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NASA PIA Summary - NASA Information Technology Security Program NPR
March 12, 2008

Date of this Submission (MM/DD/YYYY): December 16, 2005
NASA Center: NASA Headquarters
Application Name: NASA Foreign National Management System (NFNMS)

Is this application or information collection new or is an existing one being modified? Existing
Does this application collect, maintain, and/or disseminate information in identifiable form (IIF)? Yes
Mission Program/Project Supported: NASA Foreign National Management Program

Identifying Numbers (Use N/A, where appropriate)
Privacy Act System of Records Number: NASA 10 FNMS (05-16713)
OMB Information Collection Approval Number and Expiration Date: Pends
Other Identifying Number(s): N/A

Description

  1. Provide an overview of the application or collection and indicate the legislation authorizing this activity.

    The National Aeronautics and Space Administration Foreign National Management System is a system of records to document, track, manage, analyze, and/or report on foreign access to NASA resources. Routine uses of this system of records will be to determine eligibility of foreign nationals, and U.S. citizens representing foreign entities, to access NASA facilities and resources. The records in this system of records are intended for the sole use of the U.S. Government and its contractors who support U.S. Government operations, policies, laws and regulations.

    Authority for this activity is derived from: Section 304(a) of the National Aeronautics and Space Act, codified at 42 USC § 2455; Federal Property Management Regulation, 41 CFR Ch. 101; 14 CFR parts 1203 through 1203b; 14 CFR 1213; 15 CFR 744; 22 CFR 62; 22 CFR 120-130; 40 USC 1441, and 44 U.S.C. 3101, and Executive Order 9397.

    (See Federal Register System of Record Notice (SORN) 05-129 (NASA 10 FNMS))
  2. Describe the information the agency will collect, maintain, or disseminate and how the agency will use the information. In this description, indicate whether the information contains IIF and whether submission is voluntary or mandatory.

    Records in this system include information about the individuals seeking access to NASA resources. Information about individual may include, but is not limited to: name, home address, place of birth and citizenship, U.S. visitor/travel document numbers, employment information, Tax Identification Numbers (Social Security Number), and reason and length of proposed NASA access.

    Routine uses of this system of records will be to determine eligibility of foreign nationals, and U.S. citizens representing foreign entities, to access NASA facilities and resources. The records in this system of records are intended for the sole use of the U.S. Government and its contractors who support U.S. Government operations, policies, laws and regulations.

    Submission of requested information is voluntary.

    See Federal Register System of Record Notice (SORN) 05-129 (NASA 10 FNMS)
  3. Explain how the IIF collected, maintained, and/or disseminated is the minimum necessary to accomplish the purpose for this effort.

    The information is collected directly from the individual. To achieve the objectives of the NFNMS, only the IIF information necessary to positively identify an individual, and to perform a national criminal data base check is obtained from individuals. This information may be shared with other government agencies as authorized by applicable laws and regulations.

    See Federal Register System of Record Notice (SORN) 05-129 (NASA 10 FNMS)
  4. Explain why the IIF is being collected, maintained, or disseminated.

    Records are maintained and used by NASA to document, track, manage, analyze, and/or report on foreign visit and assignment access to NASA facilities including Headquarters, Field Offices, National Laboratories, Federally Funded Research and Development Centers, Contractor Sites, components facilities (NASA Management Office, Wallops Flight Facility, White Sands Test Facility, White Sands Complex, Independent Validation & Verification Facility, Michoud Assembly Center, Moffett Federal Airfield, Goldstone Deep Space Communications Complex, Goddard Institute for Space Studies, National Scientific Balloon Facility, Plum Brook Station).

    The IIF is obtained to provide positive identification of individuals subject to capture in the system. The IIF information is maintained in the system to provide a record of previous and future visits for review by NASA security and export control managers. The IIF information is only disseminated to other government agencies as authorized by applicable laws and regulations.

    See Federal Register System of Record Notice (SORN) 05-129 (NASA 10 FNMS)
  5. Identify with whom the agency will share the IIF.

    Routine uses of the records containing IIF are as follows:

    A record from this system may be disclosed to:
    1. authorized contractors who are responsible for NASA security and who require this information to perform their contractual obligations to NASA;
    2. contractors, grantees, participants in cooperative agreements, collaborating researchers, or their employees, if required for the performance of their responsibilities with respect to national security, international visit and assignment, or foreign access;
    3. a member of Congress submitting a request involving a constituent when the constituent has requested assistance from the member with respect to the subject matter of his or her own record. The member of Congress must provide a copy of the constituent’s request for assistance;
    4. foreign governments or international organizations if required by treaties, international conventions, or executive agreements;
    5. members of a NASA Advisory Committee or Committees and interagency boards charged with responsibilities pertaining to international visits and assignments and/or national security when authorized by the individual or to the extent the committee(s) is so authorized and such disclosure is required by law;
    6. Federal intelligence organizations, when required by applicable law;
    7. Federal agencies for the purpose of determining preliminary visa eligibility when authorized by the individual or as required by law;
    8. respond to White House inquiries when required by law;
    9. a NASA contractor, subcontractor, grantee, or other Government organization involved in an investigation or administrative inquiry concerning a violation of a Federal or State statute or NASA regulation on the part of an officer or employee of the contractor, subcontractor, grantee, or other Government organization, when and to the extent the information is required by law;
    10. an internal or external organization or element thereof, conducting audit activities of a NASA contractor or subcontractor to the extent required by law;
    11. provide personal identifying data to Federal, State, local, or foreign law enforcement representatives seeking confirmation of identity of persons under investigation, to the extent necessary and required by law.
    See Federal Register System of Record Notice (SORN) 05-129 (NASA 10 FNMS)
  6. Describe how the IIF will be obtained, from whom it will be collected, what the suppliers of information and the subjects will be told about the information collection, and how this message will be conveyed to them (e.g., written notice, electronic notice if a Web-based collection, etc.). Describe any opportunities for consent provided to individuals regarding what information is collected and how the information will be shared.

    The IIF will be solicited directly from the individual. The individual may be advised of the purposes for collecting this information as stated in 1-5 above. The information may be provided verbally or in written form. Individuals grant consent to the collection by providing the requested information.
  7. State whether personal information will be collected from children under age 13 on the Internet and, if so, how parental or guardian approval will be obtained. (Reference: Children’s Online Privacy Protection Act of 1998).

    Information will not be collected from children.
  8. Describe how the IIF will be secured.

    The IIF will be secured using procedures set forth in NIST SP 800-18, NIST SP 800-53 and NIST SP 800-30.
  9. Describe plans for retention and destruction of IIF.

    NASA Procedural Requirements policy (NPR 1441.1 series; AFS# 1370 (35)) provides for the retention of the records for a period not to exceed 70-years. At the 70-year interval, the records will be removed from the system, and all media with the data either overwritten or destroyed.
  10. Identify whether a system of records is being created under section 552a of Title 5, United States Code (the Privacy Act), or identify the existing Privacy Act system of records notice under which the records will be maintained.

    NASA 10 FNMS

Identify a point of contact to whom a member of the public can address questions concerning this information system and the privacy concerns associated with it:

John A. Piasecky
Director, Security Management Division,
NASA HQ Office of Security and Program Protection

 Date December 16, 2005

Concur:
Date: December 16, 2005

S. Scott Santiago
Deputy Chief Information Officer
Information Technology Security

Concur:                                              Approved for Publication:

Patti F. Stockman                                Patricia L. Dunnington
NASA Privacy Act Officer                     Chief Information Officer

Date: _________________                 Date: _________________

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