81 FR 76580 - Privacy Act; System of Records; Amendment of the EPA Personnel Emergency Contact Files, EPA-44

ENVIRONMENTAL PROTECTION AGENCY

Federal Register Volume 81, Issue 213 (November 3, 2016)

Pursuant to the provisions of the Privacy Act of 1974 the U.S. Environmental Protection Agency's (EPA) Office of Land and Emergency Management, Office of Emergency Management is giving notice that it proposes to amend the EPA Personnel Emergency Contact files system of records. The system is being amended to change (1) the system name to Mass Alert and Notification System (MANS); (2) the categories of individuals covered by the system; and (3) categories of records in the system. This system of records will contain information collected from EPA personnel, contractors, grantees, consultants, and other support staff, including volunteers, who have an active EPA identification badge or are in the process of obtaining an EPA identification badge, for the purposes of providing emergency alerts and notifications and conducting accountability activities in support of affected persons following an emergency. Records may also be used for mass alert and notification system tests, drills, and exercises.

[Federal Register Volume 81, Number 213 (Thursday, November 3, 2016)]
[Notices]
[Pages 76580-76582]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-26487]


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ENVIRONMENTAL PROTECTION AGENCY

[EPA-HQ-OEI-2016-0235; FRL-9954-87-OLEM]


Privacy Act; System of Records; Amendment of the EPA Personnel 
Emergency Contact Files, EPA-44

AGENCY: Environmental Protection Agency.

ACTION: Notice.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 the U.S. 
Environmental Protection Agency's (EPA) Office of Land and Emergency 
Management, Office of Emergency Management is giving notice that it 
proposes to amend the EPA Personnel Emergency Contact files system of 
records. The system is being amended to change (1) the system name to 
Mass Alert and Notification System (MANS); (2) the categories of 
individuals covered by the system; and (3) categories of records in the 
system. This system of records will contain information collected from 
EPA personnel, contractors, grantees, consultants, and other support 
staff, including volunteers, who have an active EPA identification 
badge or are in the process of obtaining an EPA identification badge, 
for the purposes of providing emergency alerts and notifications and 
conducting accountability activities in support of affected persons 
following an emergency. Records may also be used for mass alert and 
notification system tests, drills, and exercises.

DATES: Persons wishing to comment on this system of records notice must 
do so by December 13, 2016. If no comments are received, the system of 
records notice will become effective by December 13, 2016.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2016-0235, by one of the following methods:

[[Page 76581]]

     www.regulations.gov: Follow the online instructions for 
submitting comments.
     Email: [email protected].
     Fax: 202-566-1752.
     Mail: OEI Docket, Environmental Protection Agency, 
Mailcode: 2822T, 1200 Pennsylvania Ave. NW., Washington, DC 20460.
     Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room 
3334, 1301 Constitution Ave. NW., Washington, DC. Such deliveries are 
only accepted during the Docket's normal hours of operations, and 
special arrangements should be made for deliveries of boxed 
information.
    Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2016-0235. EPA's policy is that all comments received will be included 
in the public docket without change and may be made available online at 
www.regulations.gov, including any personal information provided, 
unless the comment includes information claimed to be Confidential 
Business Information (CBI) or other information for which disclosure is 
restricted by statute. Do not submit information that you consider to 
be CBI or otherwise protected through www.regulations.gov. The 
www.regulations.gov Web site is an ``anonymous access'' system, which 
means EPA will not know your identity or contact information unless you 
provide it in the body of your comment. If you send an email comment 
directly to EPA without going through 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. If you submit an electronic comment, EPA recommends that you 
include your name and other contact information in the body of your 
comment and with any disk or CD-ROM you submit. If EPA cannot read your 
comment due to technical difficulties and cannot contact you for 
clarification, EPA may not be able to consider your comment. 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 EPA's public docket visit the EPA Docket Center 
homepage at http://www.epa.gov/epahome/dockets.htm.
    Docket: All documents in the docket are listed in the 
www.regulations.govindex. Although listed in the index, some 
information is not publicly available, e.g., CBI 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 www.regulations.gov or in hard copy at the OEI 
Docket, EPA/DC, EPA West Building, Room 3334, 1301 Constitution Ave. 
NW., Washington. DC. The Public Reading Room is 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 OEI Docket is (202) 566-1752.

FOR FURTHER INFORMATION CONTACT: Joe Vescio, National Continuity of 
Operations Manager, at (202) 564-2522.

SUPPLEMENTARY INFORMATION:

I. General Information

    The U.S. Environmental Protection Agency (EPA) proposes to amend 
the EPA Personnel Emergency Contact Files system of records notice to 
more accurately reflect its scope and to address changes related to the 
expanded categories of individuals and records in the system. The EPA 
Personnel Emergency Contact Files system of records has been renamed 
Mass Alert and Notification System (MANS). This system of records 
contain personally identifiable information collected from EPA 
personnel, contractors, grantees, consultants, and other support staff, 
including volunteers, who have an active EPA identification badge or 
are in the process of obtaining an EPA identification badge, for the 
purposes of providing emergency alerts and notifications and conducting 
accountability of affected persons following an emergency. The privacy 
of the individual is affected by 1) rapidly and effectively 
disseminating emergency alerts and notifications, and 2) conducting 
personnel accountability activities following an emergency and having 
the ability to contact emergency personnel identified in case of an 
emergency pertaining to the employee. With this system of records 
modification, the MANS may also be used for mass alert and notification 
test, drill, and exercise evolutions.
    The EPA will pre-populate MANS with government-furnished contact 
information, including first name, last name, middle initial, office 
location, scope of the record subject's responsibilities, work email 
address, work telephone number, work mobile telephone number, work 
short message service (SMS) (texting), and work telephone typewriter, 
teletypewriter or text phone/Telecommunications Device for the Deaf 
(TTY/TDD). Records are from various communications mediums such as 
telephones, emails and SMS. With this system of records modification, 
record subjects will have the option to voluntarily and securely add 
their own personal contact information, and information for their 
emergency contact person including home address, personal email 
address(es), home telephone number(s) and personal mobile telephone 
number(s), short message service (SMS) (texting), telephone typewriter, 
teletypewriter or text phone/Telecommunications Device for the Deaf 
(TTY/TDD) by establishing a personal account on the MANS web-portal.
    Information maintained pursuant to this System of Records Notice 
(SORN) will be managed and maintained by the Office of Emergency 
Management in accordance with the Privacy Act. In order to protect the 
privacy of record subjects, only EPA personnel administering the MANS 
and contractor support staff (governed by the Privacy Act compliance 
terms in their contract) will have access to the MANS and government-
furnished source data. EPA MANS Administrators will be required to 
present log-in credentials (i.e., username and password) in order to 
access MANS; these individuals have the appropriate security clearances 
and a role-based need to access records in the system. Electronic data 
are stored on servers that are maintained in locked facilities with 
secure access control.

    Dated: October 12, 2016.
Ann Dunkin,
Chief Information Officer.
EPA-44

SYSTEM NAME
    Mass Alert and Notification System.

SYSTEM LOCATION
    Each Headquarters Office, 1200 Pennsylvania Ave. NW., Washington DC 
20460, WJC North Building, or Regional Office may maintain emergency 
contact records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM
    42 U.S.C. 5121 et seq.; Executive Order 12656 (Nov. 18, 1989); 
Federal Continuity Directive 1 (2012)

PURPOSE(S)
    To contact EPA personnel, contractors, grantees, consultants, and 
other support staff, including volunteers, who have an active EPA 
identification badge or are in the process of obtaining an EPA 
identification badge, for the purposes of providing emergency alerts 
and notifications and conducting accountability activities in support 
of affected persons following an

[[Page 76582]]

emergency, or, as a means to account for EPA employees, contractors, 
grantees, consultants, and any other support staff personnel following 
an emergency event. Records may also be used for mass alert and 
notification system test, drill, and exercise evolutions. This system 
will provide EPA with the ability to rapidly and effectively 
disseminate emergency alerts and notification information. In addition, 
it will provide the opportunity to identify emergency contacts in case 
of an incident that involves an employee.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM
    EPA personnel, contractors, grantees, consultants, and any other 
support staff personnel, including volunteers.

CATEGORIES OF RECORDS IN THE SYSTEM
    The EPA will pre-populate MANS with the following government-
furnished contact information: First name, last name, middle initial, 
office location, scope of the record subject's responsibilities, work 
email address, work telephone number and work mobile telephone number, 
work short message service (SMS) (texting) and work telephone 
typewriter, teletypewriter or text phone/Telecommunications Device for 
the Deaf (TTY/TDD). Records are from various communications mediums 
such as telephones, emails and SMS. Record subjects will also have the 
option to voluntarily and securely add their own personal contact 
information, and emergency contact(s), including home address, personal 
email address(es), home telephone number(s) and personal mobile 
telephone number(s), short message service (SMS) (texting), telephone 
typewriter, teletypewriter or text phone/Telecommunications Device for 
the Deaf (TTY/TDD) by establishing a personal account on the MANS web-
portal.

RECORD SOURCE CATEGORIES
    Records contained in this system of records are obtained from:
    Individuals about whom the records will pertain and existing EPA 
systems of records including the following:
    EPA-19 EPA Identification Card Record
    EPA-62 EPA Personnel Access and Security System (EPASS)
    EPA-1-R HRLOB
    EPA-32 EPA Telecommunication Detail Records

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES
    General routine uses A, E, F, G, H, K and L. apply to this system. 
Records may also be disclosed to Federal, State, local, foreign, 
tribal, or other public authorities or to federal contracting companies 
or individuals involved with an emergency (or related exercise) that 
may require EPA assistance.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM
STORAGE
    In an electronic database.

RETRIEVABILITY
    Information will be retrieved primarily by employee name. 
Information may also be retrieved by any collected data element.

SAFEGUARDS
    Records are maintained in a secure, password protected computer 
system. All records are maintained in secure, access-controlled areas 
or buildings.

RETENTION AND DISPOSAL
    Records stored in this system are subject to EPA's records schedule 
1012, Information Technology Management. Records are kept as long as 
the record subject is affiliated with EPA.

SYSTEM MANAGER(S) AND ADDRESS
    Director, Office of Emergency Management, Environmental Protection 
Agency, William Jefferson Clinton North Building, 1200 Pennsylvania 
Avenue NW., Mail Code 5104A, Washington, DC 20460. EPA coordinators in 
Regions and other offices may also be responsible for records.

RECORD ACCESS PROCEDURES
    Request for access must be made in accordance with the procedures 
described in EPA's Privacy Act regulations at 40 CFR part 16. 
Requesters will be required to provide adequate identification, such as 
a driver's license, employee identification card, or other identifying 
document. Additional identification procedures may be required in some 
instances.

CONTESTING RECORDS PROCEDURES
    Requests for correction or amendment must identify the record to be 
changed and the corrective action sought. EPA Privacy Act regulations 
are set out in 40 CFR part 16.

NOTIFICATION PROCEDURE
    Any individual who wants to know whether this system of records 
contains a record about him or her, who wants access to his or her 
record, or who wants to contest the contents of a record, should make a 
written request to the Agency Privacy Officer at [email protected] or 
by mail at EPA FOIA Office, Attn: Privacy Act Officer, MC 2822T, 1200 
Pennsylvania Avenue NW., Washington, DC 20460.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT
    None.

[FR Doc. 2016-26487 Filed 11-2-16; 8:45 am]
 BILLING CODE P