81 FR 2244 - Privacy Act of 1974; Privacy Act System of Records

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

Federal Register Volume 81, Issue 10 (January 15, 2016)

Page Range		2244-2247
FR Document		2016-00689
Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), the National Aeronautics and Space Administration is issuing public notice of its proposal to modify two of its previously noticed system of records. This notice publishes updates to systems of records as set forth below under the caption SUPPLEMENTARY INFORMATION.
Federal Register, Volume 81 Issue 10 (Friday, January 15, 2016)
[Federal Register Volume 81, Number 10 (Friday, January 15, 2016)]
[Notices]
[Pages 2244-2247]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-00689]


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NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

[Notice (15-118)]


Privacy Act of 1974; Privacy Act System of Records

AGENCY: National Aeronautics and Space Administration (NASA).

ACTION: Notice of proposed revisions to existing Privacy Act systems of 
records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5 
U.S.C. 552a), the National Aeronautics and Space Administration is 
issuing public notice of its proposal to modify two of its previously 
noticed system of records. This notice publishes updates to systems of 
records as set forth below under the caption SUPPLEMENTARY INFORMATION.

DATES: Submit comments within 30 calendar days from the date of this 
publication. The changes will take effect at the end of that period, if 
no adverse comments are received.

ADDRESSES: Patti F. Stockman, Privacy Act Officer, Office of the Chief 
Information Officer, National Aeronautics and Space Administration 
Headquarters, Washington, DC 20546-0001, (202) 358-4787, [email protected].

FOR FURTHER INFORMATION CONTACT: NASA Privacy Act Officer, Patti F. 
Stockman, (202) 358-4787, [email protected].

SUPPLEMENTARY INFORMATION: Pursuant to the provisions of the Privacy 
Act of 1974, 5 U.S.C. 552a, and as part of its biennial System of 
Records review, NASA is making modifications to two human resource 
related systems of records including: Update of Locations and 
Categories of records; addition of Purpose statements; and elaboration 
of Safeguards sections. Changes for specific NASA systems of records 
are set forth below:
    NASA Personnel and Payroll Systems/NASA 10NPPS: Updating Locations 
of Records, adding a Purpose section and elaborating the Safeguards 
section to be more precise. Special Personnel Records/NASA 10SPER: 
Updating Locations and Categories of Records, adding a Purpose section 
and elaborating the Safeguards section to be more complete.

    Submitted by:
Renee P. Wynn,
NASA Chief Information Officer.
NASA 10NPPS

SYSTEM NAME: NASA Personnel and Payroll Systems.
SYSTEM LOCATION:
    Locations 9 and 18, as set forth in Appendix A; in the Federal 
Personnel and Payroll System of the Department of Interior Federal 
agency Human Resources Shared Service Center located at National 
Business Center, 7301 W. Mansfield, Denver, Co. 80235; and in the 
Office of Personnel Management's Electronic Official Personnel File 
located at the National Business Center 7301 W. Mansfield, Denver, Co. 
80235.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on present and former NASA 
employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The data contained in this system of records includes payroll, 
employee leave, insurance, labor and human resource distribution and 
overtime information.

PURPOSE(S):
    Records in this system are used to facilitate NASA administration 
of payroll functions and personnel decisions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    51 U.S.C. 20113(a); 44 U.S.C. 3101; 5 U.S.C. 5501 et seq.; 5 U.S.C. 
6301 et seq.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The following are 
routine uses: (1) To furnish to a third party a verification of an 
employee's status upon written request of the employee; (2) to 
facilitate the verification of employee contributions and insurance 
data with carriers and collection agents; (3) to report to the Office 
of Personnel Management (a) withholdings of premiums for life 
insurance, health benefits, and retirements, and (b) separated 
employees subject to retirement; (4) to furnish the U.S. Treasury 
magnetic tape reports and/or electronic files on net pay, net savings 
allotments and bond transmittal pertaining to each employee; (5) to 
provide the Internal Revenue Service with details of wages taxable 
under the Federal Insurance Contributions Act and to furnish a magnetic 
tape listing on Federal tax withholdings; (6) to furnish various 
financial institutions itemized listings of employee's pay and savings 
allotments transmitted to the institutions in accordance with employee 
requests; (7) to provide various Federal, State, and local taxing 
authorities itemized listings of withholdings for individual income 
taxes; (8) to respond to requests for State employment security 
agencies and the U.S. Department of Labor for employment, wage, and 
separation data on former employees for the purpose of determining 
eligibility for unemployment compensation; (9) to report to various 
Combined Federal Campaign offices total contributions withheld from 
employee wages; (10) to furnish leave balances and activity to the 
Office of Personnel Management upon request; (11) to furnish data to 
labor organizations in accordance with negotiated agreements; (12) to 
furnish pay data to the Department of State for certain NASA employees 
located outside the United States; (13) to furnish data to a consumer 
reporting agency or bureau, private collection contractor or

[[Page 2245]]

debt collection center in accordance with section 3711 of Title 31 of 
the United States Code; (14) to forward delinquent debts, and all 
relevant information related thereto, to the U.S. Department of 
Treasury, for collection; (15) to the Office of Child Support 
Enforcement (OCSE), Administration for Children and Families, 
Department of Health and Human Services (DHHS), National Directory of 
New Hires, part of the Federal Parent Locator Service and the Federal 
Tax Offset System, DHHS/OCSE No. 09-90-0074, for the purpose of 
locating individuals to establish paternity, establishing and modifying 
orders of child support, identifying sources of income, and for other 
child support enforcement actions as required by the Personal 
Responsibility and Work Opportunity Reconciliation act (Pub. L. 104-
193); (16) to consumer reporting agencies as required by the Fair 
Credit Reporting Act (15 U.S.C. 1681a(f)); (17) to private collection 
contractors as required by the Federal Claims Collection Act of 1966, 
as amended by the Debt Collection Improvement Act of 1966 (31 U.S.C. 
3701, et seq.); and (18) NASA standard routine uses as set forth in 
Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING,
RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in electronic format.

RETRIEVABILITY:
    Records are retrieved from the system by the individual's name, 
unique personal identification code and/or Social Security Number.

SAFEGUARDS:
    Electronic records are maintained on secure NASA servers and 
protected in accordance with all Federal standards. Additionally, NASA 
server and data management environments employ infrastructure 
encryption technologies both in data transmission and at rest on 
servers. Electronic messages sent within and outside of the Agency that 
convey sensitive data are encrypted and transmitted by staff via pre-
approved electronic encryption systems as required by NASA policy. 
Approved security plans are in place for information systems containing 
the records in accordance with FISMA and OMB Circular A-130, Management 
of Federal Information Resources. Only authorized personnel requiring 
information in the official discharge of their duties are authorized 
access to records through approved access or authentication methods. 
Access to electronic records is achieved only from workstations within 
the NASA Intranet or via a secure Virtual Private Network (VPN) 
connection that requires two-factor hardware token authentication or 
via employee PIV badge authentication from NASA-issued computers. The 
Department of Interior and Office of Personnel Management Federal 
agency servers in Denver are also compliant with the FISMA and OMB 
Circular A-130 security standards and requirements.

RETENTION AND DISPOSAL:
    Records are maintained and transferred to the National Personnel 
Records Center (NPRC) in accordance with NASA Records Retention 
Schedules, Schedule 3 Item 47. Records transferred to NPRC will be 
destroyed when 10 years old by NPRC.

SYSTEM MANAGERS AND ADDRESSES:
    Director, Financial Management Division, Office of the Chief 
Financial Officer, and Assistant Administrator for Human Capital 
Management, Office of Human Capital Management, Location 1.
    Subsystem Managers: Chief Financial Officers and Human Capital 
Officers, Locations 2 through 9, and 11, Director, Financial Management 
Division, and Director, Human Resources Division, Location 18. 
Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained from the cognizant system or subsystem 
manager listed above.

RECORD ACCESS PROCEDURE:
    Requests from individuals should be addressed to the same address 
as identified in the Notification section above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear at 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Individual on whom the record is maintained, personnel office(s), 
and the individual's supervisor.

EXEMPTIONS:
    None.
NASA 10SPER

SYSTEM NAME:
    Special Personnel Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Locations 1 through 9 inclusive, and locations 11 and 18 as set 
forth in Appendix A, and at the Department of Interior Federal Agency 
Human Resources Shared Service Center located at National Business 
Center 7301 W. Mansfield, Denver Co, 80235.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on candidates for and recipients 
of awards or NASA training; civilian and active duty military detailees 
to NASA; participants in enrollee programs; Faculty, Science, National 
Research Council and other Fellows, associates and guest workers 
including those at NASA Centers but not on NASA rolls; NASA contract 
and grant awardees and their associates having access to NASA premises 
and records; individuals with interest in NASA matters including 
Advisory Committee Members; NASA employees and family members, 
prospective employees and former employees; former and current 
participants in existing and future educational programs, including the 
Summer High School Apprenticeship Research Program (SHARP).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Special Program Files including: (1) Foreign National Scientist 
files; (2) Applications for, and issuance of, passports and visas 
together with other information for international government travel; 
(3) Award files; (4) Counseling files, Life and Health Insurance, 
Retirement, Upward Mobility, and Work Injury Counseling files; (5) 
Military and Civilian detailee files; (6) Personnel Development files 
such as nominations for and records of training or education, Upward 
Mobility Program files, Intern Program files, Apprentice files, and 
Enrollee Program files; (7) Special Employment files such as Federal 
Junior Fellowship Program files, Pathways Program files, Summer 
Employment files, Worker-Trainee Opportunity Program files, NASA 
Executive Position files, Expert and Consultant files, and Cooperative 
Education Program files; (8) Welfare to Work files; and (9) Supervisory 
Appraisals under Competitive Placement Plan. Correspondence and related 
information including: (1) Claims correspondence and records about 
insurance such as life, health, and travel; (2) Congressional and other 
Special Interest correspondence, including employment inquiries; (3) 
Correspondence and records concerning travel related to permanent 
change of address; (4) Debt complaint

[[Page 2246]]

correspondence; (5) Employment interview records; (6) Information 
related to outside employment and activities of NASA employees; (7) 
Placement follow-ups; (8) Preemployment inquiries and reference checks; 
(9) Preliminary records related to possible adverse actions; (10) 
Records related to reductions in force; (11) Records under 
administrative as well as negotiated grievance procedures; (12) 
Separation information including exit interview records, death 
certificates and other information concerning death, retirement 
records, and other information pertaining to separated employees; (13) 
Special planning analysis and administrative information; (14) 
Performance appraisal records; (15) Working papers for prospective or 
pending retirements.
    Special Records and Rosters including: (1) Locator files, (2) 
Ranking lists of employees; (3) Promotion candidate lists; (4) Retired 
military employee records; (5) Retiree records; (6) Follow-up records 
for educational programs, such as the SHARP and other existing or 
future programs. Agencywide and Center automated personnel information: 
Rosters, applications, recommendations, assignment information and 
evaluations of Faculty, Science, National Research Council and other 
Fellows, associates and guest workers including those at NASA Centers 
but not on NASA rolls; also, information about NASA contract and grant 
awardees and their associates having access to NASA premises and 
records.
    Information about members of advisory committees and similar 
organizations: All NASA-maintained information of the same types as, 
but not limited to, that information required in systems of records for 
which the Office of Personnel Management and other Federal personnel-
related agencies publish Government wide Privacy Act Notices in the 
Federal Register.

PURPOSE
    Records in this system enable NASA to manage Personnel records used 
to make personnel employment decisions and to facilitate decisions 
regarding employees' rights and benefits of employees, and other 
special personnel associated with NASA and listed in Categories of 
Individuals of this system notice.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    51 U.S.C. 20113(a); 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The following are 
routine uses: (1) Disclosures to organizations or individuals having 
contract, legal, administrative or cooperative relationships with NASA, 
including labor unions, academic organizations, governmental 
organizations, non-profit organizations, and contractors and to 
organizations or individuals seeking or having available a service or 
other benefit or advantage. The purpose of such disclosures is to 
satisfy a need or needs, further cooperative relationships, offer 
information, or respond to a request; (2) disclosures to Federal 
agencies developing statistical or data presentations having need of 
information about individuals in the records; (3) responses to other 
Federal agencies and other organizations having legal or administrative 
responsibilities related to programs and individuals in the records; 
and (4) NASA standard routine uses as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy documents and on 
electronic media.

RETRIEVABILITY:
    Records are retrieved from the system by any one or a combination 
of name, birth date, Social Security Number, or NASA unique 
identification number.

SAFEGUARDS:
    Electronic records are maintained on secure NASA servers and 
protected in accordance with all Federal standards and those 
established in NASA regulations at 14 CFR 1212.605. Additionally, NASA 
server and data management environments employ infrastructure 
encryption technologies both in data transmission and at rest on 
servers. Electronic messages sent within and outside of the Agency that 
convey sensitive data are encrypted and transmitted by staff via pre-
approved electronic encryption systems as required by NASA policy. 
Approved security plans are in place for information systems containing 
the records in accordance with the Federal Information Security 
Management Act of 2002 (FISMA) and OMB Circular A-130, Management of 
Federal Information Resources. Only authorized personnel requiring 
information in the official discharge of their duties are authorized 
access to records through approved access or authentication methods. 
Access to electronic records is achieved only from workstations within 
the NASA Intranet or via a secure Virtual Private Network (VPN) 
connection that requires two-factor hardware token authentication or 
via employee PIV badge authentication from NASA-issued computers. The 
Department of Interior Federal agency Human Resources Shared Service 
Center in Denver is also compliant with the FISMA and OMB Circular A-
130 security standards and requirements.
    Non-electronic records are secured in locked rooms or locked file 
cabinets. For information systems maintained by NASA partners, who 
collect, store and process records on behalf of NASA, NASA requires 
documentation and verification of commensurate safeguards in accordance 
with FISMA, NASA Procedural Requirements (NPR) 2810.1A, and NASA ITS-
HBK-2810.02-05.

RETENTION AND DISPOSAL:
    Records are maintained and dispositioned in accordance with NASA 
Records Retention Schedules (NRRS) 3, Item 19.

SYSTEM MANAGERS AND ADDRESSES:
    Associate Administrator for Human Capital Management, Location 1. 
Subsystem Managers: Director, Personnel Division, Office of Inspector 
General, and Chief, Elementary and Secondary Programs Branch, 
Educational Division, Location 1; Director of Personnel, Locations 1, 
3, 4, 6, and 8; Director of Human Resources, Location 2, 5, and 9; 
Director, Office of Human Resources, Location 7; Human Resources 
Officer, Location 11; Director, Human Resources Services Division, 
Location 18. Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Apply to the System or Subsystem Manager at the appropriate 
location above. In addition to personal identification (name, Social 
Security Number), indicate the specific type of record, the appropriate 
date or period of time, and the specific category of individual 
applying (e.g., employee, former employee, contractor employee).

RECORD ACCESS PROCEDURE:
    Same as Notification procedures above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations pertaining to access to records and for 
contesting contents and appealing initial

[[Page 2247]]

determinations by individual concerned are set forth in 14 CFR part 
1212.

RECORD SOURCE CATEGORIES:
    Individual on whom the record is maintained and Personnel 
Office(s).

EXEMPTIONS:
    None.
[FR Doc. 2016-00689 Filed 1-14-16; 8:45 am]
 BILLING CODE 7510-13-P
Document Created: 2018-02-02 12:32:15
Document Modified: 2018-02-02 12:32:15
Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice of proposed revisions to existing Privacy Act systems of records.
Dates		Submit comments within 30 calendar days from the date of this publication. The changes will take effect at the end of that period, if no adverse comments are received.
Contact		NASA Privacy Act Officer, Patti F. Stockman, (202) 358-4787, [email protected]
FR Citation		81 FR 2244