Privacy Act of 1974; Federal Emergency Management Agency-006 Citizen Corps Database System of Records, 77785-77788 [E8-29809]
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Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
NOTIFICATION PROCEDURE:
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
electronically on magnetic disc, tape,
digital media, and CD–ROM.
RETRIEVABILITY:
Individual’s name, social security
number, types of incidents, employee
identification number.
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 and/or paper
files 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. Those
individuals routinely granted full access
are Family Advocacy Program staff.
When appropriate, those individuals
may share information with persons
outside the Family Advocacy Program,
which is generally limited to a summary
of the incident; names of individuals
involved, when appropriate; and
overview of assessment, disposition and
treatment recommendations.
RETENTION AND DISPOSAL:
Records are maintained at the
servicing Work-Life Office until the case
is closed or the service member is
separated from the Coast Guard. Upon
closure of the case or separation of the
sponsor, the paper record will be
transferred to Commandant, CG–1112,
or retained at the servicing Work-Life
Office. The record is retained for five
years from case closure or last date of
action. At the end of five years the
record is destroyed, except for
information concerning certain minor
USCG dependents who are victims of
child abuse, neglect, or sexual abuse.
These records are retained until the
dependent turns 18 years-old. (AUTH:
N1–26–05–8, Items, 1, 2, 3)
SYSTEM MANAGER AND ADDRESS:
Commandant, CG–111, Office of
Work-Life-WP, Director, Personnel
Management Directorate, United States
Coast Guard Headquarters, 2100 2nd
Street, SW., Washington, DC 20593–
0001.
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17:29 Dec 18, 2008
Jkt 217001
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–
111, Office of Work-Life G–WP,
Director, Personnel Management
Directorate, 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 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:
Reports from medical personnel,
educational institutions, law
enforcement agencies, public and
private health and welfare agencies,
USCG personnel and private
individuals.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
The Secretary of Homeland Security
has exempted this system from
subsections (c)(3), (d), (e)(1), (e)(4)(G),
(e)(4)(H), (e)(4)(I), and (f) of the Privacy
Act pursuant to 5 U.S.C. 552a(k)(2).
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77785
Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–29808 Filed 12–18–08; 8:45 am]
BILLING CODE 4410–10–P
DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0128]
Privacy Act of 1974; Federal
Emergency Management Agency—006
Citizen Corps Database System of
Records
Privacy Office; DHS.
Notice of Privacy Act system of
AGENCY:
ACTION:
records.
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 FEMA/VOL–1 Citizen Corps
Database (April 29, 2002) as a
Department of Homeland Security
system of records notice titled, Federal
Emergency Management Agency—006
Citizen Corps Database. 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’s Federal
Emergency Management Agency Citizen
Corps Database. The Citizen Corps,
through its internet site at https://
www.citizencorps.gov, allows
individuals to indicate their interest in
specific voluntary programs.
Information concerning those desired
activities is then disseminated by DHS/
FEMA to the appropriate organization
for further processing or response. The
Citizen Corps coordinates efforts among
several organizations, including the
Community Emergency Response Teams
(CERT), the Fire Corps, the Office of the
Civilian Volunteer Medical Reserve
Corps (MRC), the National
Neighborhood Watch Program, the
Volunteers in Police Service (VIPS), the
Operation Terrorism Information and
Prevention System (TIPS), the
Corporation for National and
Community Service (CNCS), and the
Citizen Corps Council. In addition,
these entities may express an interest in
sharing their respective contact and
similar information with other
participants in these programs. This
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Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices
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–
2008–0128 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:
Federal Emergency Management Agency
Privacy Officer, Federal Emergency
Management Agency. For privacy issues
please contact: Hugo Teufel III (703–
235–0780), Chief Privacy Officer,
Privacy Office, U.S. 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)/Federal Emergency Management
Agency (FEMA) have relied on
preexisting Privacy Act systems of
records notices for the collection and
maintenance of records that concern the
DHS/FEMA Citizen Corps.
As part of its efforts to streamline and
consolidate its record systems, DHS is
updating and reissuing a system of
records under the Privacy Act (5 U.S.C.
552a) that deals with the DHS/FEMA
Citizen Corps. This record system will
allow DHS/FEMA to collect and
maintain records regarding individuals
who express an interest in the Citizen
Corps programs and activities, which
include the Community Emergency
Response Teams (CERT), the Fire Corps,
the Office of the Civilian Volunteer
Medical Reserve Corps (MRC), the
National Neighborhood Watch Program,
the Volunteers in Police Service (VIPS),
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17:29 Dec 18, 2008
Jkt 217001
the Operation Terrorism Information
and Prevention System (TIPS), the
Corporation for National and
Community Service (CNCS), and the
Citizen Corps Council. The collection
and maintenance of this information
will assist DHS/FEMA in recording
individuals who express interest in
Citizen Corps programs and activities.
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
FEMA/VOL–1 Citizen Corps Database
(67 FR 30685, April 29, 2002) as a DHS
system of records notice titled, DHS/
FEMA—006 Citizen Corps Database.
Categories of individuals and categories
of records have been reviewed, and the
routine uses of this legacy system of
records notice have been updated to
better reflect DHS/FEMA’s Citizen
Corps Database. The Citizen Corps,
through its internet site at https://
www.citizencorps.gov, allows
individuals to indicate their interest in
specific voluntary programs.
Information concerning those desired
activities is then disseminated by DHS/
FEMA to the appropriate organization
for further processing or response. The
Citizen Corps coordinates efforts among
several organizations, including the
Community Emergency Response Teams
(CERT), the Fire Corps, the Office of the
Civilian Volunteer Medical Reserve
Corps (MRC), the National
Neighborhood Watch Program, the
Volunteers in Police Service (VIPS), the
Operation Terrorism Information and
Prevention System (TIPS), the
Corporation for National and
Community Service (CNCS), and the
Citizen Corps Council. In addition,
these entities may express an interest in
sharing their respective contact and
similar information with other
participants in these programs. This
new system will be included in the
DHS’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
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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 of their
records, and to assist individuals to
more easily find such files within the
agency. Below is the description of the
Citizen Corps Database System of
Records.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this
updated system of records to the Office
of Management and Budget and to
Congress.
System of Records
DHS/FEMA–006
SYSTEM NAME:
Federal Emergency Management
Agency—006 Citizen Corps Database.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are maintained at the Federal
Emergency Management Agency
Headquarters in Washington, DC and
field offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Categories of individuals covered by
this system include individuals who
express an interest in Citizen Corps
programs or activities supporting State
and Local governments which include
the Community Emergency Response
Teams (CERT), the Fire Corps, the Office
of the Civilian Volunteer Medical
Reserve Corps (MRC), the National
Neighborhood Watch Program, the
Volunteers in Police Service (VIPS), the
Operation Terrorism Information and
Prevention System (TIPS), the
Corporation for National and
Community Service (CNCS), and the
Citizen Corps Council. Additionally,
various State and Local Government
Officials are covered by this system.
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Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices
CATEGORIES OF RECORDS IN THE SYSTEM:
Categories of records in this system
include:
• Individual’s name;
• Mailing address;
• E-mail address;
• Phone number;
• Volunteer program area and type of
interest;
• Date of expression of interest; and
• Emergency preparedness training
information, such as; courses taken and
dates of courses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act, 44 U.S.C. 3101;
Section 2, Executive Order 13254,
January, 29, 2002; 1998 Appropriations
Act (Pub, L, 105–119); and the
Homeland Security Act of 2002 (Pub. L.
107–296, Section 224.). Fiscal Year 2008
Consolidated Appropriations Act (Pub.
L. 110–161).
PURPOSE(S):
The Citizen Corps, through its
internet site at https://
www.citizencorps.gov, allows
individuals to indicate their interest in
specific voluntary programs.
Information concerning those desired
activities is then disseminated by DHS/
FEMA to the appropriate organization
for further processing or response. The
Citizen Corps coordinates efforts among
several organizations, including the
Community Emergency Response Teams
(CERT), the Fire Corps, the Office of the
Civilian Volunteer Medical Reserve
Corps (MRC), the National
Neighborhood Watch Program, the
Volunteers in Police Service (VIPS), the
Operation Terrorism Information and
Prevention System (TIPS), the
Corporation for National and
Community Service (CNCS), and the
Citizen Corps Council. In addition,
these entities may express an interest in
sharing their respective contact and
similar information with other
participants in these programs.
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 it is necessary to the
litigation and one of the following is a
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17:29 Dec 18, 2008
Jkt 217001
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 DOJ 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
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
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77787
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 the USA Freedom Corps,
Executive Office of the President.
I. To organizations or activities
participating in the Citizen Corps
Program if an individual has
volunteered to assist this specific type
of organization or activity.
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 by
individual’s name, mailing address, email address, or volunteer program(s) in
which the respondent indicates an
interest.
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:
Routine correspondence with
governors, mayors, and other State and
local officials, as well as private citizens
relating to FEMA programs will be
destroyed when no longer needed in
accordance with FEMA Records
Schedule N1–311–86–1, Item 1B4.
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Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices
Records relating to establishment,
organization, membership, and policy of
external committees that are sponsored
by FEMA, but have a membership
including representatives from other
Federal agencies, States, local
governments, and/or public citizens are
permanent and will be maintained in
accordance with FEMA Records
Schedule N1–311–97–2, Item 1.
SYSTEM MANAGER AND ADDRESS:
Director, Office of Grants and
Training, Federal Emergency
Management Agency, 810 Seventh
Street, NW., Washington, DC 20531.
RECORD ACCESS PROCEDURES:
See ‘‘Notification procedure’’ above.
CONTESTING RECORD PROCEDURES:
See ‘‘Notification procedure’’ above.
Jkt 217001
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–29809 Filed 12–18–08; 8:45 am]
DEPARTMENT OF HOMELAND
SECURITY
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 FEMA’s FOIA
Officer, 500 C Street, SW., Attn: FOIA
Coordinator, Washington, DC 20472.
When seeking records about yourself
from this system of records or any other
FEMA 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
FEMA 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.
17:29 Dec 18, 2008
Records are generated by the
individual and by DHS/FEMA based on
individual’s responses submitted via the
Citizen Corps Web site.
BILLING CODE 4410–10–P
NOTIFICATION PROCEDURE:
VerDate Aug<31>2005
RECORD SOURCE CATEGORIES:
Office of the Secretary
[Docket No. DHS–2008–0138]
Privacy Act of 1974; United States
Coast Guard–016 Adjudication and
Settlement of Claims System of
Records
Privacy Office; DHS.
Notice of Privacy Act system of
AGENCY:
ACTION:
records.
SUMMARY: In accordance with the
Privacy Act of 1974, the Department of
Homeland Security is giving notice that
it proposes to issue DHS/USCG–016
Adjudication and Settlement of Claims
System system of records notice. This
system of record was covered previously
by the DOT/CG 526 Adjudication and
Settlement of Claims System, but was
inadvertently retired in the Federal
Register on October 7, 2008. 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 United
States Coast Guard’s adjudication and
settlement of claims 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.
This new system will be effective
January 20, 2009.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2008–0138 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
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Fmt 4703
Sfmt 4703
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, U.S. 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 adjudication and
settlement of claims concerning the
amounts of pay received by United
States Cost Guard (USCG) military
personnel.
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
adjudication and settlement of claims
concerning the amounts of pay received
by USCG military personnel. This
record system will allow DHS/USCG to
collect and preserve the records
regarding military personnel salary
claims. The collection and maintenance
of this information will assist DHS/
USCG in meeting its obligation to
adjudicate and settle salary claims
received by USCG military personnel.
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 526 Adjudication and
Settlement of Claims System (65 FR
19476, 4/11/2000) as a DHS/USCG
system of records notice titled,
Adjudication and Settlement of Claims
System. This system of records was
covered previously by the DOT/CG,
Adjudication and Settlement of Claims
System, but was inadvertently retired in
the Federal Register on October 7, 2008.
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]]>Agencies
[Federal Register Volume 73, Number 245 (Friday, December 19, 2008)]
[Notices]
[Pages 77785-77788]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-29809]
-----------------------------------------------------------------------
DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary
[Docket No. DHS-2008-0128]
Privacy Act of 1974; Federal Emergency Management Agency--006
Citizen Corps Database System of Records
AGENCY: Privacy Office; DHS.
ACTION: Notice of Privacy Act system of records.
-----------------------------------------------------------------------
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 FEMA/VOL-1 Citizen Corps Database (April 29, 2002)
as a Department of Homeland Security system of records notice titled,
Federal Emergency Management Agency--006 Citizen Corps Database.
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's Federal
Emergency Management Agency Citizen Corps Database. The Citizen Corps,
through its internet site at https://www.citizencorps.gov, allows
individuals to indicate their interest in specific voluntary programs.
Information concerning those desired activities is then disseminated by
DHS/FEMA to the appropriate organization for further processing or
response. The Citizen Corps coordinates efforts among several
organizations, including the Community Emergency Response Teams (CERT),
the Fire Corps, the Office of the Civilian Volunteer Medical Reserve
Corps (MRC), the National Neighborhood Watch Program, the Volunteers in
Police Service (VIPS), the Operation Terrorism Information and
Prevention System (TIPS), the Corporation for National and Community
Service (CNCS), and the Citizen Corps Council. In addition, these
entities may express an interest in sharing their respective contact
and similar information with other participants in these programs. This
[[Page 77786]]
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-
2008-0128 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:
Federal Emergency Management Agency Privacy Officer, Federal Emergency
Management Agency. For privacy issues please contact: Hugo Teufel III
(703-235-0780), Chief Privacy Officer, Privacy Office, U.S. 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)/Federal Emergency
Management Agency (FEMA) have relied on preexisting Privacy Act systems
of records notices for the collection and maintenance of records that
concern the DHS/FEMA Citizen Corps.
As part of its efforts to streamline and consolidate its record
systems, DHS is updating and reissuing a system of records under the
Privacy Act (5 U.S.C. 552a) that deals with the DHS/FEMA Citizen Corps.
This record system will allow DHS/FEMA to collect and maintain records
regarding individuals who express an interest in the Citizen Corps
programs and activities, which include the Community Emergency Response
Teams (CERT), the Fire Corps, the Office of the Civilian Volunteer
Medical Reserve Corps (MRC), the National Neighborhood Watch Program,
the Volunteers in Police Service (VIPS), the Operation Terrorism
Information and Prevention System (TIPS), the Corporation for National
and Community Service (CNCS), and the Citizen Corps Council. The
collection and maintenance of this information will assist DHS/FEMA in
recording individuals who express interest in Citizen Corps programs
and activities.
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 FEMA/VOL-1 Citizen Corps Database (67 FR
30685, April 29, 2002) as a DHS system of records notice titled, DHS/
FEMA--006 Citizen Corps Database. Categories of individuals and
categories of records have been reviewed, and the routine uses of this
legacy system of records notice have been updated to better reflect
DHS/FEMA's Citizen Corps Database. The Citizen Corps, through its
internet site at https://www.citizencorps.gov, allows individuals to
indicate their interest in specific voluntary programs. Information
concerning those desired activities is then disseminated by DHS/FEMA to
the appropriate organization for further processing or response. The
Citizen Corps coordinates efforts among several organizations,
including the Community Emergency Response Teams (CERT), the Fire
Corps, the Office of the Civilian Volunteer Medical Reserve Corps
(MRC), the National Neighborhood Watch Program, the Volunteers in
Police Service (VIPS), the Operation Terrorism Information and
Prevention System (TIPS), the Corporation for National and Community
Service (CNCS), and the Citizen Corps Council. In addition, these
entities may express an interest in sharing their respective contact
and similar information with other participants in these programs. This
new system will be included in the DHS'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 of
their records, and to assist individuals to more easily find such files
within the agency. Below is the description of the Citizen Corps
Database System of Records.
In accordance with 5 U.S.C. 552a(r), DHS has provided a report of
this updated system of records to the Office of Management and Budget
and to Congress.
System of Records
DHS/FEMA-006
System name:
Federal Emergency Management Agency--006 Citizen Corps Database.
Security classification:
Unclassified.
System location:
Records are maintained at the Federal Emergency Management Agency
Headquarters in Washington, DC and field offices.
Categories of individuals covered by the system:
Categories of individuals covered by this system include
individuals who express an interest in Citizen Corps programs or
activities supporting State and Local governments which include the
Community Emergency Response Teams (CERT), the Fire Corps, the Office
of the Civilian Volunteer Medical Reserve Corps (MRC), the National
Neighborhood Watch Program, the Volunteers in Police Service (VIPS),
the Operation Terrorism Information and Prevention System (TIPS), the
Corporation for National and Community Service (CNCS), and the Citizen
Corps Council. Additionally, various State and Local Government
Officials are covered by this system.
[[Page 77787]]
Categories of records in the system:
Categories of records in this system include:
Individual's name;
Mailing address;
E-mail address;
Phone number;
Volunteer program area and type of interest;
Date of expression of interest; and
Emergency preparedness training information, such as;
courses taken and dates of courses.
Authority for maintenance of the system:
Federal Records Act, 44 U.S.C. 3101; Section 2, Executive Order
13254, January, 29, 2002; 1998 Appropriations Act (Pub, L, 105-119);
and the Homeland Security Act of 2002 (Pub. L. 107-296, Section 224.).
Fiscal Year 2008 Consolidated Appropriations Act (Pub. L. 110-161).
Purpose(s):
The Citizen Corps, through its internet site at https://
www.citizencorps.gov, allows individuals to indicate their interest in
specific voluntary programs. Information concerning those desired
activities is then disseminated by DHS/FEMA to the appropriate
organization for further processing or response. The Citizen Corps
coordinates efforts among several organizations, including the
Community Emergency Response Teams (CERT), the Fire Corps, the Office
of the Civilian Volunteer Medical Reserve Corps (MRC), the National
Neighborhood Watch Program, the Volunteers in Police Service (VIPS),
the Operation Terrorism Information and Prevention System (TIPS), the
Corporation for National and Community Service (CNCS), and the Citizen
Corps Council. In addition, these entities may express an interest in
sharing their respective contact and similar information with other
participants in these programs.
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 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 DOJ 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
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 the USA Freedom Corps, Executive Office of the President.
I. To organizations or activities participating in the Citizen
Corps Program if an individual has volunteered to assist this specific
type of organization or activity.
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 by individual's name, mailing address, e-
mail address, or volunteer program(s) in which the respondent indicates
an interest.
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:
Routine correspondence with governors, mayors, and other State and
local officials, as well as private citizens relating to FEMA programs
will be destroyed when no longer needed in accordance with FEMA Records
Schedule N1-311-86-1, Item 1B4.
[[Page 77788]]
Records relating to establishment, organization, membership, and policy
of external committees that are sponsored by FEMA, but have a
membership including representatives from other Federal agencies,
States, local governments, and/or public citizens are permanent and
will be maintained in accordance with FEMA Records Schedule N1-311-97-
2, Item 1.
System Manager and address:
Director, Office of Grants and Training, Federal Emergency
Management Agency, 810 Seventh Street, NW., Washington, DC 20531.
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 FEMA's FOIA Officer, 500 C Street,
SW., Attn: FOIA Coordinator, Washington, DC 20472.
When seeking records about yourself from this system of records or
any other FEMA 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 FEMA 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:
Records are generated by the individual and by DHS/FEMA based on
individual's responses submitted via the Citizen Corps Web site.
Exemptions claimed for the system:
None.
Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. E8-29809 Filed 12-18-08; 8:45 am]
BILLING CODE 4410-10-P
