[excerpted from: Federal Register: February 18, 2014 (Volume79, Number 32)]
SYSTEM NAME: My Workplace
SYSTEM LOCATION: Environmental Protection Agency (EPA), Office of Environmental Information (OEI), 1200 Pennsylvania Ave. NW, Washington, DC 20460.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: EPA employees, contractors on the EPA network and invited stakeholders, including but not limited to grantees, contractors, other federal or state officials, and industry partners.
CATEGORIES OF RECORDS IN THE SYSTEM: For EPA employees this includes, but
is not limited to, user name, common name or nickname, email address, organization, supervisor name, subordinates, office telephone, telework telephone, government cell phone number, fax number, personal cell phone, home phone, blackberry PIN, building location, office location, mail code, mailing address, courier address, home address, employee’s title or position classification, other position title, professional affiliation, clearances, skills, disciplines with experience and knowledge, current and past projects and work activities, membership in inter-Agency or intra-agency formal workgroups or informal communities of practice, membership in professional associations, education, certifications, publications, detail status and photograph. Additionally, users of Lync may have status information, personalized messages and photographs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 301, 40 U.S.C. 11315, 44 U.S.C. 3506.
PURPOSE(S): To enhance and improve efficiencies in the dissemination and exchange of information within the EPA and allow colleagues to more easily connect with each other.
ROUTINE USES OF RECORDS MAINTAINED IN THESYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: EPA’s General Routine Uses: A, C, D,
E, F, G, H, J, K, L apply to this system. Please refer to http://www.epa.gov/privacy/notice/general.htmfor a full explanation of these routine uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE: Computer records are stored on a secure server and accessed over the Web via encryption software. Paper records, when created, are kept in file folders and cabinets in secure rooms. When individuals download information, it is stored on encrypted, password secured Agency computers. All records will have appropriate administrative, technical and physical safeguards to ensure their security and confidentiality.
RETRIEVABILITY: Information is retrievable by name of the user; organizational information is retrievable by organization name.
SAFEGUARDS: Records in the system are protected from unauthorized access and misuse through various administrative, technical and physical security measures. Technical security measures within EPA include restrictions on computer access to authorized individuals, required use of strong passwords that are frequently changed, use of encryption for certain data types and transfers, and regular review of security procedures and best practices to enhance security. Physical measures include restrictions on building access to authorized individuals, only, and by maintaining records in lockable offices and filing cabinets.
RETENTION AND DISPOSAL: The records will be managed in accordance with EPA retention schedule 129, Item b.
SYSTEM MANAGER(S) AND ADDRESS: Lin Darlington, Office of Environmental Information, 1200 Pennsylvania Ave. NW, Washington, DC 20460.
NOTIFICATION PROCEDURES: Requests to determine whether this system of records contains a record pertaining to you must be sent to the Agency’s Freedom of Information Office. The address is U.S. Environmental Protection Agency; 1200 Pennsylvania Ave. NW., Room 6416, WJC West, Washington, DC 20460; (202) 566–1667; Email: (email@example.com); Attn: Privacy Act Officer.
RECORD ACCESS PROCEDURE: Individuals seeking access to their own personal information in this system of records are required to provide adequate identification (e.g., driver’s license, military identification card, employee badge or identification card and, if necessary, proof of authority). Additional identity verification procedures may be required as warranted. Requests must meet the requirements of EPA regulations at 40 CFR part 16.
CONTESTING RECORDS PROCEDURE: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Requests must be submitted to the Agency contact indicated on the initial document for which the related contested record was submitted.
RECORD SOURCE CATEGORIES: The sources for information in the system are the individuals about whom the records are maintained and other EPA information systems.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONSOF THE ACT: None.