Privacy Act of 1974; United States Coast Guard-018 Exchange System and Morale Well-Being and Recreation System Files System of Records, 77736-77738 [E8-29783]

Agencies

• Office of the Secretary
• DEPARTMENT OF HOMELAND SECURITY

[Federal Register Volume 73, Number 245 (Friday, December 19, 2008)]
[Notices]
[Pages 77736-77738]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-29783]


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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2008-0142]


Privacy Act of 1974; United States Coast Guard--018 Exchange 
System and Morale Well-Being and Recreation System Files 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 records notices, the Department of Homeland Security 
is giving notice that it proposes to update and reissue the following 
legacy record system DOT/CG 535 Coast Guard Exchange System (CGES) and 
Morale, Welfare and Recreation (MWR) System (April 11, 2000) as a 
Department of Homeland Security/United States Coast Guard system of 
records notice titled, Coast Guard Exchange System (CGES) and Morale, 
Well-being and Recreation (MWR) Program. Categories of individuals, 
categories of records, and the routine uses of this legacy system of 
records notice have been reviewed and updated to better reflect the 
Department of Homeland Security and the United States Coast Guard's 
Coast Guard Exchange System (CGES) and Morale, Well-being and 
Recreation (MWR) Program record system. This new system will be 
included in the Department of Homeland Security's inventory of record 
systems.

DATES: Written comments must be submitted on or before January 20, 
2009.

ADDRESSES: You may submit comments, identified by docket number DHS-
2008-0142 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 and may be read at https://
www.regulations.gov, including any personal 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 please contact: 
David Roberts (202-475-3521), United States Coast Guard Privacy 
Officer, United States Coast Guard. For 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 systems of records 
notices for the collection and maintenance of records that concern the 
Coast Guard Exchange System (CGES), and Morale, Well-being and 
Recreation (MWR) Program.
    As part of its efforts to streamline and consolidate its record 
systems, DHS is updating and reissuing a USCG system of records under 
the Privacy Act (5 U.S.C. 552a) that deals with the CGES and MWR 
Program. CGES and MWR programs are nonpay compensation programs that 
provide for the mission readiness and retention of military personnel, 
their families, and other eligible patron groups. CGES provides high 
quality goods and services at price savings to its patrons with a 
return to support MWR programs. MWR offers a wide range of programs, 
facilities, and services such as fitness centers, picnic areas, child 
development centers, food and beverage operations, and golf courses to 
name a few. A complete list of MWR activities may be found in the Coast 
Guard Morale, Well-Being, and Recreation Manual, COMDTINST M1710.13 
(series). This record system will allow DHS/USCG to collect and 
preserve the records regarding the CGES and MWR Program. The collection 
and maintenance of this information will assist DHS/USCG in meeting its 
obligation to administer the CGES and MWR Program.
    In accordance with the Privacy Act of 1974 and as part of DHS's 
ongoing effort to review and update legacy system of records notices, 
DHS is giving notice that it proposes to update and reissue the 
following legacy record system DOT/CG 535 Coast Guard Exchange System 
(CGES) and Morale, Welfare and Recreation (MWR) System (65 FR 19475 
April 11, 2000) as a DHS/USCG system of records notice titled, Coast 
Guard Exchange System (CGES) and Morale, Well-being and Recreation 
(MWR) Program. Categories of individuals and categories of records have 
been

[[Page 77737]]

reviewed, and the routine uses of this legacy system of records notice 
have been updated to better reflect the Department of Homeland Security 
and the United States Coast Guard's CGES and MWR Program record system. 
This new system will be included in the Department of Homeland 
Security's inventory of record 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 lawful 
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 each agency to publish in the Federal 
Register a description denoting the type and character of each system 
of records that the agency maintains, and the routine uses that are 
contained in each system in order to make agency record keeping 
practices transparent, to notify individuals regarding the uses to 
which their records are put, and to assist individuals to more easily 
find such files within the agency. Below is the description of the CGES 
and MWR Program System of Records.
    In accordance with 5 U.S.C. 552a(r), DHS has provided a report of 
this new system of records to the Office of Management and Budget and 
to Congress.

SYSTEM OF RECORDS:
    DHS/USCG-018.

SYSTEM NAME:
    United States Coast Guard Coast Guard--018 Exchange System (CGES) 
and Morale, Well-being and Recreation (MWR) Program.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the United States Coast Guard 
Headquarters in Washington, DC and field offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Categories of individuals covered by this system Include eligible 
patrons of CGES and MWR including active duty members and their 
dependents, members of the reserves and their dependents, military 
cadets of Services academies and their families, commissioned officers 
of the Public Health Service, and their dependents, commissioned 
officers of the National Oceanic and Atmospheric Administration on 
active duty, armed forces retirees from active duty and their 
dependents, armed forces retires from the reserves with/without pay and 
their dependents, honorably discharged veterans with 100 percent 
service-connected disability and their dependents, Medal of Honor 
recipients and their dependents, former spouses who have not remarried, 
but were married to a military member for at least 20 years while the 
military member was on active duty of the armed forces and their 
dependents, orphans of a military member when not adopted by new 
parents under 21 years old or 23 years old if they are in full-time 
study, DHS and DoD civilian employees and their dependents, other U.S. 
Federal employees, medical personnel under contract to the Coast Guard 
or DoD, when residing on an installation, military personnel of foreign 
nations and their dependents when on orders from the U.S. Armed Forces, 
paid members of the American Red Cross, Young Men's Christian 
Association, United Services Organization and other private 
organizations when assigned to and serving with the U.S. Armed Forces, 
DHS/DoD contract personnel, Reserve Officers Training Corps cadets, 
former prisoners of war and spouses of current POWs or service members 
missing in action and their family members, nonappropriated and 
appropriated funded foreign nationals, and other civilian members as 
authorized.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in this system include:
     Individual's name;
     Payroll and personnel records;
     Accounting records for MWR loans;
     Listing of bad checks;
     Job applications;
     Correspondence regarding use of CGES and MWR programs and 
facilities;
     Membership applications as applicable for the use of any 
facilities;
     Investigatory reports involving damage to facilities or 
abuse of privileges to utilize facilities; and
     Financial accounting documentation supporting sales, 
accounts payable, accounts receivable as examples for the CGES/MWR 
program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 5 U.S.C. 2105; 10 U.S.C. 1146, 1587; 14 U.S.C. 632; 
the Federal Records Act, 44 U.S.C. 3101.

PURPOSE(S):
    The purpose of this system to administer programs that provide for 
the mission readiness and retention of Coast Guard personnel and other 
authorized users; to document the approval and conduct of specifics 
contests, shows, entertainment programs, sports activities/
competitions, and other MWR-type activities and events sponsored or 
sanctioned by the Coast Guard. Information is used for registration; 
reservations; track participation; pass management; report attendance; 
record sales transactions; maintain billing for individuals; collect 
payments; collect and report time and attendance of employees; process 
credit cards, personal checks, and debt cards; create and manage 
budgets; order and receive supplies and services; provide child care 
services reports; track inventory, and issue catered event contracts. 
Information will be used to market and promote similar MWR-type 
activities conducted by Services' MWR programs, to provide a means of 
paying, recording, accounting, reporting, and controlling expenditures 
and merchandise inventories associated with retail operations, rentals, 
and activities such as bingo games.

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 of 
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 or other Federal agency conducting 
litigation or in proceedings before any court, adjudicative or 
administrative body, when:
    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 DOJ or 
DHS has agreed to represent the employee; or

[[Page 77738]]

    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 
maintained by DHS or another agency or entity) or harm to the 
individual that rely 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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:
    Records may be retrieved alphabetically by name.

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:
    Letters of authorization for Coast Guard MWR/CGES activities are 
destroyed 3 years after disestablishment of the activity. Records and 
supporting documents for administration of Coast Guard MWR/CGES 
activities including bank statements, check registers, cash books, 
cancelled checks, property and stock records, expenditure vouchers, 
purchase orders, vendors' invoices, payroll and personnel records, 
daily activity records, guest registration cards, food and beverage 
cost control sheets, petty cash vouchers, reports and related papers 
are destroyed 6 years and 3 months after the period covered by the 
account. Credit cards receipts are destroyed in accordance with 
retention requirements issued by the card processing agency and ranges 
from 6 months to 2 years. GRS 2, item 1-31.

SYSTEM MANAGER AND ADDRESS:
    Commandant, CG-1, Assistant Commandant for Human Resources, United 
States Coast Guard Headquarters, 2100 2nd Street, SW., Washington, DC 
20593-0001.

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 Commandant, CG-1, Assistant 
Commandant for Human Resources, United States Coast Guard Headquarters, 
2100 2nd Street, SW., Washington, DC 20593-0001.
    When seeking records about yourself from this system of records or 
any other USCG 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. In addition 
you should provide the following:
     An explanation of why you believe the Department would 
have information on you,
     Specify when you believe the records would have been 
created,
     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 USCG will 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:
    Individual record subject, previous employees, employment agencies, 
civilian and military investigative reports, and general 
correspondence.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

    Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of Homeland Security.
 [FR Doc. E8-29783 Filed 12-18-08; 8:45 am]
BILLING CODE 4410-10-P