Privacy Act of 1974; Department of Homeland Security United States Coast Guard-024 Auxiliary Database System of Records, 28795-28798 [2011-12029]
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Federal Register / Vol. 76, No. 96 / Wednesday, May 18, 2011 / Notices
Name of Committee: National Institute on
Aging Special Emphasis Panel, Longevity
Consortium.
Date: June 9, 2011.
Time: 1 p.m. to 4 p.m.
Agenda: To review and evaluate grant
applications.
Place: National Institute on Aging,
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Contact Person: Elaine Lewis, PhD
Scientific Review Officer, Scientific Review
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Date: July 7, 2011.
Time: 12 p.m. to 4 p.m.
Agenda: To review and evaluate grant
applications.
Place: National Institute on Aging,
Gateway Building, 7201 Wisconsin Avenue,
Suite 2C212, Bethesda, MD 20892,
(Telephone Conference Call).
Contact Person: Elaine Lewis, PhD,
Scientific Review Officer, Scientific Review
Branch, National Institute on Aging, Gateway
Building, Suite 2C212, MSC–9205, 7201
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(Catalogue of Federal Domestic Assistance
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Dated: May 12, 2011.
Jennifer S. Spaeth,
Director, Office of Federal Advisory
Committee Policy.
[FR Doc. 2011–12266 Filed 5–17–11; 8:45 am]
BILLING CODE 4140–01–P
DEPARTMENT OF HEALTH AND
HUMAN SERVICES
National Institutes of Health
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National Institute of Biomedical
Imaging and Bioengineering; Notice of
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Pursuant to section 10(d) of the
Federal Advisory Committee Act, as
amended (5 U.S.C. App.), notice is
hereby given of the following meeting.
The meeting will be closed to the
public in accordance with the
provisions set forth in sections
552b(c)(4) and 552b(c)(6), Title 5 U.S.C.,
as amended. The grant applications and
the discussions could disclose
confidential trade secrets or commercial
property such as patentable material,
and personal information concerning
individuals associated with the grant
applications, the disclosure of which
would constitute a clearly unwarranted
invasion of personal privacy.
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Name of Committee: National Institute of
Biomedical Imaging and Bioengineering
Special Emphasis Panel; Development of
Dose-Optimized CT Imaging Protocols (2011/
10).
Date: June 17, 2011.
Time: 12 p.m. to 5 p.m.
Agenda: To review and evaluate grant
applications.
Place: National Institutes of Health, Two
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Contact Person: John K. Hayes, PhD,
Scientific Review Officer, 6707 Democracy
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301–451–3398, hayesj@mail.nih.gov.
Dated: May 12, 2011.
Jennifer S. Spaeth,
Director, Office of Federal Advisory
Committee Policy.
[FR Doc. 2011–12230 Filed 5–17–11; 8:45 am]
BILLING CODE 4140–01–P
28795
Dated: May 12, 2011.
Jennifer S. Spaeth,
Director, Office of Federal Advisory
Committee Policy.
[FR Doc. 2011–12229 Filed 5–17–11; 8:45 am]
BILLING CODE 4140–01–P
DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2011–0035]
Privacy Act of 1974; Department of
Homeland Security United States
Coast Guard–024 Auxiliary Database
System of Records
Privacy Office, DHS.
Notice of Privacy Act system of
AGENCY:
ACTION:
records.
In accordance with the
Privacy Act of 1974, the Department of
Homeland Security proposes to update
and reissue an existing Department of
Homeland Security system of records
titled, ‘‘Department of Homeland
Security/United States Coast Guard–024
Auxiliary Database (AUXDATA) System
of Records.’’ This system of records will
allow the Department of Homeland
Security/United States Coast Guard to
track and report contact, activity,
performance, and achievement
information about the members of its
volunteer workforce element, the United
States Coast Guard Auxiliary. As a
result of the biennial review of this
system, records have been updated in
the ‘‘Retention and Disposal’’ category to
reflect the specific retention schedules
for personal information, Auxiliary
qualifications information, Auxiliary
activities information, information on
facilities, and Auxiliarists. This updated
system will be included in the
Department of Homeland Security’s
inventory of record system.
DATES: Submit comments on or before
June 17, 2011. This system will be
effective
SUMMARY:
DEPARTMENT OF HEALTH AND
HUMAN SERVICES
National Institutes of Health
National Center on Minority and Health
Disparities; Notice of Closed Meeting
Pursuant to section 10(d) of the
Federal Advisory Committee Act, as
amended (5 U.S.C. App.), notice is
hereby given of the following meeting.
The meeting will be closed to the
public in accordance with the
provisions set forth in sections
552b(c)(4) and 552b(c)(6), Title 5 U.S.C.,
as amended. The grant applications and
the discussions could disclose
confidential trade secrets or commercial
property such as patentable materials,
and personal information concerning
individuals associated with the grant
applications, the disclosure of which
would constitute a clearly unwarranted
invasion of personal privacy.
Name of Committee: National Center on
Minority Health and Health Disparities
Special Emphasis Panel; R25 Grant Review.
Date: May 23–24, 2011.
Time: 8 a.m. to 5 p.m.
Agenda: To review and evaluate grant
applications.
Place: Bethesda Marriott Suites, 6711
Democracy Boulevard, Bethesda, MD 20817.
Contact Person: Robert Nettey, MD, Chef,
Scientific Review Officer, National Institute
on Minority Health and Health Disparities,
6707 Democracy Boulevard, Suite 800,
Bethesda, MD 20892, (301) 496–3996,
netteyr@mail.nih.gov.
This notice is being published less than 15
days prior to the meeting due to the timing
limitations imposed by the review and
funding cycle.
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You may submit comments,
identified by docket number DHS–
2011–0035 by one of the following
methods:
• Federal e-Rulemaking Portal:
https://www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 703–483–2999.
• Mail: Mary Ellen Callahan, 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.
ADDRESSES:
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All comments received will be posted
without change to 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: Eileen
Yenikaliotis (202–475–3515), Privacy
Officer, United States Coast Guard, 2100
2nd Street, SW., Washington, DC 20593.
For privacy issues please contact: Mary
Ellen Callahan (703–235–0780), Chief
Privacy Officer, Privacy Office, U.S.
Department of Homeland Security,
Washington, DC 20528.
SUPPLEMENTARY INFORMATION:
I. Background
In accordance with the Privacy Act of
1974, 5 U.S.C.§ 552a the Department of
Homeland Security (DHS) United States
Coast Guard (USCG) proposes to update
and reissue an existing DHS system of
records titled, ‘‘DHS/USCG–024
Auxiliary Database (AUXDATA) System
of Records.’’
The AUXDATA system is the USCG’s
information system that tracks and
reports contact, activity, performance,
and achievement information about the
members of its volunteer workforce
element, the USCG Auxiliary. To
become an Auxiliarist, an individual
must be at least 17 years of age, be a
U.S. citizen, and successfully complete
an enrollment process that includes a
background check conducted through
the Coast Guard Security Center
(SECCEN) and the Office of Personnel
Management (OPM). Vessel ownership,
aircraft ownership, radio station
ownership, or special skills are
desirable, but not mandatory. When an
applicant’s Auxiliary enrollment
package is forwarded to the Coast Guard
District Director of Auxiliary office, the
information about the applicant is
entered into the AUXDATA system.
This places the applicant in an
Auxiliary membership status of
‘‘Approval Pending’’ until the
completion of the required background
check. During this time, the applicant is
issued an Employee Identification
number and identified as an Auxiliarist
with a membership status prior to the
completion of the background check.
The applicant can begin participating in
training, Auxiliary activities, and get
limited credit for the participation until
the completion of the background
check. The majority of applicants
ultimately receive favorable background
check results and their membership
status is changed to ‘‘Initially Qualified’’
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or ‘‘Basically Qualified’’ in AUXDATA
depending upon their personal training
history. If an applicant receives an
unfavorable background check, the
individual is disenrolled from the
Auxiliary. The handling and retention
of applicant information in AUXDATA
is the same regardless of the duration of
the membership and is archived until
the record is destroyed/deleted 30 years
after disenrollment.
As a result of the biennial review of
this system, the ‘‘Retention and
disposal’’ category has been amended as
follows:
Information collected by AUXDATA
is stored for a minimum of five years
after the record is created, then retained
and destroyed in accordance with USCG
Commandant Instruction M5212.12
(series), Information and Life Cycle
Management Manual, approved by the
National Archives and Records
Administration (NARA).
• Personal information (name,
employee identification number,
address, birth date, phone number) is
destroyed/deleted 30 years after
disenrollment or death of a member.
(AUTH: N1–26–05–10)
• Item 2a Information on facilities
(boats, radio stations or aircraft owned
by Auxiliarists as well as facility
identification numbers (e.g. boat license
number) destroy/delete data 5 years
after facility becomes inactive or is
withdrawn from service. (AUTH: N1–
26–05–10) Item 2c(1)
• Item 2b Auxiliary qualifications
information (formal designations in
program disciplines that result from
successful completion of training
regimens, for example: Class instructor,
vessel examiner, boat coxswain, and
certifications and licenses); Training
Management Tool destroy/delete data
30 years after disenrollment or death of
a member. (AUTH: N1–26–05–10)
• Item 2d Auxiliary activities
information (patrols conducted, classes
taught); destroy/delete data when no
longer needed for administrative use or
5 years after final action is completed.
(AUTH: N1–26–05–10)
Consistent with DHS’ information
sharing mission, information stored in
the DHS/USCG Auxiliary Database
(AUXDATA) System of Records may be
shared with other DHS components, as
well as appropriate federal, state, local,
tribal, territorial foreign, or international
government agencies. This sharing will
only occur after DHS determines that
the receiving component or agency has
a need to know the information to carry
out national security, law enforcement,
immigration, intelligence, or other
functions consistent with the routine
uses set forth in this system of records
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notice. This updated system will be
included in DHS’ inventory of record
systems.
II. Privacy Act
The Privacy Act embodies fair
information practice principles in a
statutory framework governing the
means by which the U.S. 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 U.S.
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. Below is the
description of the DHS/USCG–024
Auxiliary Database 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–024
SYSTEM NAME:
United States Coast Guard Auxiliary
Database (AUXDATA).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are maintained at the USCG
Headquarters in Washington, DC, the
USCG Operations Systems Center in
Martinsburg, WV, and field offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
As of January 2011, the Auxiliary had
approximately 30,400 members in active
status and approximately 7,000
members in retired status (i.e., members
who have 15 years of recorded Auxiliary
membership but no longer desire to
engage in Auxiliary activities).
Categories of individuals covered by
this system include all current and
former USCG Auxiliarists, the volunteer
workforce element of the USCG. This
includes applicants who have submitted
requisite information to the USCG as
part of the enrollment process. The
enrollment process entails submission
of this information, verification of
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proper age and U.S. citizenship, and
completion of a background check
conducted through the Coast Guard
Security Center (SECCEN) and the
Office of Personnel Management (OPM).
Auxiliary enrollment ends upon
disenrollment, retirement, or death. An
Auxiliarist’s AUXDATA records are
archived upon the end of their
enrollment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Categories of records in this system
include:
• Personal information (name,
employee identification number,
address, birth date, phone number);
• Auxiliary qualifications
information (formal designations in
program disciplines that result from
successful completion of training
regimens, for example: class instructor,
vessel examiner, boat coxswain, and
certifications and licenses);
• Auxiliary activities information
(patrols conducted, classes taught); and
• Information on facilities (boats,
radio stations or aircraft-owned by
Auxiliarists as well as facility
identification numbers (e.g. boat license
number).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; The Federal Records
Act, 44 U.S.C. 3101; 14 U.S.C. 632, 830,
and 831; COMDTINST M16790.1
(series).
PURPOSE(S):
This system is the primary
information management tool for the
USCG Auxiliary program. As the
repository for personal and activity data
for Auxiliarists and the units they
comprise, AUXDATA is routinely used
at local, regional, and national USCG
levels to measure and monitor the levels
of support that the Auxiliary provides to
USCG missions and to recognize
Auxiliarists for their service. It also
provides an inventory of Auxiliary
surface, air, and radio facilities that are
offered to and accepted for use by the
USCG.
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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
(including United States Attorney
Offices) or other Federal agency
conducting litigation or in proceedings
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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
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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
tape at the USCG Operations Systems
Center in Martinsburg, WV.
RETRIEVABILITY:
Information may be retrieved by an
individual’s name and employee
identification number (EMPLID).
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:
Information collected by AUXDATA
is stored for a minimum of five years
after the record is created, then retained
and destroyed in accordance with Coast
Guard Commandant Instruction
M5212.12 (series), Information and Life
Cycle Management Manual, approved
by the National Archives and Records
Administration (NARA).
• Personal information (name,
employee identification number,
address, birth date, phone number) is
destroyed/deleted 30 years after
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disenrollment or death of a member.
(AUTH: N1–26–05–10)
• Item 2a Information on facilities
(boats, radio stations or aircraft-owned
by Auxiliarists as well as facility
identification numbers (e.g. boat license
number) destroy/delete data 5 years
after facility becomes inactive or is
withdrawn from service. (AUTH: N1–
26–05–10) Item 2c(1)
• Item 2b Auxiliary qualifications
information (formal designations in
program disciplines that result from
successful completion of training
regimens, for example: Class instructor,
vessel examiner, boat coxswain, and
certifications and licenses); Training
Management Tool Destroy/Delete data
30 years after disenrollment or death of
a member. (AUTH: N1–26–05–10)
• Item 2d Auxiliary activities
information (patrols conducted, classes
taught); Destroy/Delete data when no
longer needed for administrative use or
5 years after final action is completed.
(AUTH: N1–26–05–10)
United States Coast Guard, Office of
Command, Control, Communications,
Computers, and Sensors Capabilities
(CG–761), United States Coast Guard,
2100 2nd Street, SW., Washington, DC
20593–0001. United States Coast Guard,
Office of Auxiliary and Boating Safety
(CG–542), United States Coast Guard,
2100 2nd Street, SW., Washington, DC
20593–0001.
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RECORD ACCESS PROCEDURES:
FOR FURTHER INFORMATION CONTACT:
See ‘‘Notification procedure’’ above.
CONTESTING RECORD PROCEDURES:
RECORD SOURCE CATEGORIES:
Records are obtained from forms
completed by USCG Auxiliary members.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Dated: April 19, 2011.
Mary Ellen Callahan,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2011–12029 Filed 5–17–11; 8:45 am]
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 United States Coast
Guard, Office of Command, Control,
Communications, Computers, and
Sensors Capabilities (CG–761), United
States Coast Guard, 2100 2nd Street,
SW., Washington, DC 20593–0001.
United States Coast Guard, Office of
Auxiliary and Boating Safety (CG–542),
United States Coast Guard, 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.
16:31 May 17, 2011
To facilitate public participation, we
are inviting public comment on the
issues to be considered by the
committee and subcommittees. Written
comments must be identified by Docket
No. USCG–2011–0144 and submitted by
one of the following methods:
• Federal Rulemaking Portal: https://
www.regulations.gov. Follow the
instructions for submitting comments.
• E-mail: Michael.J.Harmon@uscg.mil
or Patrick.J.Mannion@uscg.mil. Include
the docket number in the subject line of
the message.
• Fax: 202–372–1926.
• Mail: U.S. Coast Guard
Headquarters, CG–5222; 2100 Second
Street, SW. Stop 7126; Washington, DC
20593–7126. We encourage use of
electronic submissions because security
screening may delay the delivery of
mail.
See ‘‘Notification procedure’’ above.
SYSTEM MANAGER AND ADDRESS:
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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.
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BILLING CODE 9110–04–P
DEPARTMENT OF HOMELAND
SECURITY
[Docket No. USCG–2011–0144]
Towing Safety Advisory Committee;
Meeting
Coast Guard, DHS.
Notice of Federal Advisory
Committee Meeting.
AGENCY:
ACTION:
The Towing Safety Advisory
Committee (TSAC) will meet June 16,
2011, in Memphis, Tennessee. This
meeting will be open to the public.
DATES: The Towing Safety Advisory
Committee will meet on Thursday, June
16, 2011, from 8 a.m. to 5 p.m. Please
note that the meeting may close early if
the committee has completed its
business. Written comments must be
submitted no later than June 8, 2011.
ADDRESSES: The meeting will be held at
The Crowne Plaza Memphis Downtown
Hotel, 300 North Second Street,
Memphis, Tennessee 38105. Hotel Web
site: https://www.cpmemphishotel.com/.
SUMMARY:
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Capt. Michael J. Harmon, ADFO, TSAC;
U.S. Coast Guard Headquarters, CG–
5222, Vessel & Facilities Operating
Standards Division; telephone (202)
372–1427, fax (202) 372–1926, or e-mail
at: michael.j.harmon@uscg.mil.
SUPPLEMENTARY INFORMATION: Notice of
this meeting is given under the Federal
Advisory Committee Act, 5 U.S.C. App.
(Pub. L. 92–463) as amended (FACA).
This Committee is established in
accordance with and operates under the
provisions of the FACA. It was
established under the authority of 33
U.S.C. 1231a and advises, consults with,
and makes recommendations reflecting
the Committee’s independent judgment
to the Secretary of the Department of
Homeland Security (DHS) on matters
relating to shallow-draft inland and
coastal waterway navigation and towing
safety. TSAC may complete specific
assignments such as studies, inquiries,
workshops, and fact finding in
consultation with individuals and
groups in the private sector and/or with
state and local government jurisdictions
in compliance with FACA.
Agenda for June 16, 2011
The agenda for the June 16, 2011
TSAC public meeting is as follows:
(1) Roll call of committee members
and determination of a quorum.
(2) Approval of minutes from the
October 26, 2010, meeting.
(3) Committee Administration:
a. Discussion of Committee By-Laws.
b. DFO announcements.
(4) Presentation and discussion of
reports and recommendations from the
subcommittees on:
a. Update on Commercial/
Recreational Boating Interface from
TSAC Acting Chairman.
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18MYN1
Agencies
[Federal Register Volume 76, Number 96 (Wednesday, May 18, 2011)]
[Notices]
[Pages 28795-28798]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-12029]
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DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary
[Docket No. DHS-2011-0035]
Privacy Act of 1974; Department of Homeland Security United
States Coast Guard-024 Auxiliary Database 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, the Department of
Homeland Security proposes to update and reissue an existing Department
of Homeland Security system of records titled, ``Department of Homeland
Security/United States Coast Guard-024 Auxiliary Database (AUXDATA)
System of Records.'' This system of records will allow the Department
of Homeland Security/United States Coast Guard to track and report
contact, activity, performance, and achievement information about the
members of its volunteer workforce element, the United States Coast
Guard Auxiliary. As a result of the biennial review of this system,
records have been updated in the ``Retention and Disposal'' category to
reflect the specific retention schedules for personal information,
Auxiliary qualifications information, Auxiliary activities information,
information on facilities, and Auxiliarists. This updated system will
be included in the Department of Homeland Security's inventory of
record system.
DATES: Submit comments on or before June 17, 2011. This system will be
effective
ADDRESSES: You may submit comments, identified by docket number DHS-
2011-0035 by one of the following methods:
Federal e-Rulemaking Portal: https://www.regulations.gov.
Follow the instructions for submitting comments.
Fax: 703-483-2999.
Mail: Mary Ellen Callahan, 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.
[[Page 28796]]
All comments received will be posted without change to 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:
Eileen Yenikaliotis (202-475-3515), Privacy Officer, United States
Coast Guard, 2100 2nd Street, SW., Washington, DC 20593. For privacy
issues please contact: Mary Ellen Callahan (703-235-0780), Chief
Privacy Officer, Privacy Office, U.S. Department of Homeland Security,
Washington, DC 20528.
SUPPLEMENTARY INFORMATION:
I. Background
In accordance with the Privacy Act of 1974, 5 U.S.C.Sec. 552a the
Department of Homeland Security (DHS) United States Coast Guard (USCG)
proposes to update and reissue an existing DHS system of records
titled, ``DHS/USCG-024 Auxiliary Database (AUXDATA) System of
Records.''
The AUXDATA system is the USCG's information system that tracks and
reports contact, activity, performance, and achievement information
about the members of its volunteer workforce element, the USCG
Auxiliary. To become an Auxiliarist, an individual must be at least 17
years of age, be a U.S. citizen, and successfully complete an
enrollment process that includes a background check conducted through
the Coast Guard Security Center (SECCEN) and the Office of Personnel
Management (OPM). Vessel ownership, aircraft ownership, radio station
ownership, or special skills are desirable, but not mandatory. When an
applicant's Auxiliary enrollment package is forwarded to the Coast
Guard District Director of Auxiliary office, the information about the
applicant is entered into the AUXDATA system. This places the applicant
in an Auxiliary membership status of ``Approval Pending'' until the
completion of the required background check. During this time, the
applicant is issued an Employee Identification number and identified as
an Auxiliarist with a membership status prior to the completion of the
background check. The applicant can begin participating in training,
Auxiliary activities, and get limited credit for the participation
until the completion of the background check. The majority of
applicants ultimately receive favorable background check results and
their membership status is changed to ``Initially Qualified'' or
``Basically Qualified'' in AUXDATA depending upon their personal
training history. If an applicant receives an unfavorable background
check, the individual is disenrolled from the Auxiliary. The handling
and retention of applicant information in AUXDATA is the same
regardless of the duration of the membership and is archived until the
record is destroyed/deleted 30 years after disenrollment.
As a result of the biennial review of this system, the ``Retention
and disposal'' category has been amended as follows:
Information collected by AUXDATA is stored for a minimum of five
years after the record is created, then retained and destroyed in
accordance with USCG Commandant Instruction M5212.12 (series),
Information and Life Cycle Management Manual, approved by the National
Archives and Records Administration (NARA).
Personal information (name, employee identification
number, address, birth date, phone number) is destroyed/deleted 30
years after disenrollment or death of a member. (AUTH: N1-26-05-10)
Item 2a Information on facilities (boats, radio stations
or aircraft owned by Auxiliarists as well as facility identification
numbers (e.g. boat license number) destroy/delete data 5 years after
facility becomes inactive or is withdrawn from service. (AUTH: N1-26-
05-10) Item 2c(1)
Item 2b Auxiliary qualifications information (formal
designations in program disciplines that result from successful
completion of training regimens, for example: Class instructor, vessel
examiner, boat coxswain, and certifications and licenses); Training
Management Tool destroy/delete data 30 years after disenrollment or
death of a member. (AUTH: N1-26-05-10)
Item 2d Auxiliary activities information (patrols
conducted, classes taught); destroy/delete data when no longer needed
for administrative use or 5 years after final action is completed.
(AUTH: N1-26-05-10)
Consistent with DHS' information sharing mission, information
stored in the DHS/USCG Auxiliary Database (AUXDATA) System of Records
may be shared with other DHS components, as well as appropriate
federal, state, local, tribal, territorial foreign, or international
government agencies. This sharing will only occur after DHS determines
that the receiving component or agency has a need to know the
information to carry out national security, law enforcement,
immigration, intelligence, or other functions consistent with the
routine uses set forth in this system of records notice. This updated
system will be included in DHS' inventory of record systems.
II. Privacy Act
The Privacy Act embodies fair information practice principles in a
statutory framework governing the means by which the U.S. 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 U.S. 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. Below is the description of the DHS/USCG-024 Auxiliary
Database 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-024
System name:
United States Coast Guard Auxiliary Database (AUXDATA).
Security classification:
Unclassified.
System location:
Records are maintained at the USCG Headquarters in Washington, DC,
the USCG Operations Systems Center in Martinsburg, WV, and field
offices.
Categories of individuals covered by the system:
As of January 2011, the Auxiliary had approximately 30,400 members
in active status and approximately 7,000 members in retired status
(i.e., members who have 15 years of recorded Auxiliary membership but
no longer desire to engage in Auxiliary activities). Categories of
individuals covered by this system include all current and former USCG
Auxiliarists, the volunteer workforce element of the USCG. This
includes applicants who have submitted requisite information to the
USCG as part of the enrollment process. The enrollment process entails
submission of this information, verification of
[[Page 28797]]
proper age and U.S. citizenship, and completion of a background check
conducted through the Coast Guard Security Center (SECCEN) and the
Office of Personnel Management (OPM). Auxiliary enrollment ends upon
disenrollment, retirement, or death. An Auxiliarist's AUXDATA records
are archived upon the end of their enrollment.
Categories of records in the system:
Categories of records in this system include:
Personal information (name, employee identification
number, address, birth date, phone number);
Auxiliary qualifications information (formal designations
in program disciplines that result from successful completion of
training regimens, for example: class instructor, vessel examiner, boat
coxswain, and certifications and licenses);
Auxiliary activities information (patrols conducted,
classes taught); and
Information on facilities (boats, radio stations or
aircraft-owned by Auxiliarists as well as facility identification
numbers (e.g. boat license number).
Authority for maintenance of the system:
5 U.S.C. 301; The Federal Records Act, 44 U.S.C. 3101; 14 U.S.C.
632, 830, and 831; COMDTINST M16790.1 (series).
Purpose(s):
This system is the primary information management tool for the USCG
Auxiliary program. As the repository for personal and activity data for
Auxiliarists and the units they comprise, AUXDATA is routinely used at
local, regional, and national USCG levels to measure and monitor the
levels of support that the Auxiliary provides to USCG missions and to
recognize Auxiliarists for their service. It also provides an inventory
of Auxiliary surface, air, and radio facilities that are offered to and
accepted for use by the USCG.
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 (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 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.
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 tape at the USCG Operations Systems Center in
Martinsburg, WV.
Retrievability:
Information may be retrieved by an individual's name and employee
identification number (EMPLID).
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:
Information collected by AUXDATA is stored for a minimum of five
years after the record is created, then retained and destroyed in
accordance with Coast Guard Commandant Instruction M5212.12 (series),
Information and Life Cycle Management Manual, approved by the National
Archives and Records Administration (NARA).
Personal information (name, employee identification
number, address, birth date, phone number) is destroyed/deleted 30
years after
[[Page 28798]]
disenrollment or death of a member. (AUTH: N1-26-05-10)
Item 2a Information on facilities (boats, radio stations
or aircraft-owned by Auxiliarists as well as facility identification
numbers (e.g. boat license number) destroy/delete data 5 years after
facility becomes inactive or is withdrawn from service. (AUTH: N1-26-
05-10) Item 2c(1)
Item 2b Auxiliary qualifications information (formal
designations in program disciplines that result from successful
completion of training regimens, for example: Class instructor, vessel
examiner, boat coxswain, and certifications and licenses); Training
Management Tool Destroy/Delete data 30 years after disenrollment or
death of a member. (AUTH: N1-26-05-10)
Item 2d Auxiliary activities information (patrols
conducted, classes taught); Destroy/Delete data when no longer needed
for administrative use or 5 years after final action is completed.
(AUTH: N1-26-05-10)
System Manager and address:
United States Coast Guard, Office of Command, Control,
Communications, Computers, and Sensors Capabilities (CG-761), United
States Coast Guard, 2100 2nd Street, SW., Washington, DC 20593-0001.
United States Coast Guard, Office of Auxiliary and Boating Safety (CG-
542), United States Coast Guard, 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 United States Coast Guard, Office of
Command, Control, Communications, Computers, and Sensors Capabilities
(CG-761), United States Coast Guard, 2100 2nd Street, SW., Washington,
DC 20593-0001. United States Coast Guard, Office of Auxiliary and
Boating Safety (CG-542), United States Coast Guard, 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:
Records are obtained from forms completed by USCG Auxiliary
members.
Exemptions claimed for the system:
None.
Dated: April 19, 2011.
Mary Ellen Callahan,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2011-12029 Filed 5-17-11; 8:45 am]
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