Privacy Act of 1974; Department of Homeland Security/ALL-004 General Information Technology Access Account Records System of Records, 70792-70795 [2012-28675]

Agencies

• DEPARTMENT OF HOMELAND SECURITY
• Office of the Secretary

[Federal Register Volume 77, Number 228 (Tuesday, November 27, 2012)]
[Notices]
[Pages 70792-70795]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-28675]


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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2012-0070]


Privacy Act of 1974; Department of Homeland Security/ALL-004 
General Information Technology Access Account Records System of Records

AGENCY: Privacy Office, Department of Homeland Security.

ACTION: Notice of Privacy Act System of Records update.

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SUMMARY: In accordance with the Privacy Act of 1974 the Department of 
Homeland Security proposes to update and reissue a Department of 
Homeland Security system of records notice titled, Department of 
Homeland Security/ALL-004 General Information Technology Access Account 
Records System of Records. As a result of the biennial review of this 
system, the Department proposes to update the categories of individuals 
and categories of records covered by the system. Additionally, the 
routine uses have been updated with minor clarifications. This updated 
system will be included in the Department of Homeland Security's 
inventory of record systems.

DATES: Written comments must be submitted on or before December 27, 
2012.

ADDRESSES: You may submit comments, identified by Docket Number DHS-
2012-0070 by one of the following methods:
     Federal e-Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Fax: 202-343-4010.
     Mail: Jonathan R. Cantor, Acting Chief Privacy Officer, 
Privacy Office, Department of Homeland Security, Washington, DC 20528.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to https://www.regulations.gov, including any 
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 and for privacy 
issues please contact: Jonathan R. Cantor (202-343-1717), Acting 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) proposes to update and reissue a 
current Department-wide system of records titled DHS/ALL-004 General 
Information Technology Access Account Records System of Records (73 FR 
28139, May 15, 2008). The collection and maintenance of this 
information will assist DHS in managing the

[[Page 70793]]

Department's information technology access account records.
    This system consists of information collected in order to provide 
authorized individuals with access to DHS information technology 
resources. This information includes user name, business affiliation, 
account information, and passwords. Passwords are encrypted and used as 
part of the log in process for verification of appropriate access.
    In accordance with the Privacy Act of 1974, DHS is giving notice 
that it proposes to update and reissue a DHS system of records notice 
titled, DHS/ALL-004 General Information Technology Access Account 
Records System of Records. As a result of the biennial review of this 
system, the Department proposes to update the categories of 
individuals, to include individuals who have been denied or had access 
revoked. In addition, the categories of records has been updated to 
include such information as voluntary posting of photos for 
collaboration purposes, comments posted for collaboration purposes, 
training taken, justification for access, and all logs of activity on 
the DHS network. Finally, the routine uses have been updated with minor 
clarifications. This updated system will be included in 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 federal government agencies 
collect, maintain, use, and disseminate 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 from which information is retrieved by the name of 
an individual or by some identifying number, symbol, or other 
identifying particular assigned to the individual. In the Privacy Act, 
an individual is defined to encompass United States citizens and lawful 
permanent residents. As a matter of policy, DHS extends administrative 
Privacy Act protections to all individuals where systems of records 
maintain information on U.S. citizens, lawful permanent residents, and 
visitors. Individuals may request access to their own records that are 
maintained in a system of records in the possession or under the 
control of DHS by complying with DHS Privacy Act regulations, 6 CFR 
part 5.
    The Privacy Act requires each agency to publish in the Federal 
Register a description denoting the type and character of each system 
of records that the agency maintains, and the routine uses that are 
contained in each system in order to make agency record keeping 
practices transparent, to notify individuals regarding the uses to 
which their records are put, and to assist individuals to more easily 
find such files within the agency. Below is the description of DHS/ALL-
004 General Information Technology Access Account Records System of 
Records.
    In accordance with 5 U.S.C. 552a(r), DHS has provided a report of 
this system of records to the Office of Management and Budget and to 
Congress.
SYSTEM OF RECORDS
    Department of Homeland Security (DHS)/ALL-004

System name:
    DHS/ALL-004 General Information Technology Access Account Records 
System of Records.

Security classification:
    Sensitive but unclassified.

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

Categories of individuals covered by the system:
     All persons who are authorized to access DHS information 
technology resources, including employees, contractors, grantees, 
private enterprises, and any lawfully designated representative of the 
above and including representatives of federal, state, territorial, 
tribal, local, international, or foreign government agencies or 
entities, in furtherance of the DHS mission.
     Individuals who serve on DHS boards and committees;
     Individuals who have business with DHS and who have 
provided personal information in order to facilitate access to DHS 
information technology resources;
     Individuals who are points of contact provided for 
government business, operations, or programs, and the individual(s) 
they list as emergency contacts;
     Individuals who voluntarily join a DHS-owned and operated 
web portal for collaboration purposes; and
     Individuals who request access but are denied, or who have 
had access revoked.

Categories of records in the system:
     Name;
     Social Security Number;
     Business and affiliations;
     Facility positions held;
     Business telephone numbers;
     Cellular phone numbers;
     Pager numbers;
     Numbers where individuals can be reached while on travel 
or otherwise away from the office;
     Citizenship;
     Level of access;
     Home addresses;
     Business addresses;
     Electronic mail addresses of senders and recipients;
     Justification for access to DHS computers, networks, or 
systems;
     Verification of training requirements or other 
prerequisite requirements for access to DHS computers, networks, or 
systems;
     Records on access to DHS computers and networks including 
user ID and passwords;
     Registration numbers or IDs associated with DHS 
Information Technology resources;
     Date and time of access;
     Logs of activity of DHS IT resources;
     IP address of access;
     Logs of Internet activity; and
     Records on the authentication of the access request, 
names, phone numbers of other contacts, and positions or business/
organizational affiliations and titles of individuals who can verify 
that the individual seeking access has a need to access as well as 
other contact information provided to the Department that is derived 
from other sources to facilitate authorized access to DHS Information 
Technology resources.

Authority for maintenance of the system:
    44 U.S.C. 3101; EO 9397 (SSN), as amended by EO 13487; and 44 
U.S.C. 3534.

Purpose(s):
    This system will collect a discreet set of personally identifiable 
information in order to provide authorized individuals access to, or 
interact with DHS information technology resources, and allow DHS to 
track use of DHS IT resources. Directly resulting from the use of DHS 
information technology resources is the collection, review, and 
maintenance of any logs, audits, or other such security data regarding 
the use of such information technology resources.
    The system enables DHS to maintain: Account information required 
for approved access to information technology; lists of individuals who 
are appropriate organizational points of contact; and lists of 
individuals who are emergency points of contact. The system

[[Page 70794]]

will also enable DHS to provide individuals access to certain programs 
and meeting attendance and where appropriate, allow for sharing of 
information between individuals in the same operational program to 
facilitate collaboration.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside DHS as a 
routine use pursuant to 5 U.S.C. 552a(b)(3), as follows:
    A. To the Department of Justice (including United States Attorney 
Offices) or other federal agency conducting litigation or in 
proceedings before any court, adjudicative or administrative body, when 
it is relevant or 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.
    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 General 
Services Administration pursuant to records management inspections 
being conducted under the authority of 44 U.S.C. 2904 and 2906.
    D. To an agency or organization for the purpose of performing audit 
or oversight operations as authorized by law, but only such information 
as is necessary and relevant to such audit or oversight function.
    E. To appropriate agencies, entities, and persons when:
    1. DHS suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    2. The Department has determined that as a result of the suspected 
or confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether 
maintained by DHS or another agency or entity) or harm to the 
individual that rely upon the compromised information; and
    3. The disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with DHS's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    F. To contractors and their agents, grantees, experts, consultants, 
and others performing or working on a contract, service, grant, 
cooperative agreement, or other assignment for DHS, when necessary to 
accomplish an agency function related to this system of records. 
Individuals provided information under this routine use are subject to 
the same Privacy Act requirements and limitations on disclosure as are 
applicable to DHS officers and employees.
    G. To an appropriate federal, state, tribal, local, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a law, rule, regulation, or order, where a record, either 
on its face or in conjunction with other information, indicates a 
violation or potential violation of law, which includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person making the 
disclosure.
    H. To sponsors, employers, contractors, facility operators, 
grantees, experts, and consultants in connection with establishing an 
access account for an individual or maintaining appropriate points of 
contact and when necessary to accomplish a DHS mission function or 
objective related to this system of records.
    I. To other individuals in the same operational program supported 
by an information technology system, where appropriate notice to the 
individual has been made that his or her contact information will be 
shared with other members of the same operational program in order to 
facilitate collaboration.
    J. To federal agencies such as Office of Personnel Management, the 
Merit Systems Protection Board, the Office of Management and Budget, 
Federal Labor Relations Authority, Government Accountability Office, 
and the Equal Employment Opportunity Commission in the fulfillment of 
these agencies' official duties.
    K. To international, federal, state and local, tribal, private and/
or corporate entities for the purpose of the regular exchange of 
business contact information in order to facilitate collaboration for 
official business.
    L. To the news media and the public, with the approval of the Chief 
Privacy Officer in consultation with counsel, when there exists a 
legitimate public interest in the disclosure of the information or when 
disclosure is necessary to preserve confidence in the integrity of DHS 
or is necessary to demonstrate the accountability of DHS's officers, 
employees, or individuals covered by the system, except to the extent 
it is determined that release of the specific information in the 
context of a particular case would constitute an unwarranted invasion 
of personal privacy.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are on paper and/or in digital or other 
electronic form. Digital and other electronic images are stored on a 
storage area network in a secured environment. Records, whether paper 
or electronic, may be stored at the DHS Headquarters or at the 
component level.

Retrievability:
    Information may be retrieved, sorted, and/or searched by an 
identification number assigned by computer, social security number, by 
facility, by business affiliation, email address, or by the name of the 
individual, or other employee data fields previously identified in this 
SORN.

Safeguards:
    Information in this system is safeguarded in accordance with 
applicable laws, rules and policies, including the DHS Information 
Technology Security Program Handbook and DHS Information Security 
Program Policy and Handbook. Further, DHS/ALL-004 General Information 
Technology Access Account Records system of records security protocols 
will meet multiple National Institute of Standards and Technology 
(NIST) Security Standards from Authentication to Certification and 
Accreditation. Records in the DHS/ALL-004 General Information 
Technology Access Account Records system of records will be maintained 
in a secure, password-protected electronic system that will utilize 
security hardware and software to include: Multiple firewalls, active 
intruder detection, and role-based access controls. Additional 
safeguards will vary by component and program. All records are 
protected from unauthorized access through

[[Page 70795]]

appropriate administrative, physical, and technical safeguards. These 
safeguards include: Restricting access to authorized personnel who have 
a ``need to know;'' using locks; and password protection identification 
features. Classified information is appropriately stored in accordance 
with applicable requirements. DHS file areas are locked after normal 
duty hours and the facilities are protected from the outside by 
security personnel.

Retention and disposal:
    Records are securely retained and disposed of in accordance with 
the National Archives and Records Administration's General Records 
Schedule 24, section 6, ``User Identification, Profiles, 
Authorizations, and Password Files.'' Inactive records will be 
destroyed or deleted 6 years after the user account is terminated or 
password is altered, or when no longer needed for investigative or 
security purposes, whichever is later.

System Manager and address:
    The System Manager is the Chief Information Officer (CIO), 
Department of Homeland Security, Washington, DC 20528.

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the Headquarters' or component's 
FOIA Officer, whose contact information can be found at https://www.dhs.gov/foia under ``contacts.'' If an individual believes more 
than one component maintains Privacy Act records concerning him or her, 
the individual may submit the request to the Chief Privacy Officer and 
Chief Freedom of Information Act Officer, Privacy Office, Department of 
Homeland Security, 245 Murray Drive SW., Building 410, STOP-0655, 
Washington, DC 20528.
    When seeking records about yourself from this system of records or 
any other Departmental system of records, your request must conform 
with the Privacy Act regulations set forth in 6 CFR part 5. You must 
first verify your identity, meaning that you must provide your full 
name, current address and date and place of birth. You must sign your 
request, and your signature must either be notarized or submitted under 
28 U.S.C. 1746, a law that permits statements to be made under penalty 
of perjury as a substitute for notarization. While no specific form is 
required, you may obtain forms for this purpose from the Chief Privacy 
Officer and Chief Freedom of Information Act Officer, https://www.dhs.gov or 1-866-431-0486. In addition you should:
     Explain why you believe the Department would have 
information on you;
     Identify which component(s) of the Department you believe 
may have the information about you;
     Specify when you believe the records would have been 
created; and
     Provide any other information that will help the FOIA 
staff determine which DHS component agency may have responsive records.

    If your request is seeking records pertaining to another living 
individual, you must include a statement from that individual 
certifying his/her agreement for you to access his/her records.
    Without the above information the component(s) may not be able to 
conduct an effective search, and your request may be denied due to lack 
of specificity or lack of compliance with applicable regulations.

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

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

Record source categories:
    Information contained in this system is obtained from affected 
individuals/organizations/facilities, public source data, other 
government agencies and/or information already in other DHS records 
systems.

Exemptions claimed for the system:
    None.

    Dated: November 13, 2012.
Jonathan R. Cantor,
Acting Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2012-28675 Filed 11-26-12; 8:45 am]
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