The Privacy Division does the following:

  • Develops and administers FRTIB’s privacy policies and procedures;
  • Provides privacy awareness training and targeted privacy trainings to FRTIB personnel;
  • Assesses all new or proposed programs, systems, technologies, and business processes for privacy risks and provides recommendations to strengthen privacy protections;
  • Collaborates with FRTIB’s Information Security Management Division (ISMD) to implement and operationalize policies to secure the confidentiality, integrity, and availability of FRTIB’s information and information systems;
  • Operates a data breach response program to ensure that all incidents involving personally identifiable information (PII) are properly reported, investigated, and mitigated, as appropriate; and
  • Maintains updated privacy artifacts in compliance with legal requirements (e.g., System of Records Notices, Privacy Impact Assessments, and Privacy Act Notices).

FRTIB's Privacy Program Plan

FRTIB's Privacy Program Plan includes:

  • A description of the structure of FRTIB’s privacy program;
  • The resources dedicated to FRTIB’s privacy program;
  • The role of the Senior Agency Official for Privacy (SAOP), the Chief Privacy Officer (CPO), and other privacy staff;
  • The strategic goals and objectives of the privacy program;
  • The program management controls in place to meet applicable privacy requirements and manage privacy risks; and
  • Additional information deemed important by FRTIB’s SAOP to provide an overview of FRTIB’s privacy program requirements.

Publicly Available Agency Reports on Privacy

Pursuant to OMB Memorandum 17-06, examples of privacy reports include, but are not limited to, annual matching activity reports submitted pursuant to the Privacy Act and reports submitted pursuant to Section 552 of the Consolidated Appropriations Act of 2005, Section 803 of the Implementing Recommendations of the 9/11 Commission Act of 2007, and the Federal Agency Data Mining Reporting Act of 2007.

At this time FRTIB does not have any publicly available agency reports on privacy.


FRTIB Rules Implementing the Privacy Act

As required by the Privacy Act, FRTIB promulgated regulations that establish procedures for notifying individuals if a system of records contains a record about them as well as procedures for the disclosure and amendment of the record.

The full text of FRTIB’s Privacy Act implementing regulations is available at 5 CFR Part 1630.


System of Records Notices (SORNs)

The Privacy Act of 1974 requires all federal agencies to publish a formal notice to the public in the Federal Register that identifies the purposes for which personally identifiable information (PII) is collected; how the PII is used by the Agency; how the Agency shares PII externally; and, most importantly, how individuals can access and correct the information a federal government agency maintains on the subject individual. These notices are called System of Records Notices (SORNs).

FRTIB is required to publish a SORN anytime it creates, substantially modifies, or retires a system of records. A system of records is a collection of records under the control of a federal agency from which information about a specific individual can be retrieved or accessed by a unique personal identifier (e.g., name or account number).

FRTIB has the following systems of records:

System
ID
System
Name
Summary of
Purpose
ExemptionsFederal
Register
FRTIB-1 Thrift Savings Plan Records Ensure the integrity of the Plan, to record activity concerning the TSP account of each Plan participant, to communicate with the participant, spouse, former spouse, and beneficiary concerning the account, and to make certain that he or she receives a correct payment from the Plan. None 79 Fed. Reg. 21246, 21247 (Apr. 15, 2014)
FRTIB-2 Personnel Security Investigation Files Document and support decisions regarding clearance for access to sensitive FRTIB information and the suitability, eligibility, and fitness for service of applicants for federal employment and contract positions, including students, interns, or volunteers to the extent their duties require access to federal facilities, information systems, or applications. The records may also be used to help streamline and make more efficient the investigations and adjudications process generally. The records may also be used to document security violations and supervisory actions taken in response to such violations. Subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a 80 Fed. Reg. 43428, 43432 (July 22, 2015)
FRTIB-3 Retired
FRTIB-4 Retired
FRTIB-5 Employee Payroll, Leave, and Attendance Records Perform agency functions involving employee leave, attendance, and payments None 80 Fed. Reg. 43428, 43433 (July 22, 2015)
FRTIB-6 Retired
FRTIB-7 Contractor and Consultant Records Collect and maintain records on FRTIB contractors and consultants None 81 Fed. Reg. 7106, 7109 (Feb. 10, 2016)
FRTIB-8 Retired
FRTIB-9 Emergency Notification Files Contact FRTIB personnel and other individuals in the event of an emergency or other event affecting FRTIB operations None 80 Fed. Reg. 43428, 43434 (July 22, 2015)
FRTIB-10 Retired
FRTIB-11 Retired
FRTIB-12 Debt Collection Records Maintain a record of individuals and entities that are indebted to the Board, a Federal agency, or a Government corporation to ensure that appropriate collection action is taken on debtors’ accounts None 81 Fed. Reg. 7106, 7110 (Feb. 10, 2016)
FRTIB-13 Fraud and Forgery Records Investigate allegations of an act of fraud or forgery relating to a participant or beneficiary account or of the misappropriation of FRTIB’s/TSP’s name, brand, or logos Subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a 81 Fed. Reg. 7106, 7111 (Feb. 10, 2016)
FRTIB-14 FRTIB Legal Case Files Assist FRTIB attorneys in providing legal advice to FRTIB personnel on a wide variety of legal issues Subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a 80 Fed. Reg. 43428, 43437 (July 22, 2015)
FRTIB-15 Internal Investigations of Harassment and Hostile Work Environment Allegations Uphold FRTIB’s policy to provide for a work environment free from all forms of harassment Subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a 80 Fed. Reg. 43428, 43438 (July 22, 2015)
FRTIB-16 Congressional Correspondence Files Catalog and respond to correspondence received from congressional offices None 81 Fed. Reg. 7106, 7112 (Feb. 10, 2016)
FRTIB-17 Telework and Alternative Worksite Records Collect and maintain records on prospective, current, and former FRTIB employees who have participated in, presently participate in, or have sought to participate in FRTIB’s Telework Program None 81 Fed. Reg. 7106, 7113 (Feb. 10, 2016)
FRTIB-18 Reasonable Accommodation Records (1) Collect and maintain records on prospective, current, and former employees with disabilities who request or receive a reasonable accommodation by FRTIB; (2) Track and report the processing of requests for FRTIB-wide reasonable accommodations to comply with applicable law and regulations; and (3) Preserve and maintain the confidentiality of medical information submitted by or on behalf of applicants or employees requesting a reasonable accommodation None 81 Fed. Reg. 7106, 7114 (Feb. 10, 2016)
FRTIB-19 Freedom of Information Act (FOIA) Records Support the processing of FOIA record access requests None 81 Fed. Reg. 7106, 7115 (Feb. 10, 2016)

The Agency also uses the following government-wide SORNs:

System IDSystem NameSummary of PurposeFederal Register
EEOC/GOVT-1 Equal Employment Opportunity (EEO) in the Federal Government Complaint and Appeal Records Counsel, investigate, and adjudicate complaints of employment discrimination brought by applicants and current and former federal employees against federal employers 81 Fed. Reg. 81116, 81135
(Nov. 17, 2016)


(replaced FRTIB-3)
OPM/GOVT-1 General Personnel Records Give legal force and effect to personnel transactions and establishment employee rights and benefits under pertinent laws and regulations governing Federal employment 77 Fed. Reg. 73694
(Dec. 11, 2012)


76 Fed. Reg. 32997
(June 7, 2011)


71 Fed. Reg. 35341
(June 19, 2006)


65 Fed. Reg. 24731
(April 27, 2000)


61 Fed. Reg. 36919
(July 15, 1996)


(replaced FRTIB-4)
OPM/GOVT-2 Employee Performance File System Records Ensure that all appropriate records on an employee’s performance are retained and available (1) To agency officials having a need for the information; (2) to employees; (3) to support actions based on the records; (4) for use by the OPM in connection with its personnel management evaluation role in the executive branch; and (5) to identify individuals for personnel research 71 Fed. Reg. 35341
(June 19, 2006)


65 Fed. Reg. 24731
(April 27, 2000)


61 Fed. Reg. 36919
(July 15, 1996)


(replaced FRTIB-4)
OPM/GOVT-3 Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers Records resulting from the proposal, processing, and documentation of actions taken either by the OPM or by agencies against employees 71 Fed. Reg. 35341
(June 19, 2006)


65 Fed. Reg. 24731
(April 27, 2000)


61 Fed. Reg. 36919
(July 15, 1996)


(replaced FRTIB-4)
OGE/GOVT-1 Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records Maintained in accordance with the requirements of the Ethics in Government Act of 1978 and the Ethics Reform Act of 1989, as amended, and Executive Order 12674 as modified, and OGE and agency regulations thereunder 78 Fed. Reg. 73863
(Dec. 9, 2013)


76 Fed. Reg. 24489
(May 2, 2011)
, as modified at 77 Fed. Reg. 45353
(July 31, 2012)


68 Fed. Reg. 3098
(Jan. 22, 2003)
, as corrected at 68 Fed. Reg. 24744
(May 8, 2003)


(replaced FRTIB-8, FRTIB-11)
OGE/GOVT-2 Executive Branch Confidential Financial Disclosure Reports Maintained to meet the requirements of Executive Order 12674 as modified, 5 CFR part 2634, agency regulations thereunder, as well as section 107 of the Ethics in Government Act of 1978, as amended, concerning the filing of confidential financial disclosure reports 68 Fed. Reg. 3098
(Jan. 22, 2003)
, as corrected at 68 Fed. Reg. 24744
(May 8, 2003)


(replaced FRTIB-11)
GSA/GOVT-7 Federal Personal Identity Verification Identity Management System (PIV IDMS) Ensure the safety and security of Federal facilities, systems, or information, and of facility occupants and users; to provide for interoperability and trust in allowing physical access to individuals entering Federal facilities; and to allow logical access to federal information systems, networks, and resources on a government-wide basis 80 Fed. Reg. 64416
(Oct. 23, 2015)


(replaced FRTIB-10)

Exemptions to the Privacy Act

Under subsection (k) of the Privacy Act, 5 U.S.C. 552a, investigatory material compiled for law enforcement purposes in the following systems is exempt from certain Privacy Act requirements: FRTIB-2 (Personnel Security Investigation Files), FRTIB-13 (Fraud and Forgery Records), FRTIB-14 (FRTIB Legal Case Files), FRTIB-15 (Internal Investigations of Harassment and Hostile Work Environment Allegations).

If, however, you are denied any right, privilege, or benefit that you would otherwise be entitled to by federal law, or for which you would otherwise be eligible, as a result of the maintenance of these records, the material will be provided to you except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government with an express promise of confidentiality. See 55 Fed. Reg. 18851, 18856 (May 7, 1990).


Privacy Impact Assessments (PIAs)

FRTIB complies with Section 208 of the E-Government Act of 2002, which requires federal agencies to conduct Privacy Impact Assessments (PIAs) that analyze how information in an identifiable form is collected, maintained, stored, and disseminated. A PIA analyzes the privacy risks as well as the protections and process for handling information to mitigate the privacy risks.

FRTIB has completed PIAs for the following systems:

  • Application Development & Test Tools (ADTT)
  • Business Process Services (BPS)
  • Clintwood Call Center General Support System
  • Core Recordkeeping Services (CRS)
  • Enterprise Unified Communications (EUC)
  • Financial and Reconciliation Services
  • FRTIB Call Center Solutions in Frostburg, MD
  • FRTIB Domain GSS
  • Interfacing Services System
  • Participant Interaction Services (PIS)
  • SharePoint 2013
  • ThriftLine Infrastructure (TLI)
  • TSP Distributed Systems

Matching Notices (Computer Matching Agreements)

A computer matching agreement is a contract involving a computerized comparison of records for the purpose of establishing or verifying eligibility for, or recouping payments for, a federal benefit program.

FRTIB does not have any matching agreements at this time.