Privacy Act of 1974; Department of Homeland Security Accounts Receivable System of Records, 61885-61888 [E8-24749]

Agencies

• Office of the Secretary
• DEPARTMENT OF HOMELAND SECURITY

[Federal Register Volume 73, Number 202 (Friday, October 17, 2008)]
[Notices]
[Pages 61885-61888]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-24749]


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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2008-0008]


Privacy Act of 1974; Department of Homeland Security Accounts 
Receivable System of Records

AGENCY: Privacy Office; DHS.

ACTION: Notice of Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974 and as part of the 
Department of Homeland Security's ongoing effort to review and update 
legacy system of record notices, the Department of Homeland Security 
proposes to consolidate five legacy record systems: Treasury/CS.005 
Accounts Receivable, October 18, 2001, Treasury/CS.030 Bankrupt 
Parties-In-Interest, October 18, 2001, Treasury/CS.031 Bills Issued 
Files, October 18, 2001, Treasury/CS.211 Sanction List, October 18, 
2001, and FEMA/OC-2, Debt Collection Files, December 3, 1993, into one 
Department-wide system of records. This system will allow the 
Department to collect and maintain records of debts owed to the 
Department. Categories of individuals, categories of records, and the 
routine uses of these legacy system of records notices have been 
consolidated and updated to better reflect the Department's accounts 
receivable record systems. This consolidated system, titled Accounts 
Receivable, will be included in the Department's inventory of records 
systems.

DATES: Submit comments on or before November 17, 2008.

ADDRESSES: You may submit comments, identified by docket number DHS-
2008-0008 by one of the following methods:
     Federal e-Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Fax: 1-866-466-5370.
     Mail: Hugo Teufel III, Chief Privacy Officer, Privacy 
Office, Department of Homeland Security, Washington, DC 20528.
     Instructions: All submissions received must include the 
agency name and docket number for this rulemaking. All comments 
received will be posted without change to https://www.regulations.gov, 
including any personally identifiable information provided.
     Docket: For access to the docket to read background 
documents or comments received go to https://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: For general questions and privacy 
issues please contact: Hugo Teufel III (703-235-0780), Chief Privacy 
Officer, Privacy Office, Department of Homeland Security, Washington, 
DC 20528.

SUPPLEMENTARY INFORMATION:

I. Background

    Pursuant to the savings clause in the Homeland Security Act of 
2002, Public Law 107-296, Section 1512, 116 Stat. 2310 (November 25, 
2002), the Department of Homeland Security (DHS) and its components and 
offices have relied on preexisting Privacy Act system of records 
notices for the collection and maintenance of records that concern 
DHS's accounts receivable records.
    As part of its efforts to streamline and consolidate its Privacy 
Act records systems, DHS is establishing a new agency-wide system of 
records under the Privacy Act (5 U.S.C. 552a) for DHS accounts 
receivable records. This will ensure that all components of DHS follow 
the same privacy rules for collecting and maintaining accounts 
receivable records. This system will consist of both electronic and 
paper

[[Page 61886]]

records and will be used by DHS and its components and offices to 
collect and maintain accounts receivable records. The data will be 
collected and maintained by name and other unique personal identifier. 
The collection and maintenance of accounts receivable information 
assists DHS in meeting its obligation to manage Departmental funds and 
ensures that the Department has an accurate accounting of all the money 
which it is owed.
    In accordance with the Privacy Act of 1974 and as part of DHS's 
ongoing effort to review and update legacy system of record notices, 
DHS proposes to consolidate five legacy record systems: Treasury/CS.005 
Accounts Receivable (66 FR 52984 October 18, 2001), Treasury/CS.030 
Bankrupt Parties-In-Interest (66 FR 52984 October 18, 2001), Treasury/
CS.031 Bills Issued Files (66 FR 52984 October 18, 2001), Treasury/
CS.211 Sanction List (66 FR 52984 October 18, 2001), and FEMA/OC-2, 
Debt Collection Files (Last revised as 58 FR 63986, formerly FEMA/RMA-
9, Claims Collection Files, 52 FR 324 December 3, 1993) into one DHS-
wide system of records. This system will allow DHS to collect and 
maintain records of debts owed to the Department. Categories of 
individuals, categories of records, and the routine uses of these 
legacy system of records notices have been consolidated and updated to 
better reflect the Department's accounts receivable record systems. 
This consolidated system, titled Accounts Receivable, will be included 
in the Department's inventory of records systems.

II. Privacy Act

    The Privacy Act embodies fair information principles in a statutory 
framework governing the means by which the United States Government 
collects, maintains, uses, and disseminates individuals' records. The 
Privacy Act applies to information that is maintained in a ``system of 
records.'' A ``system of records'' is a group of any records under the 
control of an agency for which information is retrieved by the name of 
an individual or by some identifying number, symbol, or other 
identifying particular assigned to the individual. In the Privacy Act, 
an individual is defined to encompass United States citizens and legal 
permanent residents. As a matter of policy, DHS extends administrative 
Privacy Act protections to all individuals where systems of records 
maintain information on U.S. citizens, lawful permanent residents, and 
visitors. Individuals may request access to their own records that are 
maintained in a system of records in the possession or under the 
control of DHS by complying with DHS Privacy Act regulations, 6 CFR 
Part 5.
    The Privacy Act requires that each agency publish in the Federal 
Register a description denoting the type and character of each system 
of records in order to make agency recordkeeping practices transparent, 
to notify individuals about the use of their records, and to assist the 
individual to more easily find files within the agency. Below is a 
description of the Account Receivable System of Records.
    In accordance with 5 U.S.C. 552a(r), DHS has provided a report of 
this revised system of records to the Office of Management and Budget 
and to the Congress.
System of Records:
    DHS/ALL-008.

System name:
    Department of Homeland Security Accounts Receivable Records.

Security classification:
    Unclassified.

System location:
    Records are maintained at several Headquarters locations and in 
component offices of DHS, in both Washington, DC and field locations.

Categories of individuals covered by the system:
    Any individual who is indebted to DHS.

Categories of records in the system:
    Categories of records in this system include:
     Individual's name;
     Social security number;
     Addresses;
     Waiver of Debt Letter of Appeal;
     Receipts;
     Notices of debts;
     Invoices;
     Record of payments, including refunds and overpayments;
     Number and amount of unpaid or overdue bills;
     Record of satisfaction of debt or referral for further 
action;
     Correspondence and documentation with debtors and 
creditors; and
     Electronic financial institution data.

 Authority for maintenance of the system:
    5 U.S.C. 301; The Federal Records Act, 44 U.S.C. 3101; The Homeland 
Security Act of 2002, Public Law 107-296, 6 U.S.C. 121; Public Law 89-
508; Federal Claims Collection Act of 1966, 31 U.S.C. 3701; Executive 
Order 9373.

Purpose(s):
    The purpose of this system is to keep track of debts owed to DHS.

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, all or a portion of the records or 
information contained in this system may be disclosed outside DHS as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    A. To the Department of Justice (including United States Attorney 
Offices) or other Federal agency conducting litigation or in 
proceedings before any court, adjudicative or administrative body when 
it is necessary to the litigation and one of the following is a party 
to the litigation or has an interest in such litigation:
    1. DHS or any component thereof;
    2. Any employee of DHS in his/her official capacity;
    3. Any employee of DHS in his/her individual capacity where 
Department of Justice or DHS has agreed to represent the employee; or
    4. The United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and DHS determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which DHS 
collected the records.
    B. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    C. To the National Archives and Records Administration or other 
Federal government agencies pursuant to records management inspections 
being conducted under the authority of 44 U.S.C. 2904 and 2906.
    D. To an agency, organization, or individual for the purpose of 
performing audit or oversight operations as authorized by law, but only 
such information as is necessary and relevant to such audit or 
oversight function.
    E. To appropriate agencies, entities, and persons when:
    1. DHS suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    2. The Department has determined that as a result of the suspected 
or confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether

[[Page 61887]]

maintained by DHS or another agency or entity) or harm to the 
individual who relies upon the compromised information; and
    3. The disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with DHS's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    F. To contractors and their agents, grantees, experts, consultants, 
and others performing or working on a contract, service, grant, 
cooperative agreement, or other assignment for DHS, when necessary to 
accomplish an agency function related to this system of records. 
Individuals provided information under this routine use are subject to 
the same Privacy Act requirements and limitations on disclosure as are 
applicable to DHS officers and employees.
    G. To an appropriate Federal, State, tribal, local, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a law, rule, regulation, or order, where a record, either 
on its face or in conjunction with other information, indicates a 
violation or potential violation of law, which includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person making the 
disclosure.
    H. To a court, magistrate, or administrative tribunal in the course 
of presenting evidence, including disclosures to opposing counsel or 
witnesses in the course of civil discovery, litigation, or settlement 
negotiations or in connection with criminal law proceedings or in 
response to a subpoena from a court of competent jurisdiction.
    I. To a Federal, State, or local agency so that the agency may 
adjudicate an individual's eligibility for a benefit.
    J. To the Department of Justice or other Federal agency for further 
collection action on any delinquent debt when circumstances warrant.
    K. To a debt collection agency for the purposes of debt collection.
    L. To requesting agencies or non-Federal entities under approved 
computer matching efforts to improve program integrity and to collect 
debts and other money owed under those programs (e.g. matching for 
delinquent loans or other indebtedness to the Government). Computer 
matching efforts are limited only to those data elements considered 
relevant to making a determination of eligibility under a particular 
benefit program administered by those agencies or entities, or by the 
Department of Treasury, or any constituent unit of the Department.
    M. To unions recognized as exclusive bargaining representatives 
under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114, the 
Merit Systems Protection Board, arbitrators, the Federal Labor 
Relations Authority, and other parties responsible for the 
administration of the Federal labor-management program for the purpose 
of processing any corrective actions, or grievances, or conducting 
administrative hearings or appeals, or if needed in the performance of 
other authorized duties.
    N. To Federal servicing agencies to record payments received;
    O. To the General Accounting Office, Department of Justice, or a 
United States Attorney, copies of the Debt Collection Officer's file 
regarding the debt and actions taken to attempt to collect monies owed.
    P. To the news media and the public, with the approval of the Chief 
Privacy Officer in consultation with counsel, when there exists a 
legitimate public interest in the disclosure of the information or when 
disclosure is necessary to preserve confidence in the integrity of DHS 
or is necessary to demonstrate the accountability of DHS's officers, 
employees, or individuals covered by the system, except to the extent 
it is determined that release of the specific information in the 
context of a particular case would constitute an unwarranted invasion 
of personal privacy.

Disclosure to consumer reporting agencies:
    To consumer reporting agencies, as defined in the Fair Credit 
Reporting Act, 15 U.S.C. 1681a(f) or the Federal Claims Act of 1966, 31 
U.S.C. 3701(a)(3). Disclosure to consumer reporting agencies is made 
pursuant to 5 U.S.C. 552a(b)(12).

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are stored electronically or on paper in 
secure facilities in a locked drawer behind a locked door. The records 
are stored on magnetic disc, tape, digital media, and CD-ROM.

Retrievability:
    Data may be retrieved by an individual's name, personnel number, 
social security number, and/or other personal identifier.

Safeguards:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable DHS automated 
systems security and access policies. Strict controls have been imposed 
to minimize the risk of compromising the information that is being 
stored. Access to the computer system containing the records in this 
system is limited to those individuals who have a need to know the 
information for the performance of their official duties and who have 
appropriate clearances or permissions.

Retention and disposal:
    Records are destroyed six years and three months after period 
covered by the account, in accordance with National Archives and 
Records Administration General Records Schedule 6, Item 1 and Item 10.

System Manager and address:
    For Headquarters components of DHS, the System Manager is the 
Director of Departmental Disclosure, Department of Homeland Security, 
Washington, DC 20528. For components of DHS, the System Manager can be 
found at https://www.dhs.gov/foia under ``contacts.''

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the Headquarters' or component's 
FOIA Officer, whose contact information can be found at https://
www.dhs.gov/foia under ``contacts.'' If an individual believes more 
than one component maintains Privacy Act records concerning him or her 
the individual may submit the request to the Chief Privacy Officer, 
Department of Homeland Security, 245 Murray Drive, SW., Building 410, 
STOP-0550, Washington, DC 20528.
    When seeking records about yourself from this system of records or 
any other Departmental system of records your request must conform with 
the Privacy Act regulations set forth in 6 CFR Part 5. You must first 
verify your identity, meaning that you must provide your full name, 
current address and date and place of birth. You must sign your 
request, and your signature must either be notarized or submitted under 
28 U.S.C. 1746, a law that permits statements to be made under penalty 
of perjury as a substitute for notarization. While no specific form is 
required, you may obtain forms for this purpose from the Director, 
Disclosure and FOIA, https://www.dhs.gov or 1-866-431-0486.

[[Page 61888]]

In addition you should provide the following:
     An explanation of why you believe the Department would 
have information on you,
     Identify which component(s) of the Department you believe 
may have the information about you,
     Specify when you believe the records would have been 
created,
     Provide any other information that will help the FOIA 
staff determine which DHS component agency may have responsive records,
     If your request is seeking records pertaining to another 
living individual, you must include a statement from that individual 
certifying his/her agreement for you to access his/her records.
    Without this bulleted information the component(s) may not be able 
to conduct an effective search, and your request may be denied due to 
lack of specificity or lack of compliance with applicable regulations.

Record access procedures:
    See ``Notification procedure'' above.

Contesting record procedures:
    See ``Notification procedure'' above.

Record Source Categories:
    Information originates with DHS and its components.

Exemptions claimed for the system:
    None.

    Dated: October 7, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of Homeland Security.
 [FR Doc. E8-24749 Filed 10-16-08; 8:45 am]
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