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Privacy Act System of Records: Confidential Business Information Tracking System, EPA-20

[excerpted from: Federal Register: April 7, 2009 (Volume 74, Number 65)]

System Name: Confidential Business Information Tracking System.

System Location: Office of Pollution Prevention and Toxics, Information Management Division, Environmental Protection Agency, EPA East Building, 1200 Pennsylvania Avenue NW., Washington, DC 20460.

Categories of Individuals Covered by the System: EPA and other Federal agency employees and Office of Pollution Prevention and Toxics contractor employees who are or have ever been authorized for access to Toxic Substances Control Act Confidential Business Information (TSCA CBI).

Categories of Records in the System: The system contains basic identification information such as name, EPA identification card number, date and place of birth, office of contractor for which the individual works and telephone number. In addition, the system contains information pertinent to TSCA CBI access such as security briefing date, date added to system, date deleted from system and type of access authorized. The system no longer collects SSNs but maintains those previously collected.

Authority for Maintenance of the System (includes any revisions or amendments): Toxic Substances Control Act, 15 U.S.C. 2601 et seq.

Purpose(s): To maintain a record of those persons cleared for access to TSCA CBI and to maintain the security of TSCA CBI.

Routine Uses of Records Maintained in the System, Including Categories of Users, and the Purposes of Such Uses: General routine uses A, B, C, D, E, F, G, H, K, and L apply to this system. Records may also be disclosed:

  1. To other Federal agencies when they possess TSCA CBI and need to verify clearance of EPA.

Policies and Practices For Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

  • Storage: Current records are maintained in a computer database. Some older records are maintained in hard copy files.

  • Retrievability: From the computer database by addressing any type of data contained in the database, including name. From alphabetized hard copy files by name.

  • Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in safes. All records are maintained in secure, access-controlled areas or buildings.

  • Retention and Disposal: Information in this system is maintained and updated for so long as individuals identified in the system are authorized for access to TSCA CBI. EPA Records Schedule 624, Title: Confidential Business Information Access, NARA Disposal Authority: N1-412-03-20

System Manager(s) and Address: Director, Information Management Division, Office of Pollution Prevention and Toxics, Environmental Protection Agency, EPA East Building, 1200 Pennsylvania Avenue NW., Washington, DC 20460.

Notification Procedures: Any individual who wants to know whether this system of record 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 Freedom of Information Office, ATTENTION: Privacy Act Officer.

Access Procedure: 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 Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out in 40 CFR Part 16.

Record Source Categories: Record subjects provide identification information. EPA personnel add information about dates and type of access authorized.

System exempted from certain provisions of the Privacy Act: None.

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