Privacy Act of 1974; System of Records, 28898-28900 [2012-11908]

Agencies

• Department of Justice

[Federal Register Volume 77, Number 95 (Wednesday, May 16, 2012)]
[Notices]
[Pages 28898-28900]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-11908]


-----------------------------------------------------------------------

DEPARTMENT OF JUSTICE

[CPCLO Order No. 011-2012]


Privacy Act of 1974; System of Records

AGENCY: Office of Community Oriented Policing Services, United States 
Department of Justice.

ACTION: Notice of a New System of Records.

-----------------------------------------------------------------------

SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the 
United States Department of Justice, Office of Community Oriented 
Policing Services (COPS) proposes to establish a new system of records 
entitled, ``COPS Online Ordering System,'' (JUSTICE/COPS-002). The 
system collects contact and order information from individuals who 
request free knowledge resource products on community policing topics 
through the COPS Resource Information Center (RIC), or other COPS-
related information, via requests through the COPS Web site, or 
requests sent in by mail, telephone, or fax.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), the public is 
given a 30-day period in which to comment. Therefore, please submit any 
comments by June 15, 2012.

ADDRESSES: The public, Office of Management and Budget (OMB), and 
Congress are invited to submit any comments to the Department of 
Justice, ATTN: Privacy Analyst, Office of Privacy and Civil Liberties, 
U.S. Department of Justice, National Place Building, 1331 Pennsylvania 
Ave. NW., Suite 1000, Washington, DC 20530-0001, or by facsimile to 
(202) 307-0693.

FOR FURTHER INFORMATION CONTACT: Barton Day, Information Technology 
Operations Manager, COPS, 145 N Street NE., Washington, DC 20530, phone 
(202) 305-8840.

SUPPLEMENTARY INFORMATION: Community policing is a philosophy that 
promotes organizational strategies, which support the systematic use of 
partnerships and problem-solving techniques to proactively address the 
immediate conditions that give rise to public safety issues such as 
crime, social disorder, and fear of crime.
    COPS advances the practice of community policing in America's 
state, local, and tribal law enforcement agencies through information-
sharing and grant-making. The knowledge resource products available 
from COPS provide essential information in the form of best practices 
for law enforcement, problem-oriented policing guides addressing crime-
related problems, and publications composed by subject-matter experts 
on topics ranging from bullying in schools to computer mapping.
    The COPS Online Ordering System facilitates the distribution of 
free COPS knowledge resource products and updates (e.g., publications, 
best practices guides, etc.) on a wide range of community policing 
topics, and it authorizes system users to effectively search, 
integrate, display, maintain and record information in support of the 
COPS's community policing mission.
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and to Congress on this system of records.

    Dated: April 30, 2012.
Nancy C. Libin,
Chief Privacy and Civil Liberties Officer, United States Department of 
Justice.
JUSTICE/COPS-002

SYSTEM NAME:
    COPS Online Ordering System.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at two locations where the Office of 
Community Oriented Policing Services (COPS) operations are supported: 
145 N Street NE., Washington, DC 20530, and 1151-D Seven Locks Road, 
Rockville, MD 20854. Contact information is listed on the COPS Internet 
Web site, https://www.cops.usdoj.gov/.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who submit requests via online order forms on the COPS 
Internet Web site, or via other means such as mail, telephone, or fax, 
to receive free COPS knowledge resource products or other COPS-related 
information. These individuals include, but are not limited to, law 
enforcement officers, government officials, scholars, researchers, and 
members of the general public.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The COPS Online Ordering System contains contact information for 
requesters, including names, organizations, organization types, agency 
types, titles, street addresses, phone numbers, fax numbers, and email 
addresses. The system also contains order information, such as a 
requester's preferences regarding products or information to be 
provided and future updates.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    General authority for COPS mission activities includes the Violent 
Crime Control and Law Enforcement Act of 1994 (Pub. L. 103-322) and the 
Violence Against Women and Department of Justice Reauthorization Act of 
2005 (Pub. L. 109-162). Specifically, COPS is authorized to provide 
technical assistance to States, units of local government, Indian 
tribal governments, and public and private entities to advance 
community policing.

PURPOSE(S):
    The system collects contact and order information from individuals 
who request specific COPS knowledge resource products, or other COPS-
related information, for the purpose of assisting COPS in managing and 
responding to such requests.

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), all or a portion of the records or information contained in 
this system may be disclosed outside the Department as a routine use 
pursuant to

[[Page 28899]]

5 U.S.C. 552a(b)(3) under the circumstances and for the purposes 
described below, to the extent such disclosures are compatible with the 
purposes for which the information was collected:
    A. To the news media and the public, including disclosures pursuant 
to 28 CFR 50.2, unless it is determined that release of the specific 
information in the context of a particular case would constitute an 
unwarranted invasion of personal privacy.
    B. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record.
    C. To the National Archives and Records Administration for purposes 
of records management inspections conducted under the authority of 44 
U.S.C. 2904 and 2906.
    D. To appropriate agencies, entities, and persons when (1) the 
Department 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 the Department or another agency or entity) that rely 
upon the compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.
    E. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government, when 
necessary to accomplish an agency function related to this system of 
records.
    F. To a former employee of the Department for purposes of: 
Responding to an official inquiry by a federal, state, or local 
government entity or professional licensing authority, in accordance 
with applicable Department regulations; or facilitating communications 
with a former employee that may be necessary for personnel-related or 
other official purposes where the Department requires information and/
or consultation assistance from the former employee regarding a matter 
within that person's former area of responsibility.
    G. Where a record, either alone or in conjunction with other 
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be 
referred to the appropriate federal, state, local, territorial, tribal, 
or foreign law enforcement authority or other appropriate entity 
charged with the responsibility for investigating or prosecuting such 
violation or charged with enforcing or implementing such law.
    H. To such recipients and under such circumstances and procedures 
as are mandated by federal statute or treaty.
    I. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body, when the Department of Justice 
determines that the records are arguably relevant to the proceeding; or 
in an appropriate proceeding before an administrative or adjudicative 
body when the adjudicator determines the records to be relevant to the 
proceeding.

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 on paper and/or in electronic 
form. Records are stored securely in accordance with applicable 
executive orders, statutes, and agency implementation recommendations.

RETRIEVABILITY:
    Information is retrieved by an individual's name or other 
identifying information.

SAFEGUARDS:
    Information in this system is safeguarded in accordance with 
appropriate laws, rules, and policies, including the Department's 
automated systems security and access policies. Records and technical 
equipment are maintained in buildings with restricted access. The 
required use of password protection identification features and other 
system protection methods also restrict access. Access is limited to 
those who have an official need for access to perform their official 
duties. Electronic records are accessed only by authorized personnel 
with accounts on the COPS computer network. Additionally, direct access 
to certain information may be restricted depending on a user's role and 
responsibility within the system. Paper records are safeguarded in 
accordance with appropriate laws, rules, and policies based on the 
classification and handling restrictions of the particular document.

RETENTION AND DISPOSAL:
    Records are destroyed three years after the calendar year in which 
the information was collected, Disposition Authority N1-060-10-023, 
item 001.

SYSTEM MANAGER(S) AND ADDRESS:
    Information Technology Operations Manager, COPS, 145 N Street NE., 
Washington, DC 20530.

NOTIFICATION PROCEDURE:
    Same as the Record Access Procedures, below.

RECORDS ACCESS PROCEDURES:
    Requests for access to a record in this system must be in writing 
and should be addressed to the System Manager named above. The envelope 
and the letter should be clearly marked ``Privacy Act Request.'' 
Requests for access to records must comply with the Department's 
Privacy Act regulations set forth in 28 CFR subpart D (Protection of 
Privacy and Access to Individual Records Under the Privacy Act of 
1974). The request should include a description of the records sought 
and must include sufficient information to verify identity, including 
the requester's full name, current address, and place and date of 
birth. The request must be signed and dated and either 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 a form (Form DOJ-361) for 
use in certification of your identity by writing to the FOIA/PA Mail 
Referral Unit, Department of Justice, Room 115, LOC Building, 
Washington, DC 20530-0001, or by visiting the Department's Web site at 
https://www.justice.gov/oip/forms/cert_ind.pdf.

CONTESTING RECORD PROCEDURES:
    Requests for amendment or correction of information maintained in 
the system should be directed to the System Manager and follow the 
Record Access Procedures provided above. In addition, the request 
should also comply with the provisions of 28 CFR 16.46, which include 
requirements to identify each particular record in question and state 
clearly and concisely what information is being contested, the reasons 
for contesting it, and the proposed amendment or correction desired. 
(Individuals may also submit changes to contact or order information by

[[Page 28900]]

updating their account information on the COPS Web site.)

RECORD SOURCE CATEGORIES:
    Information contained in this system is provided by individuals who 
submit requests for COPS knowledge resource products or other COPS-
related information.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 2012-11908 Filed 5-15-12; 8:45 am]
BILLING CODE 4410-01-P