Overview
Title
Privacy Act of 1974; System of Records
Agencies
ELI5 AI
The EPA is planning to make a new computer system to keep track of all their cars and trucks and the people who use them. This system will help them share information with other groups and make sure everything is working well.
Summary AI
The U.S. Environmental Protection Agency's (EPA) Office of Mission Support has announced plans to create a new system of records, called Fleet Access, in compliance with the Privacy Act of 1974. This system is designed to store and manage vehicle asset data for federal agencies and to support the EPA's vehicle reservation needs. Fleet Access will keep information such as vehicle details and personal information of EPA employees and contractors. Additionally, it will generate reports on vehicle usage to be shared with other agencies like the Department of Energy and General Services Administration. The public can comment on this notice until March 25, 2021.
Abstract
The U.S. Environmental Protection Agency's (EPA), Office of Mission Support is giving notice that it proposes to create a new system of records pursuant to the provisions of the Privacy Act of 1974. Fleet Access (FA) is being created to comply with United States Code (U.S.C.) 175 Federal Motor Vehicle Expenditure Control and the General Services Administration (GSA) Federal Management Regulation (FMR) B-15 requiring all federal agencies store and maintain vehicle asset data collected in a Fleet Management Information System (FMIS).
Keywords AI
Sources
AnalysisAI
The document in question presents an important notice from the U.S. Environmental Protection Agency's (EPA) Office of Mission Support. It discusses the creation of a new system of records named Fleet Access, which complies with the Privacy Act of 1974. This system aims to store and manage vehicle asset data to enhance fleet management operations across federal agencies. The initiative targets both compliance with legal requirements and improved operational efficiency.
General Overview
The Fleet Access system is poised to serve multiple functions. Primarily, it will collect and store detailed information about vehicles used by federal agencies, including sustainability data. Additionally, it will support a vehicle reservation system for EPA staff, streamlining the process of reserving cars for official business. The new records system is designed to meet federal management regulations and report vehicle usage data to entities such as the Department of Energy and the General Services Administration.
Issues and Concerns
The document raises several issues that deserve attention.
Transparency and Justification of Contracts: It is noted that Fleet Access is a contractor-owned and operated system. However, the specifics regarding the contract's justification and transparency, concerning cost and performance metrics, are not detailed. Stakeholders might benefit from clearer information about these aspects to ensure accountability.
Complexity of Language: The notification and record access procedures contain complex and governmental jargon, potentially alienating the general public. Simplifying this language would be beneficial for inclusivity and understanding.
Technical Jargon: The document uses many unexplained acronyms and technical references, such as NIST Special Publication 800-53 and FAST Report. These terms could confuse readers unfamiliar with such specifics, indicating a need for clarification or accompanying explanations.
Security and Compliance Measures: While the document outlines administrative, technical, and physical safeguards, it does not provide details on the monitoring or ongoing compliance verification processes. Stakeholders might require assurance of robust and continuous protection measures for personal data.
Data Retention and Deletion Policies: The policy outlining retention and deletion of personal information is vague, primarily when stating data is kept "as long as the user or administrator determines necessary." This ambiguity could lead to inconsistent implementation, raising privacy concerns.
Access Limitations Due to COVID-19: The document mentions restricted access to the EPA Docket Center, posing potential challenges for those seeking physical access to records, particularly those without reliable internet access for electronic submissions or reviews.
Implications on the Public and Stakeholders
The introduction of the Fleet Access records system could have several broad and specific impacts:
Broad Public Impact: By improving vehicle management efficiency, the system may contribute to more effective government operations, potentially saving taxpayer dollars. However, the complexities and potential privacy concerns could lead to public skepticism if not adequately addressed and communicated.
Impact on Federal Employees and Contractors: For individuals covered by the system, the introduction of a standardized vehicle reservation process might streamline operations, but may also raise privacy issues due to the collection of personal information. Ensuring the safety and ethical management of this data is crucial.
Environmental Impact: Given the focus on vehicle sustainability data, this system might encourage environmentally friendly practices within the federal fleet, aligning with broader ecological objectives.
Overall, while the move to establish the Fleet Access system demonstrates intent to comply with federal requirements and improve operational efficiency, several concerns need to be addressed to ensure transparency, privacy protection, and public trust.
Issues
• The document mentions that Fleet Access is a contractor-owned system operated by EPA. There's a need to verify if the contract details are transparent and justified in terms of cost and performance metrics.
• Language in the notification procedure and record access procedures sections could be considered overly complex, particularly for individuals not familiar with legal or governmental terms.
• The document uses numerous acronyms and technical terms (e.g., NIST Special Publication 800-53, FAST Report) without sufficient explanations, which could be confusing for lay readers.
• The administrative and technical safeguards section discusses security measures but lacks specific details on how compliance is continually ensured or monitored.
• The retention policy states that personal information is deleted when no longer needed, but the criteria for 'as long as the user or administrator determines necessary' is vague and could lead to inconsistent application.
• Document states the EPA Docket Center and Reading Room are closed except by appointment due to COVID-19. This might limit accessibility for stakeholders who wish to access information physically.