 
suspected or confirmed that the security or confidentiality of 
information in the system of records has been compromised; (b) the BBG 
has determined that, as a result of the suspected or confirmed 
compromise, there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by the BBG or 
another agency or entity) that rely upon the compromised information; 
and (c) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with the BBG's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    (4) A record from this system may be also be disclosed in 
accordance with the Statement of General Routine Uses Applicable to All 
BBG Systems of Records, originally published at 69 FR 46478, Aug. 3, 
2004.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in electronic and paper format. Electronic 
records are stored in secure computerized databases. Paper records are 
stored in locked rooms and/or file cabinets.

Retrievability:
    These records may be retrieved by identifiers including, but not 
limited to, individual's name, social security number or employee 
number, and date of birth, or organizational code.

Safeguards:
    Access to records is limited to authorized BBG employees having an 
official use or need for the information. All records are stored within 
secure buildings with access granted only to individuals with 
appropriate identification. All paper records are maintained in locked 
offices and/or file cabinets during non-duty hours and are protected by 
office personnel when being used during duty hours. All users of 
personal information in connection with the performance of their jobs 
protect information from public view and from unauthorized personnel 
entering an unsupervised office.
    Technical security measures within the electronic time and 
attendance system include: Restrictions on computer access to 
authorized individuals; required use of strong, frequently changed 
passwords; use of encryption for certain data types and transfers; and 
regular review of security procedures and best practices to enhance 
security. Physical measures include restrictions on building access to 
authorized individuals and maintenance of records in lockable offices 
and filing cabinets. Only specifically authorized individuals may 
access the electronic time and attendance computer system, and unique 
User IDs and passwords are required.

Retention and Disposal:
    Agency time and attendance records are retained in accordance with 
the National Archives and Records Administration General Records 
Schedule 2.

System manager(s) and address:
    Payroll Manager, Office of the Chief Financial Officer and 
Director, Office of Human Resources, BBG--Broadcasting Board of 
Governors, International Broadcasting Bureau, 330 Independence Avenue 
SW., Washington, DC 20237.

Notification procedures:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, may make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave. SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and must 
contain the following information to enable their records to be located 
and identified:

[[Page 79819]]

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number or employee identification number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

Record access procedures:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide identification, such 
as a driver's license, employee identification card, or other 
appropriate identifying document. A notarized signature is required if 
the request is made by written correspondence. To request a record 
other than your own, you must have a signed and notarized statement 
from the individual to whom the record pertains granting you express 
permission to access their record.

Contesting record procedures:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear in 22 CFR part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous, or untimely.

Record source categories:
    The individual about whom the record is maintained, supervisors, 
timekeepers, and official personnel records.

Exemptions claimed for the system:
    None.
[FR Doc. 2015-32361 Filed 12-22-15; 8:45 am]
BILLING CODE 8610-01-P