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EPA Telecommunication Detail Records

I. Data in the System

  1. Generally describe what data/information will be collected in the system.

    The system contains telephone numbers, duration of calls, and cost.

  2. What are the sources and types of the information in the system?

    The source of the information is the telecommunication carrier such as Verizon and/or Quest.

  3. How will the data be used by the Agency?

    The information will be used for telecommunication charge-back to the individual EPA offices.  Also, the Office of the Inspector requests information for case investigation.

  4. Why is the information being collected? (Purpose)

    The information is being collected to support the charge back mechanisms related to Working Capitial Fund billing.

II. Access to the Data

  1. Who will have access to the data/information in the system (internal and external parties)? If contractors, are the Federal Acquisition Regulations (FAR) clauses included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act Notification; and 52.224-2 Privacy Act)?

    The contractors preparing charge back reports and program office WCF staff.  The appropriate clauses are included in the contracts.

  2. What controls are in place to prevent the misuse of data by those having authorized access?

    Rules of conduct for contractors are included in the contract language.

  3. Do other systems share data or have access to data/information in this system? If yes, explain who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)

    No.

  4. Will other agencies, state or local governments share data/information or have access to data in this system? (Includes any entity external to EPA.)

    No.

  5. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)

    Individuals do not have the opportunity to decline or to consent to particular uses of the data.  The data is mandatory for EPA supplied telelcommunication services.

III. Attributes of the Data

  1. Explain how the use of the data is both relevant and necessary to the purpose for which the system is being designed.

    The data is necessary to establish correct billing for usage of telecommunications services.

  2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use? Explain.

    Data is not consolidated at a personal level.

  3. If processes are being consolidated, are the proper controls remaining in place to protect the data and prevent unauthorized access? Explain.

    Process are not being consolidated.

  4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain. (A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual.)

    Data is retrievable for phone number and as well as office billings codes.

  5. Is the Web privacy policy machine readable? Where is the policy stated? (Machine readable technology enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.)

    The web privacy policy is not applicable to telecommunication service records.

IV. Maintenance of Administrative Controls

  1. Has a record control schedule been issued for the records in the system? If so, provide the schedule number. What are the retention periods for records in this system? What are the procedures for eliminating the records at the end of the retention period? (You may check with the record liaison officer (RLO) for your AA-ship, Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Act Officer, to determine if there is a retention schedule for the subject records.)

    652.

  2. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

    The requirement for these determinations are based on the need to accurately charge customers under Working Capital Fund.

  3. Will this system provide the capability to identify, locate, and monitor individuals? If yes, explain.

    No.  The is strictly historical records, and does not provide the capablity to identify, locate, and monitor individuals.

  4. Does the system use any persistent tracking technologies?

    No, the system does not use a persistent tracking technology.

  5. Under which System of Records (SOR) notice does the system operate? Provide the name of the system and its SOR number if applicable. A list of Agency SORs are posted at http://www.epa.gov/privacy/notice/. (A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. The Privacy Act Officer will determine if a SOR is necessary for your system.)

    The system operates under SORN 32.

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