83 FR 63643 - Privacy Act of 1974; System of Records

FEDERAL RETIREMENT THRIFT INVESTMENT BOARD

Federal Register Volume 83, Issue 237 (December 11, 2018)

Pursuant to the Privacy Act of 1974, 5 U.S.C. 552a, the Federal Retirement Thrift Investment Board (FRTIB) is proposing to establish a new system of records. Records contained in this system will be used to educate participants about various aspects of the TSP.

[Federal Register Volume 83, Number 237 (Tuesday, December 11, 2018)]
[Notices]
[Pages 63643-63645]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-26697]


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FEDERAL RETIREMENT THRIFT INVESTMENT BOARD


Privacy Act of 1974; System of Records

AGENCY: Federal Retirement Thrift Investment Board (FRTIB).

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, 5 U.S.C. 552a, the 
Federal Retirement Thrift Investment Board (FRTIB) is proposing to 
establish a new system of records. Records contained in this system 
will be used to educate participants about various aspects of the TSP.

DATES: This system will become effective upon its publication in 
today's Federal Register, with the exception of the routine uses, which 
are effective January 10, 2019. FRTIB invites written comments on the 
routine uses or other aspects of this system of records. Submit any 
comments by January 10, 2019.

ADDRESSES: You may submit written comments to FRTIB by any one of the 
following methods:
     Federal eRulemaking Portal: http://www.regulations.gov. 
Follow the website instructions for submitting comments.
     Fax: (202) 942-1676.
     Mail or Hand Delivery: Office of General Counsel, Federal 
Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, 
Washington, DC 20002.

FOR FURTHER INFORMATION CONTACT: Marla Greenberg, Chief Privacy 
Officer, Federal Retirement Thrift Investment Board, Office of General 
Counsel, 77 K Street NE, Suite 1000, Washington, DC 20002, (202) 942-
1600. For access to any of the FRTIB's systems of records, contact 
Amanda Haas, FOIA Officer, Office of General Counsel, at the above 
address and phone number.

SUPPLEMENTARY INFORMATION: FRTIB is proposing to establish a new system 
of records entitled, ``FRTIB-20, Communications, Education, and 
Outreach Materials.'' The proposed system of records is necessary to 
assist FRTIB's Office of Communications and Education in effectively 
educating and communicating with Thrift Savings Plan (TSP) participants 
and other individuals.
    Files maintained as part of FRTIB-20 include: Information about TSP 
participants and other individuals who receive educational messages 
from FRTIB or who have otherwise corresponded with FRTIB, including 
names, personal and business phone numbers, mailing addresses, email 
addresses, and social media handles; aggregated data and FRTIB analysis 
of participant behavior; incoming feedback and other correspondence; 
FRTIB's response; the FRTIB responder's name and business information; 
additional unsolicited personal information provided by individuals; 
video recordings of volunteer participants; and related materials. 
FRTIB is proposing to add sixteen routine uses to apply to FRTIB-20.

Megan Grumbine,
General Counsel and Senior Agency Official for Privacy.
SYSTEM NAME AND NUMBER
    FRTIB-20, Communications, Education, and Outreach Materials.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are located at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at additional locations for Business Continuity 
purposes.

SYSTEM MANAGER:
    Director, Office of Communications and Education, Federal 
Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, 
Washington, DC 20002, or by phone by calling (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474.

PURPOSE OF THE SYSTEM:
    The purpose of the system is to educate TSP participants and other 
individuals about the TSP; to track and analyze aggregated activity to 
determine the effectiveness of targeted outreach campaigns; and to 
solicit feedback regarding FRTIB education and outreach efforts.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    TSP participants; individuals interested in TSP updates or 
educational events; and individuals who wish to provide feedback on TSP 
outreach efforts, including targeted mailings, email campaigns, 
educational events, social media accounts, and focus groups.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include, but are not limited to records 
received, created, or compiled through FRTIB social media accounts, 
educational outreach efforts, educational events, requests for 
feedback, and other communications. The type of information in the 
records may include the names and contact information of the data 
subject, including mailing addresses, email addresses, phone numbers, 
and social media handles, of TSP participants or other individuals 
interested in the TSP; aggregated participant activity data, and FRTIB 
analysis of participant behavior following targeted communications from 
FRTIB; feedback on FRTIB communications; FRTIB's response; the name and 
business information of FRTIB employees; additional unsolicited 
personal information provided by individuals; and video or audio 
recordings of participants and others who voluntarily participate in 
FRTIB's educational campaigns or events.

RECORD SOURCE CATEGORIES:
    Information in this system is obtained from TSP participant 
accounts; individuals who sign up to receive email or SMS/text message 
updates and educational materials from FRTIB; and individuals who 
interact with the FRTIB through various social media sites or as a 
result of other educational outreach efforts.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 
552a(b); and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Breach Mitigation and Notification: Response to Breach of FRTIB 
Records: A record from this system of records may

[[Page 63644]]

be disclosed to appropriate agencies, entities, and persons when (1) 
FRTIB suspects or has confirmed that there has been a breach of the 
system of records; (2) FRTIB has determined that as a result of the 
suspected or confirmed breach there is a risk of harm to individuals, 
FRTIB (including its information systems, programs, and operations), 
the Federal Government, or national security; and (3) the disclosure 
made to such agencies, entities, and persons is reasonably necessary to 
assist in connection with FRTIB's efforts to respond to the suspected 
or confirmed breach or to prevent, minimize, or remedy such harm.
    3. Routine Use--Response to Breach of Other Records: A record from 
this system of records may be disclosed to another Federal agency or 
Federal entity, when FRTIB determines that information from this system 
of records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.
    4. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    5. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    6. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    7. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    8. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    9. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    10. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    11. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (2) any employee of FRTIB in his or her official 
capacity, or (3) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(4) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    12. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    13. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    14. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    15. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    16. A record from this system may be shared with other Federal 
agencies to register and notify individuals regarding TSP-related 
educational events.

[[Page 63645]]

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases and cloud-based services, all of which are securely 
stored.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by name, account number, email address, phone 
number, social media handle, demographics, or other unique identifier 
of the individual about whom they are maintained.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are maintained in accordance with General Records 
Schedules 6.4 (Public Affairs Records) and 6.5 (Public Customer Service 
Records) issued by the National Archives and Records Administration 
(NARA).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.

RECORD ACCESS PROCEDURES:
    Individuals seeking to access records within this system must 
submit a request pursuant to 5 CFR part 1630. Attorneys or other 
persons acting on behalf of an individual must provide written 
authorization from that individual, such as a Power of Attorney, in 
order for the representative to act on their behalf.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

[FR Doc. 2018-26697 Filed 12-10-18; 8:45 am]
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