System of Records Notices (SORNs) - Privacy Act

SORNs with Summary Descriptions

SORN ID Title Date
GSA/CEO-1 Customer Engagement Organization June 4, 2015
This system includes GSA's Salesforce.com platform and contains records related to individuals already granted access to applications in that environment. Stored information includes name; personal and business contact information; U.S. citizenship status; U.S. armed forces veteran status; current employer and resume/CV; and links to social networking profiles.
GSA/Agency -1 Employee Related Files Nov 26, 1996
Assembles personnel management information for GSA employees and uncompensated workers. It contains records that allow all GSA supervisory or administrative offices, including small agencies serviced by GSA, to carry out general personnel management responsibilities pertaining to name, social security number, date of birth, home and emergency contact information, personnel actions (e.g., training and performance plans and recommendations for disciplinary actions) details of professional activities, worker injuries, indebtedness complaints, work-related travel information and details of outside employment.
GSA-OMA-1 E-PACS Dec 19, 2014
Controls physical access to GSA-managed facilities and restricted areas. It relies upon information stored on government-issued Personal Identity Verification (“PIV”) cards to authenticate individuals and grant them appropriate role-based access, including but not limited to name, facial photograph, cardholder identifiers, Public Key Infrastructure (PKI) certificate, Card Authentication Key (CAK), classification (e.g. employee, contractor, building occupant), and badge expiration date.
GSA/ADM-24 Investigation Case Files (Exempt) Feb 4, 2009
Stores files developed by the Inspector General’s Office as it investigates civil, criminal, and administrative actions. It contains information about individuals who make, witness, have information related to complaints or allegations or investigate them. Information includes name, date and place of birth, statements made and other relevant investigative material.
GSA/ADM-25 Internal Evaluation Case Files (Exempt) April 25, 2008
This system serves as a basis for issuing subpoenas and taking civil, criminal, and administrative actions. Individuals covered by the system are employees and former employees of the GSA Office of Inspector General as well as any person who was the source of a complaint or allegation. The categories of information collected are name, date and place of birth, experience, and related investigative material.
GSA/ADM-26 Office of Inspector General Counsel Files Sept 14, 2011
Contains information obtained by the OIG Counsel’s Office in the conduct of its official responsibility to represent and advise the GSA OIG. Records pertain to a broad variety of matters handled by the OIG Office of Counsel, including civil, criminal, and administrative actions, personnel matters, correspondence, special projects, and Freedom of Information Act and Privacy Act requests. Records may also include: name, social security number, addresses, phone numbers, e-mail address, birth date, financial information, medical records, or employment records, case history files, copies of applicable laws, statements of witnesses, correspondence, accident reports, pleadings, affidavits, litigation reports, financial data and other records.
GSA/Child Care-1 Child Care Subsidy April 25, 2008
Verifies GSA employees’ eligibility for child care subsidies in order for GSA to provide monetary assistance to its employees. Child care subsidy applications may include employee name, Social Security Number, pay grade, home telephone number, home address, total income, number of dependent children, and number of children on whose behalf the parent is applying for a subsidy; information on child care providers used, including name, address, provider license number and State where issued, tuition cost, and provider tax identification number; and copies of IRS Forms 1040 and 1040A for verification purposes.
GSA/CIO-1 GSA Credential & Identity Mgmt System (GCIMS) Aug 12, 2014
Verifies that all persons requiring routine access to GSA facilities or using GSA information resources have sufficient background investigations and are permitted access. For Federal employees and contractors, it maintains name, social security number, date and place of birth, citizenship, personal and business contact information, work building location, and contract information for contractors (e.g. contract start and end date).
GSA/CIO-2 Enterprise Server Services Aug 10, 2011
Allows GSA to enforce two factor authentication for its Google Applications. The system contains information related to GSA account holders including full name, organization/office of assignment, company/agency name, work address, GSA-assigned work telephone number, personal home or mobile phone, and personal e-mail address.
GSA/CIO-3 GSA Enterprise Organization of Google Applications and SalesForce.com Aug 12, 2014
This system includes GSA's Google applications and maintains name, business and personal contact information, social security number, and individual work related records for GSA account holders.
GSA/FSS-13 Personal Property Sales Program (SASy) (GSA Auctions) July 25, 2011
This system includes GSA's Google applications and maintains name, business and personal contact information, social security number, and individual work related records for GSA account holders.
GSA/HRO-2 Employee Drug Abuse/Alcoholism Files April 25, 2008
This system maintains information about GSA employees including records of counseling, rehabilitation, and communication with consulting medical or health workers.
GSA/HRO-3 Occupational Health and Injury Files April 25, 2008
This system maintains accident and health reports of individuals claiming and/or receiving medical services. The system also contains the occupation and sex of employees, age group, cost per injury, days lost, cause and severity of injuries, and part(s) injured.
GSA/HRO-4 Labor-Management Relations Files April 25, 2008
This system contains information related to employees requesting permission to engage in outside employment; those who have acknowledged receipt of GSA's Standards of Conduct; and those who have had debt complaints filed against them.
GSA/HRO-10 Grievance Records (Exempt) April 25, 2008
This system covers current or former employees who file grievances and includes names and statements of witnesses, reports of interviews and hearings, examiner’s findings and recommendations, a copy of the original and final decision, and related correspondence and exhibits.
GSA/HRO-37 Security Files (HSPD-12 System) (Exempt) April 25, 2008
This system maintains information about individuals who currently or formerly required regular, ongoing access to federal facilities and/or information technology systems. It contains information including but not limited name, date and place of birth, citizenship, home address, phone numbers, height, weight, hair color, eye color, sex, fingerprints, passport information, military information, civil court information, employment and residential history, Social Security Number, occupation, experience, and investigative material, education and degrees earned, names of associates and references and their contact information, names and citizenship of relatives, criminal history, mental health history, drug use, financial information, results of suitability decisions, previous security clearance(s), requests for appeals, witness statements, investigator’s notes, tax return information, credit reports, security violations, circumstances of violation, and agency action taken.
GSA/OAP-3 Federal Procurement Data System -- Next Generation (FPDS-NG) April 25, 2008
This system assembles, organizes, and presents contract procurement data for the federal government and the public sector. Information maintained on individual federal contractors may include name, DUNS (Data Universal Numbering System) number, and Social Security Number as the Taxpayer Identification Number (TIN).
GSA/OAP-4 FEDBIZOPPS (Federal Business Opportunities) April 25, 2008
The system maintains organizational, contact, and access control information on Federal contracting officials authorized to access and use the FedBizOpps system services for the management, administration, and posting of Federal solicitation information and related documents. Records related to these individuals includes name, e-mail address, company name, mailing address, phone number, E-mail address(es), and the type of business.
GSA/OAP-5 FAI Online University (FAI-ONLINE) April 25, 2008
This system provides acquisition and procurement training in order to promote the development of a professional Federal acquisition workforce, ensure availability of exceptional training, and improve Federal acquisition workforce management. It maintains records of individuals, public or private, who use the FAI Online University resources and who register for or take the online courses. The records contain work related information, including affiliated organization, business telephone, business fax number, and manager’s email address.
OCSIT-1 USA.gov July 18, 2016
This system assembles, organizes, and presents contract procurement data for the federal government and the public sector. Information maintained on individual federal contractors may include name, DUNS (Data Universal Numbering System) number, and Social Security Number as the Taxpayer Identification Number (TIN).
GSA/OEA-1 Records of Defunct Agencies April 25, 2008
The system contains payroll, personnel and financial records stored by GSA for defunct agencies. The system maintains records on employees of defunct agencies, including but not limited to presidential commissions, committees, small agencies, and boards. The records include payroll and financial information, including but not limited to time and attendance records, payment vouchers, employee health benefit records, requests for deductions, tax forms, including W–2 forms, overtime requests, leave data, retirement records, vendor register and payment tapes.
GSA/OGC-1 Office of General Counsel Case Tracking and eDiscovery System Oct 2, 2017
The system tracks and manages administrative matters, claims and litigation cases in the Office of General Counsel and includes information about individuals referenced in potential or actual cases and matters under the jurisdiction of the Office of General Counsel. Records may include but are not limited to: name, social security number, home address, home phone number, email address, birth date, financial information, medical records, and employment records.
GSA/PBS-5 eLease April 25, 2008
The system manages the Federal property leasing program and maintains information about offerors and lessors. In addition to business contact and identification information (address, telephone number, and Taxpayer Identification Number (TIN)), the system includes personal information on individuals who use personal contact and identification information (home address, telephone, e-mail, and fax numbers, and Social Security Number) for business purposes as sole proprietors.
GSA/PBS-6 Electronic Acquisition System (EAS) April 25, 2008
This system is a repository for GSA’s documents to reduce paper storage and provide reliable and secure access as needed. Individuals covered by the system are GSA employees and individuals who submit unsolicited resumes to GSA. The system maintains information related to unsolicited resumes from the public, suitability adjudication letters, training and warrant documents for GSA employees, and other administrative employee documents such as telecommute agreements.
GSA/PBS-7 The Museum System May 20, 2010
The Museum System manages and tracks all details pertaining to the Art in Architecture project and the National Artist Registry. Records include information about artists represented in the fine arts collection such as name, birth date, and educational level as well as the artist's contact information.
GSA/PBS-8 Electronic Document Management System - EDMS May 26, 2010
This system is a repository for GSA’s documents to reduce paper storage and provide reliable and secure access as needed. Individuals covered by the system are GSA employees and individuals who submit unsolicited resumes to GSA. The system maintains information related to unsolicited resumes from the public, suitability adjudication letters, training and warrant documents for GSA employees, and other administrative employee documents such as telecommute agreements.
GSA/PPFM-1 Disbursement and Accounts Payable Files April 25, 2008
This system maintains disbursement and accounts payable records for GSA employees, contractors, other experts and consultants procured by contract or by appointment. The system reports each account’s status and maintains information including but not limited to name, address, telephone number, vendor identification number, and banking information.
GSA/PPFM-3 Travel System April 25, 2008
This system is a repository for GSA’s documents to reduce paper storage and provide reliable and secure access as needed. Individuals covered by the system are GSA employees and individuals who submit unsolicited resumes to GSA. The system maintains information related to unsolicited resumes from the public, suitability adjudication letters, training and warrant documents for GSA employees, and other administrative employee documents such as telecommute agreements.
GSA/PPFM-6 Employee Credit Reports April 25, 2008
This system contains records of present, former employees and contractors who have refused to abide by the terms of a training agreement or other employment related contracts and incurred a liability to the Government. Information that may be stored includes but is not limited to name, address, age, dependents, spouse, name of employer, nature of business, position held/time held, full or part-time employment, net worth, annual earned income, other income, reputation, credit record, financial records, and personal history.
GSA/PPFM-7 Credit Data on Individual Debtors April 25, 2008
This system contains records of employees, former employees, and other individuals who are indebted to GSA or any other agency or department of the United States. The records may contain information from commercial and agency investigative reports showing debtors' assets, liabilities, income, and expenses; identifying information, such as names and taxpayer identification numbers (TINs) (i.e., Social Security Numbers or employer identification numbers); debtor contact information, such as work and home address, and work and home telephone numbers; and name of employer and employer address. The records for claims against nongovernmental individuals (i.e., claims arising from vehicle accidents) may contain information on privately owned vehicles (POVs), including, but not limited to: (a) The owner, year, make, model, tag number and State of the vehicle.
GSA/PPFM-9 Payroll Accounting and Reporting System (PAR) System April 25, 2008
This system includes current and former employee names, Social Security Numbers, dates of birth, sex, work, and type of appointment, service computation date for assigning leave, occupational series, position, grade, step, salary, award amounts, accounting distribution, payroll records, information regarding nonsupport of dependent children, and time, attendance and leave files for current GSA employees.
GSA/PPFM-10 Purchase Card Program April 25, 2008
This system contain account processing and management information, including charge card transactions, contractor monthly reports showing charges to individual account numbers, account balances, and other data needed to authorize, account for, and pay authorized purchase card expenses.
GSA/PPFM-12 ImageNow Aug 10, 2009
This system stores information about GSA vendors and employees who require and receive financial and payroll services from GSA. The categories of information include, but are not limited to name, gender, birth date, age, marital status, spouse and dependents' names, contact information, health records, Social Security Numbers, Employer Identification Numbers, payroll deductions, banking information and personal credit card information.
GSA/REGADM-4 Regional Administrators' Official Correspondence Files Aug 21, 2006
The system contains information about individuals who correspond with the Regional Administrators regarding for example individuals inquiring about savings bond campaigns or GSA employees receiving letters of appreciation or commendation. The records are generally incoming letters, background material, and outgoing letters to the persons named in the system.
GSA/Transit-1 Transportation Benefits Records Sept 14, 2011
This system includes current and former employee names, Social Security Numbers, dates of birth, sex, work, and type of appointment, service computation date for assigning leave, occupational series, position, grade, step, salary, award amounts, accounting distribution, payroll records, information regarding nonsupport of dependent children, and time, attendance and leave files for current GSA employees.
GSA/TTS-1 Login.gov Aug 10, 2017
The system maintains records on members of the public seeking electronic access to a service from a participating Federal agency including email address, password, phone number. It can also collect the user’s name, address, birth date and Social Security number for identity proofing purposes.

GSA Privacy Act Notices for Governmentwide Systems of Records

System ID System Name Date
GSA/GOVT-2 Employment Under Commercial Activities Contracts Feb 10, 1983
The system contains information on former Federal employees hired by contractors including name, Social Security Number and the monetary value of pay and benefits offered by the contractor employer.
GSA/GOVT-3 Travel Charge Card Program April 3, 2013
The system provides government agencies with information on Federal employees, contractors, and other individuals who apply for and/or use Government-assigned travel charge cards. Records include name, home address, Social Security Number, date of birth, employment information, telephone numbers, citizenship/residency, information needed for identification verification, travel authorizations and vouchers, charge card applications, charge card receipts, terms and conditions for use of charge cards, and monthly reports from contractor(s) showing charges to individual account numbers, balances, and other types of account analyses.
GSA/GOVT-4 Contracted Travel Services Program (E-TRAVEL) June 3, 2009
This system is enables travel service providers under contract to the Federal Government to authorize, issue, and account for travel and travel reimbursements. System records may include a traveler’s profile containing: name; Social Security Number; employee identification number, personal and business contact information; emergency contact name/number; air travel preference; rental car identification number and car preference, hotel, current passport and/or visa number(s); credit card numbers and related information; bank account information; frequent traveler account information; date of birth; gender; DHS redress number and known traveler numbers; trip information (e.g., destinations, reservation information); travel authorization information; travel claim information; and other official travel related information.
GSA/GOVT-6 GSA SmartPay Purchase Charge Card Program April 25, 2008
This system operates, controls, and manages a purchase charge card program involving commercial purchases by authorized Federal Government employees and contractors. Personal information on individuals who apply for and use Federal Government charge cards includes name, Social Security Number, agency of employment and business contact information.
GSA/GOVT-7 Federal Personal Identity Verification Identity Management System (PIV IDMS) Oct 23, 2015
This system contain PIV-enrollment information for federal employees including but not limited to: name, photograph, employee affiliation, organizational affiliation, PIV card expiration date, agency card serial number, and color coding for employee affiliation. The card itself is encoded with the following mandatory data elements which are generated by the employee and the system: PIV card PIN, cardholder unique identifier (CHUID), PIV authentication digital certificate, and two fingerprint biometric templates.
GSA/GOVT-9 System for Award Management (SAM) Feb 19, 2013
In the Entity Management functional area, SAM covers individuals who are sole proprietors and register to do business with the Government as sole proprietors. In the exclusion portion of the Performance Information functional area, SAM covers individuals who are excluded or disqualified under certain circumstances. The system contains records including the entity legal business name, entity email address, entity telephone number, entity Taxpayer Identification Number (TIN), and entity address. In the case of a sole proprietor, tax laws allow them to use their Social Security Number (SSN) as their TIN if they do not have a separate Employer Identification Number (EIN).
GSA/GOVT-10 Federal Acquisition Regulation (FAR) Data Collection System Mar 2, 2017
The FAR Data Collection System contains records related to prime contractors, subcontractors and their employees who are performing on federal contract awards. Categories of records related to employees of prime and subcontractors include, but are not limited to: name, unique identifier assigned by the prime or subcontractor, work classification, regular and overtime hours worked by day/date, total hours worked, fringe benefits, whether paid as hourly rate in cash amounts or as an employer-paid benefit, and federal projects gross earnings.

Other System of Records Notices
The following GSA system is covered by the Office of Personnel Management (OPM) Governmentwide Privacy Act notice, Recruiting, Examining, and Placement Records.

System ID System Name Date
OPM/GOVT-5 GSAJobs Nov 30, 2015
The system is used in considering individuals who have applied for positions in the Federal service by making determinations of qualifications including medical qualifications, for positions applied for, and to rate and rank applicants applying for the same or similar positions. These records also contain information on the ranking of an applicant, his or her placement on a list of eligible applicants, what certificates applicant’s names appeared on, an agency’s request for Office approval of the agency’s objection to eligibility qualifications and the Office’s decision in the matter, an agency’s request for Office approval for the agency to pass over an eligible and the Office’s decision in the matter, and an agency’s.
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