ML24134A102
| ML24134A102 | |
| Person / Time | |
|---|---|
| Issue date: | 06/05/2024 |
| From: | Andrea Torres NRC/OCIO/CISD |
| To: | |
| Debnam C | |
| References | |
| Download: ML24134A102 (1) | |
Text
U.S. Nuclear Regulatory Commission
Privacy Threshold Analysis Web Advisory Committee Tracking System (WebACTS)
Business Application Support System (BASS)
Office of the Chief Information Officer (OCIO
Version 1.0 5/02/2024
Template Version 2.1 (03/2024)-ML091970114 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024 Document Revision History
Date Version PTA Name/Description Author 5/02/2024 1.0 Initial Release Andrea Torres
Document Review History
Date Reviewed Comments Reviewed By MM/DD/YYYY Annual Review Certification-no updates needed<Insert Reviewer Name>
Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024 Table of Contents
1 Description 1
2 Characterization of the Information 2
3 Records and Information Management-Retention and Disposal 4
4 Privacy Act Determination 9 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
System/Project Name: Web Advisory Committee Tracking System (WebACTS)
Data Storage Location (i.e., Database Server, SharePoint, Cloud, Other Government Agency, Power Platform) Database
Date Submitted for review/approval: 5/2/2024 1 Description
1.1 Provide the description of the system/subsystem, technology (i.e., Microsoft Products), program, or other data collections (hereinafter referred to as project).
Explain the reason the project is being created.
The Web Advisory Committee Tracking System (WebACTS) is an automated information management system which supports the daily functions of the administrative and technical staff within the Office of the Advisory Committee on Reactor Safeguards (ACRS). These functions include the management of the technical work for the ACRS technical branch. This includes the Committee's technical letter reports to the Commission, as well as the management of administrative business functions of the ACRSincluding travel, training, contracts, budget appropriations, conference room scheduling, meeting schedules and expenditures. WebACTS contains no classified information.
Please indicate if your project/system will involve the following:
PowerApps Server/Database Design Dashboard Public Website SharePoint Internal Website Other
1.2 Does this privacy threshold analysis (PTA) support a proposed new project, proposed modification to an existing project, or other situation? Mark appropriate response in table below.
Status Options New system/project ti WebACTS old PIA 1 Annua Converted to a PTA Other (explai
PTA Template (03/2024)-ML091970114 1 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
1.3 Points of
Contact:
Project System Executive Manager Owner/Data ISSM Sponsor Owner/Steward Name Andrea Torres Gwen Hayden Consuella Alesha Bellinger Debnam Office/Division ACRS/PMDA OCIO OCIO ACRS/PMDA
/Branch Telephone 301-415-1738 301-287-0761 301-287-0834 301-415-0596 2 Characterization of the Information Does this project collect, process, or retain information on: (Check all that apply)
Category of individual NRC Federal employees Other Federal employees Contractors working on behalf of NRC Members of the Public (non-licensee workers, applicants before they are licenses etc.)
Project/system does not collect any personally identifiable information Other Special Government Employees (SGEs)
2.1 Please list the data fields/information being collected in the system.
Name of the individual
2.2 Is the project/system collecting information about an individual? If yes, provide a description of the information being collected.
No
2.3 Does this project use or collect Social Security Numbers (SSNs)? (This includes truncated SSNs, such as the last four.)
No
2.4 Describe how the data is collected for the project. (i.e., NRC Form, survey, questionnaire, existing NRC files/ databases, response to a background check).
Collected through personal and work email.
PTA Template (03/2024)-ML091970114 2 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
2.5 If using a form (paper or web) to collect the information, provide the form number, title and/or a link.
N/A
2.6 If the project/system shares information with any other NRC systems, identify the system, what information is being shared and the method of sharing.
N/A
2.7 If the project/system connects, receives, or shares information with any external non-NRC partners or systems, identify what is being shared.
N/A
Identify what agreements are in place with the external non-NRC partners or systems in the table below.
Agreement Type Contract Provide Contract Number:
License Provide License Information:
Memorandum of Understanding Provide ADAMS ML number for MOU:
Other None
2.8 Describe how the data is accessed (NRC network/remotely) and the access control mechanisms that prevent misuse.
The data is accessed via a URL with limited access for selected users, which is limited to ACRS staff, ACRS Committee Members, and OCIO.
2.9 Define the FISMA boundary this project/system is part of.
BASS
2.10 Is there an Authority to Operate (ATO) associated with this project/system?
Authorization Status Unknown No If no, please note that the authorization status must be reported to the Chief Information Security Officer (CISO) and Computer Security Organization (CSOs) Point of Contact (POC) via e-mail quarterly to ensure the authorization remains on track.
PTA Template (03/2024)-ML091970114 3 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
Authorization Status In Progress provide the estimated date to receive an ATO.
Estimated date: <insert appropriate response>
Yes
Indicate the data impact levels (Low, Moderate, High, Undefined) approved by the Chief Information Security Officer (CISO)
Confidentiality-TBD Integrity TBD Availability-TBD
2.11 Provide the NRC system Enterprise Architecture (EA)/Inventory number. If unknown, contact EA Service Desk to get the EA/Inventory number.
Last reported as 20080003 ( October 16, 2020) 3 Records and Information Management-Retention and Disposal
The National Archives and Records Administration (NARA), in collaboration with federal agencies, approves whether records are Temporary (eligible at some point for destruction/deletion because they no longer have business value) or Permanent (eligible at some point to be transferred to the National Archives because of historical or evidential significance). Records/data and information with historical value, identified as having a permanent disposition, are transferred to the National Archives of the United States at the end of their retention period. All other records identified as having a temporary disposition are destroyed at the end of their retention period in accordance with the NARA Records Schedule or the General Records Schedule.
These determinations are made through records retention schedules and NARA statutes (44 United States Code (U.S.C.), 36 Code of Federation Regulations (CFR)). Under 36 CFR, agencies are required to establish procedures for addressing Records and Information Management (RIM) requirements. This includes strategies for establishing and managing recordkeeping requirements and disposition instructions before approving new electronic information systems or enhancements to existing systems.
The following questions are intended to determine whether the records/data and information in the system have approved records retention schedules and disposition instructions, whether the system incorporates RIM strategies including support for NARAs Universal Electronic Records Management (ERM) requirements, and if a mitigation strategy is needed to ensure compliance.
If the project/system:
- Does not have an approved records retention schedule and/or
- Does not have an automated RIM functionality
- Involves a cloud solution
PTA Template (03/2024)-ML091970114 4 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
- And/or if there are additional questions regarding Records and Information Management
- Retention and Disposal, please contact the NRC Records staff at ITIMPolicy.Resource@nrc.gov for further guidance.
If the project/system has a record retention schedule or an automated RIM functionality, please complete the questions below.
3.1 Does this project map to an applicable retention schedule in NRCs Comprehensive Records Disposition Schedule (NUREG-0910), or NARAs General Records Schedules?
NUREG-0910, NRC Comprehensive Records Disposition Schedule NARAs General Records Schedules Unscheduled
3.2 If so, cite the schedule number, approved disposition, and describe how this is accomplished.
System Name (include sub-systems, platforms, or WebACTS other locations where the same data resides)
Records Retention Schedule Number(s) See table below
Approved Disposition Instructions See table below
Is there a current automated functionality or a manual TBD process to support RIM requirements? This includes the ability to apply records retention and disposition policies in the system(s) to support records accessibility, reliability, integrity, and disposition.
Disposition of Temporary Records TBD
Will the records/data or a composite be automatically or manually deleted once they reach their approved retention?
Disposition of Permanent Records TBD
Will the records be exported to an approved format and transferred to the National Archives based on approved retention and disposition instructions?
If so, what formats will be used?
NRC Transfer Guidance (Information and Records Management Guideline -
IRMG)
PTA Template (03/2024)-ML091970114 5 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
The table below was extracted from the old PIA at ML20295A411.
Record Type Citation Disposition Disposition Instructions Travel authorization GRS 1.1 item 010 - Temporary Destroy 6 years after final Financial transaction payment or cancellation, but records related to longer retention is authorized procuring goods and if required for business use services, paying bills, collecting debts, and accounting. Official record held in the office of record GRS 1.1 item 011 - Temporary Destroy when business use Financial transaction ceases records related to procuring goods and services, paying bills, collecting debts, and accounting.
All other copies (for administrative or reference purposes);
includes ACRS working copies; copies put into IPP and SharePoint; copies filed in cabinets ACRS Committee GRS 6.2 item 040 - Temporary Destroy when 6 years old.
Accountability Committee Longer retention is authorized Records Accountability if required for business use.
Records Includes: Contracts, Note 1: Verify if GRS 1.3 item 050 - Budget Procurement, Administration Records Bankcard Purchases, applies to these records.
Budget and Expenditures for a Note 2: Contracts and Fiscal Year. Bankcard Purchases can also be scheduled under GRS 1.1 - Financial Management Records
Note 3: Invoice processing records may be through the government-wide IPP, Invoice Processing Platform
PTA Template (03/2024)-ML091970114 6 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
Record Type Citation Disposition Disposition Instructions ACRS Training GRS 2.6 item 010 - Temporary Destroy when 3 years old, or 3 Management Non-mission years after superseded or (External training employee training obsolete, whichever is information for staff program records appropriate, but longer including training retention is authorized if cost) required for business use.
Note: If the training is considered Mission-critical, then those records are Unscheduled and are to be retained as Permanent until an agency-specific schedule is approved.
ACRS Mission-Unscheduled Permanent Note: If the training is Critical Training considered Mission-critical, then those records are Unscheduled and are to be retained as Permanent until an agency-specific schedule is approved.
Additional information/data/records kept in this system may need to be scheduled; therefore, NRC records personnel will need to work with staff to develop a records retention and disposition schedule for records created or maintained. Until the approval of such schedule, these records and information are Permanent.
Their willful disposal or concealment (and related offenses) is punishable by fine or imprisonment, according to 18 U.S.C.,
Chapter 101, and Section 2071. Implementation of retention schedules is mandatory under 44 U.S.
3303a (d), and although this does not prevent further development of the
PTA Template (03/2024)-ML091970114 7 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024
Record Type Citation Disposition Disposition Instructions project, retention functionality or a manual process must be incorporated to meet this requirement.
ACRS GRS 6.2 item 060 - Temporary Destroy when 3 years old, Management Committee 3 years after submission of Controls (records Management Records report, or 3 years after created superseded or obsolete, as and/or maintained to appropriated. Longer the overall retention is authorized if management of required for business use.
committees)
Note: Information in Section 3, Records and Information Management-Retention and Disposal, does not need to be fully resolved for final approval of the privacy impact assessment.
STOP HERE - The remaining page will be completed by the Privacy Officer
PTA Template (03/2024)-ML091970114 8 Web Advisory Committee Tracking System (WebACTS) Version 1.0 Privacy Threshold Analysis 5/02/2024 PTA Template (03/2024)-ML091970114 94 Privacy Act Determination Review Results Action Items This project/system does not contain PII. No further action is necessary for Privacy.
This project/system does contain PII A privacy impact assessment is required Other See comments section below for further details.
Comments:
Reviewers Name Title Privacy Officer I concur with this analysis.
Director Chief Information Security Officer Cyber Information Security Division Office of the Chief Information Officer Signed by Hardy, Sally on 06/05/24 Signed by Feibus, Jonathan on 06/05/24