System of Records Notice
USAID-029
System Name:
On-Line Collaboration Records - (75 FR 4526).
Security Classification:
None.
System Location(s):
Records are maintained at USAID, 1300 Pennsylvania Avenue, NW., Ronald Reagan Building Suite 2.12, Washington, DC 20523.
Categories of Individuals Covered by the System:
This system will contain records of any individual who participates in a USAID sponsored on-line collaboration activity, for which registration is required.
Categories of Records in the System:
Categories of records include, name, e-mail address, phone number, affiliation, title, role, company, country, age, gender, username, password, professional biographical information, such as program areas of expertise, foreign language skills, professional affiliations, professional certifications, photograph, regional or country-based experience, operational experience and educational experience.
Authority for Maintenance of the System:
5 U.S.C. 301.
Purpose(s):
Records in this system may be used:
(1) To perform content analysis by participant;
(2) To perform aggregated statistical analysis of collaborative participants, such as, age, gender, country;
(3) To create an on-line business card and identify individuals as they participate to promote collaboration;
(4) To register participants for collaborative activities;
(5) To perform analysis to determine if agency needs to conduct outreach or marketing to encourage participation in a specific area, age group, region, area of expertise;
(6) To follow up with individuals to clarify thoughts, opinions or comments provided during an on-line session
Disclosure to consumer reporting agencies:
These records are not disclosed to consumer reporting agencies.
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of such Uses:
In addition to USAID's routine uses, detailed transcripts of webinars, conferences and other public forums may be posted publicly to allow interested parties to perform analysis of the information presented. Aggregated data may also be publicly available through Web site postings, fact sheets, brochures or other means to encourage and generate public interest and for general informational purposes.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:
Storage:
All records will be stored electronically in a database within USAID's firewall.
Retrievability:
Records are retrievable by name, location or any other identifier listed in the categories of records cited above.
Safeguards:
All records will be maintained within USAID's security perimeter. Physical security controls include secured space monitored by guards. Access to the database will be authorized, set up and monitored by the information system security officer.
Retention and Disposal:
Individual records will be destroyed when their use is no longer required.
System Manager(s) and Address(es):
USAID, Chief Information Officer, 1300 Pennsylvania Ave., NW., RRB Suite 2.12, Washington, DC 20253.
Notification Procedure:
Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave., NW, RRB Suite 2.12-003, Washington, DC 20253. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.
Record Access Procedures:
Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in "Notification Procedures" above.
Contesting Record Procedures:
Individuals requesting amendment of a record maintained on them must identify the information to be changed and the corrective action sought. Requests must be sent to the USAID Chief Privacy Officer as described in " Notification Procedures" above.
Record Source Categories:
The records contained in this system should be provided by the individual who is the subject of the record. Additional sources may include a supervisor, personal assistant or other individual assigned by the individual to provide the information.
Exemptions Claimed for the System:
None.