System of Record Notice: General Information Technology Records

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SYSTEM NAME AND NUMBER:
SEC-33: General Information Technology Records
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Securities and Exchange Commission, Headquarters, 100 F Street, NE, Washington, DC
20549 and the SEC’s Regional Offices.
SYSTEM MANAGER(S):
Chief Information Officer, Securities and Exchange Commission, 100 F Street, NE,
Washington, DC 20549-2736.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. §302, Delegation of Authority; 44 U.S.C. §3534; Federal Information Security Act
(Pub. L. 104-106, section 5113); Electronic Government Act (Pub. L. 104-347, section 203);
and E.O. 9397 (SSN), as amended by E.O. 13487.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system is to (1) provide authentication and authorization to individuals
with access to SEC-controlled information and information system networks; (2) collect,
review, and maintain any logs, audit trails, or other such security data regarding the use of
SEC information or information systems; and (3) to enable the Commission to detect, report,
and take appropriate action against improper or unauthorized access to SEC-controlled
information and information systems networks. The records will also enable the SEC to
provide individuals access to certain programs and meeting attendance and, where
appropriate, allow for sharing of information between individuals in the same operational

program to facilitate collaboration. SEC management personnel may use statistical data, with
all personal identifiers removed or masked, for system efficiency, workload calculation, or
reporting purposes.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Records are maintained on all individuals who are authorized to access SEC information or
information systems; including: employees, contractors, students, interns, volunteers,
affiliates, others working on behalf of the SEC, and individuals formerly in any of these
positions. Records may also include individuals who voluntarily join an SEC-owned and
operated web portal for collaboration purposes; individuals who request access but are denied,
and/or who have had access revoked.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system of records may include: users’ names; social security numbers; business telephone
numbers; cellular phone numbers; pager numbers; levels of access; physical and email
addresses; titles; departments; division; contractor/employee status; computer logon
addresses; password hashes; user identification codes; dates and times of access; IP addresses;
logs of internet activity; types of access/permissions required; failed access data; archived
transaction data; historical data; and justifications for access to SEC computers, networks, or
systems. For individuals who telecommute from home or a telework center, the records may
contain the Internet Protocol (IP) address and telephone number at that location. For
contractors, the system may contain the company name, contract number, and contract
expiration date. The system may also contain details regarding: programs; databases;
functions; and sites accessed and/or used, dates and times of use, information products
created, received, or altered during use, and access or functionality problems reported for
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technical support and resolution.
RECORD SOURCE CATEGORIES:
Information is supplied by the record subject, their supervisors, and the personnel security
staff. Logs and details about access times and functions used are provided by the system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act,
these records or information contained therein may specifically be disclosed outside the
Commission as a routine use pursuant to 5 U.S.C. 552 a(b)(3) as follows:
1. To appropriate agencies, entities, and persons when (1) the SEC suspects or has confirmed
that there has been a breach of the system of records,· (2) the SEC has determined that as a
result of the suspected or confirmed breach there is a risk of harm to individuals, the SEC
(including its information systems, programs, and operations), the Federal Government, or
national security; and (3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with the SEC’s efforts to respond to the suspected
or confirmed breach or to prevent, minimize, or remedy such harm.
2. To other federal, state, local, or foreign law enforcement agencies; securities self-regulatory
organizations; and foreign financial regulatory authorities to assist in or coordinate regulatory
or law enforcement activities with the SEC.
3. In any proceeding where the federal securities laws are in issue or in which the
Commission, or past or present members of its staff, is a party or otherwise involved in an
official capacity.

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4. To a federal, state, local, tribal, foreign, or international agency, if necessary to obtain
information relevant to the SEC’s decision concerning the hiring or retention of an
employee; the issuance of a security clearance; the letting of a contract; or the issuance of
a license, grant, or other benefit.
5. To a federal, state, local, tribal, foreign, or international agency in response to its
request for information concerning the hiring or retention of an employee; the issuance of
a security clearance; the reporting of an investigation of an employee; the letting of a
contract; or the issuance of a license, grant, or other benefit by the requesting agency, to
the extent that the information is relevant and necessary to the requesting agency's
decision on the matter.
6. To produce summary descriptive statistics and analytical studies, as a data source for
management information, in support of the function for which the records are collected
and maintained or for related personnel management functions or manpower studies; may
also be used to respond to general requests for statistical information (without personal
identification of individuals) under the Freedom of Information Act.
7. To any persons during the course of any inquiry, examination, or investigation
conducted by the SEC’s staff, or in connection with civil litigation, if the staff has reason
to believe that the person to whom the record is disclosed may have further information
about the matters related therein, and those matters appeared to be relevant at the time to
the subject matter of the inquiry.
8. To interns, grantees, experts, contractors, and others who have been engaged by the
Commission to assist in the performance of a service related to this system of records and
who need access to the records for the purpose of assisting the Commission in the
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efficient administration of its programs, including by performing clerical, stenographic,
or data analysis functions, or by reproduction of records by electronic or other means.
Recipients of these records shall be required to comply with the requirements of the
Privacy Act of 1974, as amended, 5 U.S.C. § 552a.
9. To respond to subpoenas in any litigation or other proceeding.
10. To a Congressional office from the record of an individual in response to an inquiry
from the Congressional office made at the request of that individual.
11. To members of Congress, the Government Accountability Office, or others charged
with monitoring the work of the Commission or conducting records management
inspections.
12. To a commercial contractor in connection with benefit programs administered by the
contractor on the Commission’s behalf, including, but not limited to, supplemental
health, dental, disability, life and other benefit programs.
13. To another Federal agency or Federal entity, when the SEC determines that
information from this system of records is reasonably necessary to assist the recipient
agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing,
minimizing, or remedying the risk of harm to individuals, the recipient agency or entity
(including its information systems, programs, and operations), the Federal Government,
or national security, resulting from a suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in electronic and paper format. Electronic records are stored in
computerized databases, magnetic disc, tape and/or digital media. Paper records and records
on computer disc are stored in locked file rooms and/or file cabinets.
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POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Information may be retrieved, sorted, and/or searched by an identification number assigned by
the computer, the last 2 digits of a social security number, email address, or by the name of
the individual, or other employee data fields previously identified in this SORN.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF
RECORDS:
These records will be maintained until they become inactive, at which time they will be
retired or destroyed in accordance with the SEC’s records retention schedule, as approved
by the National Archives and Records Administration.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to SEC facilities, data centers, and information or information systems is limited
to authorized personnel with official duties requiring access. SEC facilities are equipped
with security cameras and 24-hour security guard service. The records are kept in limited
access areas during duty hours and in locked file cabinets and/or locked offices or file
rooms at all other times. Computerized records are safeguarded in a secured environment.
Security protocols meet the promulgating guidance as established by the National Institute
of Standards and Technology 4 (NIST) Security Standards from Access Control to Data
Encryption and Security Assessment & Authorization (SA&A).
Records are maintained in a secure, password-protected electronic system that will utilize
commensurate safeguards that may include: firewalls, intrusion detection and prevention
systems, and role-based access controls. Additional safeguards will vary by program. All
records are protected from unauthorized access through appropriate administrative,
operational, and technical safeguards. These safeguards include: restricting access to
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authorized personnel who have a “need to know”; using locks; and password protection
identification features. Contractors and other recipients providing services to the
Commission shall be required to maintain equivalent safeguards.
RECORD ACCESS PROCEDURES:
Persons wishing to obtain information on the procedures for gaining access to or contesting
the contents of these records may contact the FOIA/PA Officer, Securities and Exchange
Commission, 100 F Street, NE, Washington, DC 20549-2736.
CONTESTING RECORD PROCEDURES:
See Record access procedures above.
NOTIFICATION PROCEDURES:
All requests to determine whether this system of records contains a record pertaining to the
requesting individual may be directed to the FOIA/PA Officer, Securities and Exchange
Commission, 100 F Street, NE, Washington, DC 20549-2736.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
This SORN was last published in full in the Federal Register at 79 FR 30661 (May 28,
2014). Subsequent notices of revision can be found at the following citations:
By the Commission.

Brent J. Fields
Secretary

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Date:

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