88 FR 118 pgs. 40270-40272 - Privacy Act of 1974; System of Records
Type: NOTICEVolume: 88Number: 118Pages: 40270 - 40272
Pages: 40270, 40271, 40272FR document: [FR Doc. 2023-13090 Filed 6-20-23; 8:45 am]
Agency: Federal Reserve System
Official PDF Version: PDF Version
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FEDERAL RESERVE SYSTEM
Privacy Act of 1974; System of Records
AGENCY:
Board of Governors of the Federal Reserve System.
ACTION:
Notice of a modified system of records.
SUMMARY:
Pursuant to the provisions of the Privacy Act of 1974, notice is given that the Board of Governors of the Federal Reserve System (Board) proposes to modify an existing system of records, entitled BGFRS-9, "FRB-Supplier Files." BGFRS-9 includes the supplier information form, W-9 tax identification document, and any other information pertaining to a supplier's status.
DATES:
Comments must be received on or before July 21, 2023. This new system of records will become effective July 21, 2023, without further notice, unless comments dictate otherwise.
The Office of Management and Budget (OMB), which has oversight responsibility under the Privacy Act, requires a 30-day period prior to publication in the Federal Register in which to review the system and to provide any comments to the agency. The public is then given a 30-day period in which to comment, in accordance with 5 U.S.C. 552a(e)(4) and (11).
ADDRESSES:
You may submit comments, identified by BGFRS-9 "FRB-Supplier Files," by any of the following methods:
• Agency Website: https://www.federalreserve.gov. Follow the instructions for submitting comments at https://www.federalreserve.gov/apps/foia/proposedregs.aspx.
• Email: regs.comments@federalreserve.gov. Include SORN name and number in the subject line of the message.
• Fax: (202) 452-3819 or (202) 452-3102.
• Mail: Ann E. Misback, Secretary, Board of Governors of the Federal Reserve System, 20th Street and Constitution Avenue NW, Washington, DC 20551.
In general, all public comments will be made available on the Board's website at www.federalreserve.gov/generalinfo/foia/ProposedRegs.cfm as submitted, and will not be modified to remove confidential, contact or any identifiable information. Public comments may also be viewed electronically or in paper in Room M-4365A, 2001 C St. NW Washington, DC 20551, between 9:00 a.m. and 5:00 p.m. during Federal business weekdays.
FOR FURTHER INFORMATION CONTACT:
David B. Husband, Senior Counsel, (202) 530-6270, or david.b.husband@frb.gov; Legal Division, Board of Governors of the Federal Reserve System, 20th Street and Constitution Avenue NW, Washington, DC 20551. For users of telephone systems via text telephone (TTY) or any TTY-based Telecommunications Relay Services, please call 711 from any telephone, anywhere in the United States.
SUPPLEMENTARY INFORMATION:
The Board is replacing its enterprise business system (EBS) and is making minor modifications to the system. The Board is modifying the records source categories section to reflect that the new system will no longer store information related to travel expenses and updating the category of records section to explicitly include wire bank information. The Board is also updating the records retention section to reflect that the records can be destroyed six years after final payment or cancellation, but longer retention is authorized if required for business use. Finally, the Board is also making minor updates to the system manager and system location as well as the storage and retrieval of records sections. The Board is also updating the "Routine Uses" section to incorporate a link to the Board's general routine uses. The Board is not amending or establishing any new routine uses.
The Board is also making technical changes to BGFRS-9 consistent with the template laid out in OMB Circular No. A-108. Accordingly, the Board has made technical corrections and non-substantive revisions to the following categories: "Policies and Practices for Storage of Records," "Policies and Practices for Retrieval of Records," "Policies and Practices for Retention and Disposal of Records," "Administrative, Technical and Physical Safeguards," "Record Access Procedures," "Contesting Record Procedures," and "Notification Procedures." The Board has also added new fields for "Security Classification" and "History."
SYSTEM NAME AND NUMBER:
BGFRS-9 "FRB-Supplier Files".
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
[top] Board of Governors of the Federal Reserve System, 20th Street and Constitution Avenue NW, Washington, DC 20551. Some data will be hosted by third-party vendors, in government clouds managed by Workday and Coupa, located at 6110, Stoneridge Mall Road, Pleasanton, CA 94588 and 1855 S
SYSTEM MANAGER(S):
Stefani Nick, Manager Procurement Policy and Compliance, Division of Financial Management, Board of Governors of the Federal Reserve System, 20th Street and Constitution Avenue NW, Washington, DC 20551, 202-452-2509 or stefani.m.nick@frb.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 10 and 11 of the Federal Reserve Act (12 U.S.C. 244 and 248), and Executive Order 9397.
PURPOSE(S) OF THE SYSTEM:
These records are collected and maintained to assist the Board in tracking and paying suppliers and completing reports for the Internal Revenue Service.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who supply contracted goods and/or services to the Board, speakers, applicants, or other individuals to whom the Board provides reimbursement for fees, travel or other expenses (collectively referred to as "suppliers").
CATEGORIES OF RECORDS IN THE SYSTEM:
Supplier Information Form, W-9 Tax Identification Document, and any other information pertaining to the supplier's status. The Supplier Information Form contains the following information: individual's name, social security number or taxpayer identification number, address, telephone/fax numbers, email address, contact name/telephone number, supplier classification (such as vendor, speaker, or applicant), and EFT or wire bank information.
RECORD SOURCE CATEGORIES:
Information is provided by the individual to whom the record pertains and information from contract documents.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:
General routine uses A, C, D, G, I, and J, apply to this system. These general routine uses are located at https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf and are published in the Federal Register at 83 FR 43872 at 43873-74 (August 28, 2018). Records may also be used to disclose information to the Internal Revenue Service to report payments that may be considered income to the suppliers.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper records in this system are stored in locked file cabinets with access limited to staff with a need to know. Electronic records are stored on a secure server with access limited to staff with a need to know.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Paper records can be retrieved by a supplier's name. Electronic records can be retrieved by name, social security number, taxpayer identification number, purchase order number, or other identifier.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Destroy six years after final payment or cancellation, but longer retention is authorized if required for business use. The final payment of cancellation is based on the final payment of the contract, and not each individual payment to the vendor.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records are secured by lock and key and electronic files are stored on secure servers. The system has the ability to track individual user actions within the system. The audit and accountability controls are based on NIST and Board standards which, in turn, are based on applicable laws and regulations. The controls assist in detecting security violations and performance or other issues in the system. Access to the system is restricted to authorized users within the Board who require access for official business purposes. Users are classified into different roles and common access and usage rights are established for each role. User roles are used to delineate between the different types of access requirements such that users are restricted to data that is required in the performance of their duties. Periodic assessments and reviews are conducted to determine whether users still require access, have the appropriate role, and whether there have been any unauthorized changes.
RECORD ACCESS PROCEDURES:
The Privacy Act allows individuals the right to access records maintained about them in a Board system of records. Your request for access must: (1) contain a statement that the request is made pursuant to the Privacy Act of 1974; (2) provide either the name of the Board system of records expected to contain the record requested or a concise description of the system of records; (3) provide the information necessary to verify your identity; and (4) provide any other information that may assist in the rapid identification of the record you seek.
The Board handles all Privacy Act requests as both a Privacy Act request and as a Freedom of Information Act request. The Board does not charge fees to a requestor seeking to access or amend his/her Privacy Act records.
You may submit your Privacy Act request to the-Secretary of the Board, Board of Governors of the Federal Reserve System, 20th Street and Constitution Avenue NW, Washington, DC 20551.
You may also submit your Privacy Act request electronically by filling out the required information at: https://foia.federalreserve.gov/.
CONTESTING RECORD PROCEDURES:
The Privacy Act allows individuals to seek amendment of information that is erroneous, irrelevant, untimely, or incomplete and is maintained in a system of records that pertains to them. To request an amendment to your record, you should clearly mark the request as a "Privacy Act Amendment Request." You have the burden of proof for demonstrating the appropriateness of the requested amendment and you must provide relevant and convincing evidence in support of your request.
Your request for amendment must: (1) provide the name of the specific Board system of records containing the record you seek to amend; (2) identify the specific portion of the record you seek to amend; (3) describe the nature of and reasons for each requested amendment; (4) explain why you believe the record is not accurate, relevant, timely, or complete; and (5) unless you have already done so in a related Privacy Act request for access or amendment, provide the necessary information to verify your identity.
NOTIFICATION PROCEDURES:
Same as "Access procedures" above. You may also follow this procedure in order to request an accounting of previous disclosures of records pertaining to you as provided for by 5 U.S.C. 552a(c).
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
[top] This SORN was previously published in the Federal Register at 73 FR 24984 at 24994-995 (May 6, 2008). The SORN was also amended to incorporate two
Board of Governors of the Federal Reserve System.
Michele Taylor Fennell,
Deputy Associate Secretary of the Board.
[FR Doc. 2023-13090 Filed 6-20-23; 8:45 am]
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