Privacy Act of 1974; Department of Homeland Security, Federal Emergency Management Agency-009 Hazard Mitigation, Disaster Public Assistance, and Disaster Loan Programs System of Records, 16015-16020 [2014-06361]
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Federal Register / Vol. 79, No. 56 / Monday, March 24, 2014 / Notices
NHSC STUDENTS TO SERVICE LOAN REPAYMENT PROGRAM—Continued
Number of
responses per
respondent
Number of
respondents
Form name
Average
burden per
response
(in hours)
Total
responses
Total burden
hours
Acceptance/Verification of Good Standing Report ............
Receipt of Exceptional Financial Need Scholarship ..........
Verification of Disadvantaged Background Status ............
Post Graduate Training Verification Form .........................
100
4
25
150
1
1
1
1
100
4
25
150
.25
.25
.25
.50
25
1
6.25
75
Total ............................................................................
........................
........................
679
........................
417.25
NATIVE HAWAIIAN HEALTH SCHOLARSHIP PROGRAM
Number of
responses per
respondent
Number of
respondents
Form name*
Average
burden per
response
(in hours)
Total
responses
Native Hawaiian Health Scholarship Program Application
(includes Forms A–E: Applicant Resume Instructions
and Guidelines; NHHSP Questionnaire and Narrative
Statement; Conflicting Federal Service Memo; Debarment, Suspension, Disqualification and Related Matters Certification; and Delinquent Federal Debt) ...........
Letters of Recommendation (includes Forms H and I:
Academic Faculty/Advisor Evaluation of Applicant and
Employer Evaluation of Applicant) .................................
Authorization to Release Information (Form F) .................
Acceptance/Verification of Good Standing Report (includes Form G: Course Curriculum Worksheet) ............
250
1
250
1.00
250
250
2
1
500
250
.25
.25
30
12
360
.25
Total ............................................................................
........................
........................
1360
........................
Total burden
hours
250
125
62.50
90
527.50
* Please note that the forms listed above account for supporting documentation which may be uploaded as part of the application or associated
with the supplemental forms.
Dated: March 18, 2014.
Jackie Painter,
Deputy Director, Division of Policy and
Information Coordination.
[FR Doc. 2014–06337 Filed 3–21–14; 8:45 am]
BILLING CODE 4165–15–P
DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2014–0011]
Privacy Act of 1974; Department of
Homeland Security, Federal
Emergency Management Agency—009
Hazard Mitigation, Disaster Public
Assistance, and Disaster Loan
Programs System of Records
Privacy Office, Department of
Homeland Security.
ACTION: Notice of Privacy Act System of
Records.
WREIER-AVILES on DSK5TPTVN1PROD with NOTICES
AGENCY:
In accordance with the
Privacy Act of 1974, the Department of
Homeland Security/Federal Emergency
Management Agency proposes to
consolidate a current system of records
titled, ‘‘Department of Homeland
Security/Federal Emergency
SUMMARY:
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Management Agency—005 Temporary
and Permanent Relocation and Personal
and Real Property Acquisition and
Relocation Files System of Records’’ (73
FR 77750, December 19, 2008) into the
existing system of records titled,
‘‘Department of Homeland Security/
Federal Emergency Management
Agency—009 Hazard Mitigation
Assistance Grant Programs System of
Records’’ (77 FR 17783, July 23, 2012).
The Department of Homeland Security/
Federal Emergency Management Agency
also proposes to update this system of
records to include all disaster-related
grant and loan programs including
public assistance program, and rename
the system of records as ‘‘Department of
Homeland Security/Federal Emergency
Management Agency—009 Hazard
Mitigation, Disaster Public Assistance,
and Disaster Loan Programs System of
Records’’ to reflect the changes. The
consolidated and updated system of
records allows the Department of
Homeland Security/Federal Emergency
Management Agency to collect and
maintain records from points of contact
from states, tribes, local governments,
and other entities applying for all grant
money programs through the Federal
Emergency Management Agency’s
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public assistance grants program,
disaster loan program, and the Hazard
Mitigation Assistance grant programs.
This system of records also allows
information collection from individuals
who may receive public assistance
through these grants. This system of
records notice includes personally
identifiable information collected from
individual property owners and/or
occupants whose properties are
identified in applications for public
assistance, hazard mitigation assistance,
and other disaster-related assistance or
who have been identified by the Federal
Emergency Management Agency as
candidates for such assistance. The
Federal Emergency Management Agency
tracks the progress of the grants to the
survivors, to ensure proper delivery of
service, prevent duplication of benefits,
and recoup any improper payment of
public assistance funds. As a result of
the review records have been updated
within the: (1) System name; (2) system
location; (3) categories of individuals;
(4) categories of records; (5) authority
for maintenance; (6) purpose; (7) routine
uses; (8) retrievability; and (9) retention
and disposal. Additionally, this notice
includes non-substantive changes to
simplify the formatting and text of the
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previously published notice. This
updated system will be included in the
Department of Homeland Security’s
inventory of record systems.
DATES: Submit comments on or before
April 23, 2014. This revised system will
be effective April 23, 2014.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2014–0011, 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: Karen L. Neuman, 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, please visit https://
www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: For
general questions, please contact: Eric
M. Leckey (202) 212–5100, Privacy
Officer, Federal Emergency Management
Agency, Department of Homeland
Security, Washington, DC 20472. For
privacy issues, please contact: Karen L.
Neuman (202) 343–1717, Chief Privacy
Officer, Privacy Office, 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) Federal
Emergency Management Agency
(FEMA) proposes to consolidate,
update, and rename a current system of
records titled, ‘‘DHS/FEMA–009 Hazard
Mitigation Assistance Grant Programs
System of Records.’’ As part of the
Department’s process for reviewing and
streamlining compliance documentation
and to increase transparency, DHS/
FEMA is proposing to: (1) Consolidate
the DHS/FEMA–005 Temporary and
Permanent Relocation and Personal and
Real Property Acquisition and
Relocation Files System of Records into
the DHS/FEMA–009 Hazard Mitigation
Assistance Grant Programs System of
Records in order to form one
comprehensive system of records for the
Hazard Mitigation Assistance (HMA)
grant programs; (2) update the system of
records to include all public assistance
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and disaster grant and disaster loan
programs as these involve the provision
of FEMA assistance through state, local,
tribal, or other entities, as well as the
collection of similar information; and
(3) rename the system of records notice
to DHS/FEMA–009 Hazard Mitigation,
Disaster Public Assistance, and Disaster
Loan Programs System of Records.
In making these updates DHS/FEMA
is updating the following sections of the
systems of records notice: (1) System
name, to reflect the addition of public
assistance disaster grant and loan
programs; (2) system location, to
include the location of systems related
to all public assistance disaster grant
and loan programs; (3) categories of
individuals, to include individuals that
benefit from FEMA’s disaster public
assistance and disaster loan programs;
(4) categories of records, to include data
elements collected throughout the
lifecycle of all disaster public assistance
and disaster loan programs, including
the appeals or arbitration process and
other forms used by grantees, as well as
responses related to customer service
assessments that FEMA collects from a
sample of public assistance recipients;
(5) authority for maintenance, to include
legal authorities to collect information
under all disaster public assistance and
loan programs and legal authorities
related to FEMA’s requirement to
perform customer service assessments;
(6) purpose, to include all disasterrelated grant, loan, and public
assistance programs to facilitate FEMA’s
efforts to assess the customer service it
provides to those receiving FEMA
assistance, to ensure proper delivery of
service, to prevent duplication of
benefits, and to recoup improper
payment; (7) routine uses, to include
additional routine uses for public
assistance disaster grant and loan
programs and to include information
sharing with tribal entities and
voluntary organizations; (8)
retrievability, to add clarity and to
include additional personal identifiers
by which information may be retrieved;
and (9) retention and disposal, to
include retention schedules of all
records collected through disasterrelated grant, loan, and other public
assistance programs, as well as retention
schedules for the public assistance
customer service assessments.
FEMA’s mission includes preparing
for, responding to, recovering from, and
mitigating the nation from all hazards
and disasters. To accomplish this,
FEMA administers disaster-related
grant, loan, and public assistance
programs through state, local, tribal, or
other entities, who in turn provide aid
and assistance to citizens in need.
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FEMA is consolidating all disasterrelated grant, loan, and public
assistance programs under one SORN
because the assistance is administered
in a similar manner. A point of contact
(POC) from the state, local, tribal, or
other entity typically collects the
required information from the disaster
survivor in order to provide assistance
through these programs on behalf of
FEMA. There may be some instances
where FEMA collects the information
required by a program directly from the
disaster survivor; however, the
assistance is provided in consultation
with the state, local, tribal, or other
entities. Regardless of the source of
information, disaster survivor PII may
be maintained by FEMA under this
system of records to account for public
assistance issued to the individual,
prevent duplication of benefits, and
recoup any improper payment of public
assistance funds to the individual.
One of the disaster-related grant, loan,
and public assistance programs
administered through FEMA is the
public assistance (PA) grant program.
The PA program provides assistance to
state, tribal, and local governments, and
certain types of private nonprofit
organizations in order for communities
to quickly respond to and recover from
presidentially-declared major disasters
and/or emergencies. FEMA provides
supplemental federal disaster grant
assistance for activities such as debris
removal, emergency protective
measures, and the repair, replacement,
or restoration of disaster-damaged,
publicly owned facilities and the
facilities of certain private non-profit
(PNP) organizations through the PA
program. The PA program also includes
the Community Disaster Loan (CDL)
program, which provides funds to any
eligible local government in a
designated disaster area that has
suffered a substantial loss of tax or other
revenue. The jurisdiction must first
demonstrate a need for financial
assistance to perform a governmental
function.
FEMA has updated this system of
records to include all disaster-related
assistance programs, including the PA
program because the administration of
the grants program are similar to the
administration of PA programs and
because the information collection,
maintenance, and uses are consistent
with the HMA grant programs currently
covered by DHS/FEMA–009. Inclusion
of PA programs in this system of records
does not impact or change how HMA
information is collected and used.
FEMA HMA grant programs provide
funding for eligible mitigation activities
that reduce disaster losses, protect life
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and property from future disaster
damages, or that are in the best interest
of the National Flood Insurance Fund.
Through these assistance programs the
HMA grant programs provide funds to
eligible grantees to implement
mitigation measures or determinations
to reduce or eliminate the risk of future
damage to life and property from
hazards through state, local, tribal, or
other entities. Many HMA grant
programs provide funding for mitigation
measures or determinations that impact
property privately owned by individuals
such as retrofitting structures, elevating
structures, implementing structural
flood control projects, and constructing
safe rooms.
One of the mitigation activities
administered under the HMA grant
programs is the acquisition and
demolition or relocation of qualified
properties or structures. FEMA is
consolidating and including these
records in this updated system of
records because they were previously
covered by the DHS/FEMA–005
Temporary and Permanent Relocation
and Personal and Real Property
Acquisition and Relocation Files. In
certain areas determined by FEMA to be
at greater risk for disasters (i.e., flood
plain), individual property owners can
voluntarily apply for acquisition and
demolition or relocation grant assistance
though their local and state
governments. Since the acquisition and
relocation mitigation activity falls under
the overall HMA grant programs, FEMA
is consolidating and including this grant
assistance program (previously covered
by DHS/FEMA–005 Temporary and
Permanent Relocation and Personal and
Real Property Acquisition and
Relocation Files System of Records) into
this updated system of records.
Consistent with its mission, FEMA
may conduct customer service
assessments of PA recipients and collect
feedback to determine effectiveness of
the program and identify areas for
improvement.
This consolidation and update does
not impact the current PA grant or loan
programs, HMA grant programs, or other
disaster-related assistance program
operations or the information collection
that occur under the program. This
consolidation is solely an effort to
streamline FEMA’s documentation and
processes.
This consolidated and 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
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which 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 U.S.
citizens and lawful permanent
residents. As a matter of policy, DHS
extends administrative Privacy Act
protections to all individuals when
systems of records maintain information
on U.S. citizens, lawful permanent
residents, and visitors.
Below is the description of the DHS/
FEMA–009 Hazard Mitigation, Disaster
Public Assistance, and Loan Programs
System of Records.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this
system change to the Office of
Management and Budget and to
Congress.
SYSTEM OF RECORDS:
Department of Homeland Security
(DHS)/Federal Emergency Management
Agency (FEMA)–009.
SYSTEM NAME:
DHS/FEMA–009 Hazard Mitigation,
Disaster Public Assistance, and Disaster
Loan Programs System of Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records collected for disaster-related
grant, loan, and other public assistance
programs may be located in systems
such as Mitigation eGrants, Emergency
Management Mission Integrated
Environment (EMMIE) system, National
Emergency Management Information
System—Public Assistance (NEMIS–
PA), Hazard Mitigation Grant Program
(HMGP) system (formerly NEMIS–MT),
and Individual Assistance (IA).
Community Disaster Loan Program and
hard copy records are maintained at
FEMA Headquarters in Washington, DC
and field locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Categories of individuals covered by
this system include:
• Points of contact (POCs) for
grantees of the Public Assistance (PA)
program, disaster loans, and the Hazard
Mitigation Assistance (HMA) grant
programs, including applications that
are denied, and awarded grants
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(grantees), such as state, local, tribal,
and territorial governments, and private
and non-profit organizations applying
for assistance or funds; and
• Individual private property owners
and/or occupants whose properties are
identified in applications for PA, HMA,
and other disaster-related assistance, or
who have been identified by FEMA as
candidates for such assistance.
CATEGORIES OF RECORDS IN THE SYSTEM:
Categories of records for State/Local/
Tribal POCs of Grantee include:
• Grant applicant organization POC;
• Grant applicant organization POC’s
office phone number;
• Grant applicant organization POC’s
office mailing address;
• Grant applicant organization POC’s
email address;
• Grant applicant’s Dun and
Bradstreet Data Universal Numbering
System (DUNS);
• Governor’s authorized
representative name;
• Governor’s authorized
representative signature;
Categories of records from individual
property owners/occupants include:
• Individual property owner/
occupant’s name;
• Individual property owner/
occupant’s damaged property address;
• Individual property owner/
occupant’s personal and/or work phone
number;
• Individual other/emergency contact
number;
• Individual property owner/
occupant’s mailing address;
• Individual property owner’s status
regarding flood and/or homeowners’
insurance;
• Individual property owner’s
National Flood Insurance Program
(NFIP) policy number;
• Individual property owner’s
insurance policy provider for the
property proposed to be mitigated with
FEMA funds;
• Individual property owner/
occupant’s signature;
• Individual owner/occupant’s
household size;
Other records collected to administer
and support the disaster-related grant,
loan, and public assistance programs:
• Vital and/or special needs and/or
accommodations that the individual
property owner/occupants and/or their
dependents may require;
• Notations and reports of decisions
from insurance, disaster, or similar
financial aid and/or income from other
federal and state agencies, insurance
companies, employers, banks, financial
or credit data services, and public or
private entities as they relate to
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payments, services, financial assistance,
and/or other benefit received by
individual property owners for the
subject property;
• Records and worksheets describing
mitigation activity type, hazard type,
award date, and/or Congressional
district;
• Relevant financial information,
such as salary information, that helps
determine eligibility to receive
payments, assistance, and/or other
benefits, or to cancel loan assistance;
• Information supporting a request for
public assistance, which may include
maps and sketches, cost estimates,
photo sheet, description of the damage,
special consideration questions, and
scope of work required;
• Information pertaining to requests
for appeals for the PA and/or HMA
programs and program
recommendations;
• Information pertaining to requests
and recommendations for arbitrations
for the PA program;
• Information pertaining to requests
for additional funding for cost overruns
for large projects;
• Amounts paid for purchase of
property, including records of
negotiations and offers;
• Title search documentation
including property titles, title company
correspondence, closing papers, tax
records, and contracts;
• Loan interest payment information
including mortgage payment papers,
loan documentation claims, and DHS/
FEMA approvals;
• Information for determining benefit
amounts for real property acquisition
including tax records, mortgage
information, and divorce decrees;
• Information concerning
replacement housing determinations
including tax information, affidavits,
and determinations;
• Relocation claims payment
information including documents
verifying that funds have been spent,
deeds, contractors, building estimates,
construction bills, loan papers, leases,
cancelled checks, claim forms, and
Decent, Safe, and Sanitary Inspection
forms;
• Right of entry and/or consent
documentation to enter property;
• Deeds, contractual sales documents,
notations of follow-up actions, appraiser
qualifications, rent supplement
information, questionnaire including
background information on displaced
persons, and information supplied by
displaced persons to support claims for
relocation files may contain the
following:
Æ Applicant contact sheet;
Æ Application for assistance;
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Æ Leases and/or reimbursement
agreements and corresponding housing
inspection reports;
Æ Requests for payment with
supporting bills, receipts, etc., for
relocation expenses and payment
records to individuals and businesses;
and
Æ Move-out records.
• Customer service survey/
assessment responses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 203, 403, 404, 406, 407, 417
of the Robert T. Stafford Disaster Relief
and Emergency Assistance Act, as
amended, 42 U.S.C. 5133, 5170a, 5170b,
5170c, 5173 and 5184; 42 U.S.C. 4030,
4102a, and 4104c, National Flood
Insurance Act of 1968, as amended (the
‘‘NFIA’’), 42 U.S.C. 4001, et seq.; the
Government Performance and Results
Act, Public Law 103–62, as amended;
Executive Order 13411 ‘‘Improving
Assistance to Disaster Victims,’’ August
29, 2006; and Executive Order 12862
‘‘Setting Customer Service Standards,’’
September 11, 2003.
PURPOSE(S):
The purpose of this system is to
administer the PA grants program, HMA
grants programs, and other disaster
grants and disaster loan programs to
mitigate and recover from emergencies
and disasters and to assess the customer
satisfaction of FEMA public assistance
applicants while allowing FEMA to
prevent the duplication of benefits and
recoup improper payment. The purpose
of this SORN consolidation is to
streamline FEMA documentation and
processes since the aforementioned
programs are administered by FEMA
through state, local, tribal, and other
entities and collect similar information.
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 (DOJ),
including Offices of the U.S. Attorneys,
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 or former employee
of DHS in his/her official capacity;
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3. Any employee or former employee
of DHS in his/her individual capacity
when DOJ or DHS has agreed to
represent the employee; or
4. The U.S. 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 (NARA) 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 or 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. DHS has determined that as a result
of the suspected or confirmed
compromise, there is a risk of identity
theft or fraud, harm to economic or
property interests, harm to an
individual, or harm to the security or
integrity of this system or other systems
or programs (whether maintained by
DHS 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 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, students,
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, when a record, either on its face
or in conjunction with other
information, indicates a violation or
potential violation of law, which
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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 state, local, tribal
government whose area has been
declared, approved, and subject to said
grant/loan efforts, or to a federal, state,
tribal, or local government agency
charged with administering federal
mitigation or disaster relief programs in
order to prevent a duplication of efforts
by FEMA or the said agency, or a
duplication of benefits to an individual
applying for mitigation grant programs
administered by FEMA.
I. To a federal, state, tribal, or local
government agency, or other public or
private entity (to include voluntary/nongovernmental organizations, insurance
companies, insurance agents/brokers,
individual’s employer, and/or financial
institutions), when an individual
property owner’s eligibility for grant
assistance to the property, in whole or
in part, depends upon financial benefits
already received or available from that
source for similar purposes.
J. To federal, state, tribal, local
governments, voluntary organizations,
utilities, and hospitals/health care
providers to address unmet needs of
individuals seeking assistance, or to
restore/provide essential services,
determine the status of ongoing projects
or requests for assistance, and verify
eligibility for/prevent a duplication of
assistance.
K. To the affected state subdivision
thereof (regional, local, or tribal) for the
purpose of determining the state’s or
subdivision’s eligibility for tracking title
to the acquired property for recreational
and open space resources.
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.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM.
STORAGE:
FEMA stores records in this system
electronically or on paper in secure
facilities in a locked drawer behind a
locked door. The records are stored on
magnetic disc, tape, or digital media.
RETRIEVABILITY:
FEMA may retrieve records by an
individual’s name, name of the
applicant or sub-applicant organization
submitting the grant application,
mitigation activity type, hazard type,
award date, congressional district, and/
or individual’s flood insurance policy
information.
SAFEGUARDS:
FEMA safeguards records in this
system in accordance with applicable
rules and policies, including all
applicable DHS automated systems
security and access policies. FEMA has
imposed strict controls to minimize the
risk of compromising the information it
stores. 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:
In accordance with Government
Records Schedule (GRS) 3, Item 14,
FEMA destroys grant administrative
records and hard copies of unsuccessful
grant applications files after two years.
In accordance with GRS 3, Item 13,
FEMA stores electronically received and
processed copies of unsuccessful grant
application files for 3 years from the
date of denial and then deleted.
In accordance with NARA Authority
N1–311–95–1, Item 1, FEMA maintains
grant project records for three years after
the end of the fiscal year that the grant
or agreement is finalized or when no
longer needed, whichever is sooner.
In accordance with NARA Authority
N1–311–95–1, Item 3, FEMA retires
grant final reports to the Federal
Records Center (FRC) three years after
cutoff and transfers them to NARA 20
years after cutoff. In accordance with
NARA Authority N1–311–95–1, Item 2;
N1–311–01–8, Item 1; and N1–311–04–
1, Item 1, FEMA stores all other grant
records for six years and three months
from the date of closeout (when closeout
is the date FEMA closes the grant in its
financial system) and final audit and
appeals are resolved and then deleted.
FEMA will consolidate original files
regarding occupant-related documents
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16019
(e.g., site requests, mobile home sales
documents, leases, and contracts) at
regional offices at the end of Phase II
(e.g., when shelterees are removed to
permanent housing) and destroy them
six years and three months after files are
consolidated in accordance with NARA
Authority N1–311–86–1, Item 4C8b(1).
Records of real properties (property
acquisition agreement and lists of
acquired properties) acquired with
FEMA funds for maintenance in
accordance with agreement terms of the
grant cannot be destroyed until
agreement with locality is no longer
viable. Files regarding the permanent
relocation purchases of properties under
Section 1362 are permanent and
maintained in accordance with NARA
Authority N1–311–86–1, Item 4C10d.
FEMA stores records pertaining to
individual assistance customer
satisfaction assessments in accordance
with NARA Authority N1–311–00–1.
The customer service assessment
forms that have been filled out and
returned by disaster assistance
applicants are temporary records that
are destroyed upon transmission of the
final report, per NARA Authority N1–
311–00–1, Item 1.
The statistical and analytical reports
resulting from these assessments are
temporary records that are retired three
years after the final report cutoff and
destroyed 20 years after the report cutoff
per NARA Authority N1–311–00–1,
Item 2. The assessment results database
are temporary records that are destroyed
when no longer needed for analysis
purposes, per NARA Authority N1–311–
00–1, Item 3.
SYSTEM MANAGER AND ADDRESS:
Director, Risk Reduction Division,
FEMA, 1800 South Bell Street,
Arlington, VA 20598–3030; Director,
Public Assistance Division, FEMA, 500
C Street SW., Washington, DC 20472.
Enterprise Coordination/Information
Management, National Processing
Service Center, Winchester, VA.
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 FEMA Privacy
Officer and FEMA Freedom of
Information Act 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,
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Federal Register / Vol. 79, No. 56 / Monday, March 24, 2014 / Notices
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.
WREIER-AVILES on DSK5TPTVN1PROD with NOTICES
RECORD SOURCE CATEGORIES:
FEMA obtains information in this
system of records from individual
points of contact for state, local, tribal,
territorial governments, and private and
non-profit organizations via hard copy
and electronic applications for
assistance, as well as from the
individual disaster survivors, from
whom FEMA may collect information
directly to assess and report on damages
incurred as a result of a disaster.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
VerDate Mar<15>2010
14:29 Mar 21, 2014
Jkt 232001
Dated: February 11, 2014.
Karen L. Neuman,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2014–06361 Filed 3–21–14; 8:45 am]
BILLING CODE 9110–17–P
DEPARTMENT OF HOMELAND
SECURITY
Coast Guard
[USCG–2014–0094]
Information Collection Request to
Office of Management and Budget
Coast Guard, DHS.
Sixty-day notice requesting
comments.
AGENCY:
ACTION:
In compliance with the
Paperwork Reduction Act of 1995, the
U.S. Coast Guard intends to submit an
Information Collection Request (ICRs) to
the Office of Management and Budget
(OMB), Office of Information and
Regulatory Affairs (OIRA), requesting
approval of an extension to the
following collection of information:
1625–0062, Approval of Alterations to
Marine Portable Tanks; Approval of
Non-Specification Portable Tanks. Our
ICR describes the information we seek
to collect from the public. Before
submitting this ICR to OIRA, the Coast
Guard is inviting comments as
described below.
DATES: Comments must reach the Coast
Guard on or before May 23, 2014.
ADDRESSES: You may submit comments
identified by Coast Guard docket
number [USCG–2014–0094] to the
Docket Management Facility (DMF) at
the U.S. Department of Transportation
(DOT). To avoid duplicate submissions,
please use only one of the following
means:
(1) Online: https://
www.regulations.gov.
(2) Mail: DMF (M–30), DOT, West
Building Ground Floor, Room W12–140,
1200 New Jersey Avenue SE.,
Washington, DC 20590–0001.
(3) Hand delivery: Same as mail
address above, between 9 a.m. and 5
p.m., Monday through Friday, except
Federal holidays. The telephone number
is 202–366–9329.
(4) Fax: 202–493–2251. To ensure
your comments are received in a timely
manner, mark the fax, to attention Desk
Officer for the Coast Guard.
The DMF maintains the public docket
for this Notice. Comments and material
received from the public, as well as
documents mentioned in this Notice as
being available in the docket, will
become part of the docket and will be
SUMMARY:
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Frm 00088
Fmt 4703
Sfmt 4703
available for inspection or copying at
Room W12–140 on the West Building
Ground Floor, 1200 New Jersey Avenue
SE., Washington, DC, between 9 a.m.
and 5 p.m., Monday through Friday,
except Federal holidays. You may also
find the docket on the Internet at
https://www.regulations.gov.
Copies of the ICR(s) are available
through the docket on the Internet at
https://www.regulations.gov.
Additionally, copies are available from:
Commandant (CG–612), Attn Paperwork
Reduction Act Manager, U.S. Coast
Guard, 2703 Martin Luther King Jr. Ave.
SE., Stop 7710, Washington, DC 20593–
7710.
FOR FURTHER INFORMATION CONTACT: Mr.
Anthony Smith, Office of Information
Management, telephone 202–475–3532,
or fax 202–372–8405, for questions on
these documents. Contact Ms. Cheryl
Collins, Program Manager, Docket
Operations, 202–366–9826, for
questions on the docket.
SUPPLEMENTARY INFORMATION:
Public Participation and Request for
Comments
This Notice relies on the authority of
the Paperwork Reduction Act of 1995;
44 U.S.C. Chapter 35, as amended. An
ICR is an application to OIRA seeking
the approval, extension, or renewal of a
Coast Guard collection of information
(Collection). The ICR contains
information describing the Collection’s
purpose, the Collection’s likely burden
on the affected public, an explanation of
the necessity of the Collection, and
other important information describing
the Collection. There is one ICR for each
Collection.
The Coast Guard invites comments on
whether these ICRs should be granted
based on the Collections being
necessary for the proper performance of
Departmental functions. In particular,
the Coast Guard would appreciate
comments addressing: (1) The practical
utility of the Collections; (2) the
accuracy of the estimated burden of the
Collections; (3) ways to enhance the
quality, utility, and clarity of
information subject to the Collections;
and (4) ways to minimize the burden of
the Collections on respondents,
including the use of automated
collection techniques or other forms of
information technology. In response to
your comments, we may revise these
ICRs or decide not to seek approval of
revisions of the Collections. We will
consider all comments and material
received during the comment period.
We encourage you to respond to this
request by submitting comments and
related materials. Comments must
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]]>Agencies
[Federal Register Volume 79, Number 56 (Monday, March 24, 2014)]
[Notices]
[Pages 16015-16020]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-06361]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary
[Docket No. DHS-2014-0011]
Privacy Act of 1974; Department of Homeland Security, Federal
Emergency Management Agency--009 Hazard Mitigation, Disaster Public
Assistance, and Disaster Loan Programs System of Records
AGENCY: Privacy Office, Department of Homeland Security.
ACTION: Notice of Privacy Act System of Records.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, the Department of
Homeland Security/Federal Emergency Management Agency proposes to
consolidate a current system of records titled, ``Department of
Homeland Security/Federal Emergency Management Agency--005 Temporary
and Permanent Relocation and Personal and Real Property Acquisition and
Relocation Files System of Records'' (73 FR 77750, December 19, 2008)
into the existing system of records titled, ``Department of Homeland
Security/Federal Emergency Management Agency--009 Hazard Mitigation
Assistance Grant Programs System of Records'' (77 FR 17783, July 23,
2012). The Department of Homeland Security/Federal Emergency Management
Agency also proposes to update this system of records to include all
disaster-related grant and loan programs including public assistance
program, and rename the system of records as ``Department of Homeland
Security/Federal Emergency Management Agency--009 Hazard Mitigation,
Disaster Public Assistance, and Disaster Loan Programs System of
Records'' to reflect the changes. The consolidated and updated system
of records allows the Department of Homeland Security/Federal Emergency
Management Agency to collect and maintain records from points of
contact from states, tribes, local governments, and other entities
applying for all grant money programs through the Federal Emergency
Management Agency's public assistance grants program, disaster loan
program, and the Hazard Mitigation Assistance grant programs. This
system of records also allows information collection from individuals
who may receive public assistance through these grants. This system of
records notice includes personally identifiable information collected
from individual property owners and/or occupants whose properties are
identified in applications for public assistance, hazard mitigation
assistance, and other disaster-related assistance or who have been
identified by the Federal Emergency Management Agency as candidates for
such assistance. The Federal Emergency Management Agency tracks the
progress of the grants to the survivors, to ensure proper delivery of
service, prevent duplication of benefits, and recoup any improper
payment of public assistance funds. As a result of the review records
have been updated within the: (1) System name; (2) system location; (3)
categories of individuals; (4) categories of records; (5) authority for
maintenance; (6) purpose; (7) routine uses; (8) retrievability; and (9)
retention and disposal. Additionally, this notice includes non-
substantive changes to simplify the formatting and text of the
[[Page 16016]]
previously published notice. This updated system will be included in
the Department of Homeland Security's inventory of record systems.
DATES: Submit comments on or before April 23, 2014. This revised system
will be effective April 23, 2014.
ADDRESSES: You may submit comments, identified by docket number DHS-
2014-0011, 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: Karen L. Neuman, 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, please visit https://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: For general questions, please contact:
Eric M. Leckey (202) 212-5100, Privacy Officer, Federal Emergency
Management Agency, Department of Homeland Security, Washington, DC
20472. For privacy issues, please contact: Karen L. Neuman (202) 343-
1717, Chief Privacy Officer, Privacy Office, 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) Federal Emergency Management
Agency (FEMA) proposes to consolidate, update, and rename a current
system of records titled, ``DHS/FEMA-009 Hazard Mitigation Assistance
Grant Programs System of Records.'' As part of the Department's process
for reviewing and streamlining compliance documentation and to increase
transparency, DHS/FEMA is proposing to: (1) Consolidate the DHS/FEMA-
005 Temporary and Permanent Relocation and Personal and Real Property
Acquisition and Relocation Files System of Records into the DHS/FEMA-
009 Hazard Mitigation Assistance Grant Programs System of Records in
order to form one comprehensive system of records for the Hazard
Mitigation Assistance (HMA) grant programs; (2) update the system of
records to include all public assistance and disaster grant and
disaster loan programs as these involve the provision of FEMA
assistance through state, local, tribal, or other entities, as well as
the collection of similar information; and (3) rename the system of
records notice to DHS/FEMA-009 Hazard Mitigation, Disaster Public
Assistance, and Disaster Loan Programs System of Records.
In making these updates DHS/FEMA is updating the following sections
of the systems of records notice: (1) System name, to reflect the
addition of public assistance disaster grant and loan programs; (2)
system location, to include the location of systems related to all
public assistance disaster grant and loan programs; (3) categories of
individuals, to include individuals that benefit from FEMA's disaster
public assistance and disaster loan programs; (4) categories of
records, to include data elements collected throughout the lifecycle of
all disaster public assistance and disaster loan programs, including
the appeals or arbitration process and other forms used by grantees, as
well as responses related to customer service assessments that FEMA
collects from a sample of public assistance recipients; (5) authority
for maintenance, to include legal authorities to collect information
under all disaster public assistance and loan programs and legal
authorities related to FEMA's requirement to perform customer service
assessments; (6) purpose, to include all disaster-related grant, loan,
and public assistance programs to facilitate FEMA's efforts to assess
the customer service it provides to those receiving FEMA assistance, to
ensure proper delivery of service, to prevent duplication of benefits,
and to recoup improper payment; (7) routine uses, to include additional
routine uses for public assistance disaster grant and loan programs and
to include information sharing with tribal entities and voluntary
organizations; (8) retrievability, to add clarity and to include
additional personal identifiers by which information may be retrieved;
and (9) retention and disposal, to include retention schedules of all
records collected through disaster-related grant, loan, and other
public assistance programs, as well as retention schedules for the
public assistance customer service assessments.
FEMA's mission includes preparing for, responding to, recovering
from, and mitigating the nation from all hazards and disasters. To
accomplish this, FEMA administers disaster-related grant, loan, and
public assistance programs through state, local, tribal, or other
entities, who in turn provide aid and assistance to citizens in need.
FEMA is consolidating all disaster-related grant, loan, and public
assistance programs under one SORN because the assistance is
administered in a similar manner. A point of contact (POC) from the
state, local, tribal, or other entity typically collects the required
information from the disaster survivor in order to provide assistance
through these programs on behalf of FEMA. There may be some instances
where FEMA collects the information required by a program directly from
the disaster survivor; however, the assistance is provided in
consultation with the state, local, tribal, or other entities.
Regardless of the source of information, disaster survivor PII may be
maintained by FEMA under this system of records to account for public
assistance issued to the individual, prevent duplication of benefits,
and recoup any improper payment of public assistance funds to the
individual.
One of the disaster-related grant, loan, and public assistance
programs administered through FEMA is the public assistance (PA) grant
program. The PA program provides assistance to state, tribal, and local
governments, and certain types of private nonprofit organizations in
order for communities to quickly respond to and recover from
presidentially-declared major disasters and/or emergencies. FEMA
provides supplemental federal disaster grant assistance for activities
such as debris removal, emergency protective measures, and the repair,
replacement, or restoration of disaster-damaged, publicly owned
facilities and the facilities of certain private non-profit (PNP)
organizations through the PA program. The PA program also includes the
Community Disaster Loan (CDL) program, which provides funds to any
eligible local government in a designated disaster area that has
suffered a substantial loss of tax or other revenue. The jurisdiction
must first demonstrate a need for financial assistance to perform a
governmental function.
FEMA has updated this system of records to include all disaster-
related assistance programs, including the PA program because the
administration of the grants program are similar to the administration
of PA programs and because the information collection, maintenance, and
uses are consistent with the HMA grant programs currently covered by
DHS/FEMA-009. Inclusion of PA programs in this system of records does
not impact or change how HMA information is collected and used.
FEMA HMA grant programs provide funding for eligible mitigation
activities that reduce disaster losses, protect life
[[Page 16017]]
and property from future disaster damages, or that are in the best
interest of the National Flood Insurance Fund. Through these assistance
programs the HMA grant programs provide funds to eligible grantees to
implement mitigation measures or determinations to reduce or eliminate
the risk of future damage to life and property from hazards through
state, local, tribal, or other entities. Many HMA grant programs
provide funding for mitigation measures or determinations that impact
property privately owned by individuals such as retrofitting
structures, elevating structures, implementing structural flood control
projects, and constructing safe rooms.
One of the mitigation activities administered under the HMA grant
programs is the acquisition and demolition or relocation of qualified
properties or structures. FEMA is consolidating and including these
records in this updated system of records because they were previously
covered by the DHS/FEMA-005 Temporary and Permanent Relocation and
Personal and Real Property Acquisition and Relocation Files. In certain
areas determined by FEMA to be at greater risk for disasters (i.e.,
flood plain), individual property owners can voluntarily apply for
acquisition and demolition or relocation grant assistance though their
local and state governments. Since the acquisition and relocation
mitigation activity falls under the overall HMA grant programs, FEMA is
consolidating and including this grant assistance program (previously
covered by DHS/FEMA-005 Temporary and Permanent Relocation and Personal
and Real Property Acquisition and Relocation Files System of Records)
into this updated system of records.
Consistent with its mission, FEMA may conduct customer service
assessments of PA recipients and collect feedback to determine
effectiveness of the program and identify areas for improvement.
This consolidation and update does not impact the current PA grant
or loan programs, HMA grant programs, or other disaster-related
assistance program operations or the information collection that occur
under the program. This consolidation is solely an effort to streamline
FEMA's documentation and processes.
This consolidated and 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 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 U.S. citizens and lawful
permanent residents. As a matter of policy, DHS extends administrative
Privacy Act protections to all individuals when systems of records
maintain information on U.S. citizens, lawful permanent residents, and
visitors.
Below is the description of the DHS/FEMA-009 Hazard Mitigation,
Disaster Public Assistance, and Loan Programs System of Records.
In accordance with 5 U.S.C. 552a(r), DHS has provided a report of
this system change to the Office of Management and Budget and to
Congress.
System of Records:
Department of Homeland Security (DHS)/Federal Emergency Management
Agency (FEMA)-009.
System name:
DHS/FEMA-009 Hazard Mitigation, Disaster Public Assistance, and
Disaster Loan Programs System of Records.
Security classification:
Unclassified.
System location:
Records collected for disaster-related grant, loan, and other
public assistance programs may be located in systems such as Mitigation
eGrants, Emergency Management Mission Integrated Environment (EMMIE)
system, National Emergency Management Information System--Public
Assistance (NEMIS-PA), Hazard Mitigation Grant Program (HMGP) system
(formerly NEMIS-MT), and Individual Assistance (IA). Community Disaster
Loan Program and hard copy records are maintained at FEMA Headquarters
in Washington, DC and field locations.
Categories of individuals covered by the system:
Categories of individuals covered by this system include:
Points of contact (POCs) for grantees of the Public
Assistance (PA) program, disaster loans, and the Hazard Mitigation
Assistance (HMA) grant programs, including applications that are
denied, and awarded grants (grantees), such as state, local, tribal,
and territorial governments, and private and non-profit organizations
applying for assistance or funds; and
Individual private property owners and/or occupants whose
properties are identified in applications for PA, HMA, and other
disaster-related assistance, or who have been identified by FEMA as
candidates for such assistance.
Categories of records in the system:
Categories of records for State/Local/Tribal POCs of Grantee
include:
Grant applicant organization POC;
Grant applicant organization POC's office phone number;
Grant applicant organization POC's office mailing address;
Grant applicant organization POC's email address;
Grant applicant's Dun and Bradstreet Data Universal
Numbering System (DUNS);
Governor's authorized representative name;
Governor's authorized representative signature;
Categories of records from individual property owners/occupants
include:
Individual property owner/occupant's name;
Individual property owner/occupant's damaged property
address;
Individual property owner/occupant's personal and/or work
phone number;
Individual other/emergency contact number;
Individual property owner/occupant's mailing address;
Individual property owner's status regarding flood and/or
homeowners' insurance;
Individual property owner's National Flood Insurance
Program (NFIP) policy number;
Individual property owner's insurance policy provider for
the property proposed to be mitigated with FEMA funds;
Individual property owner/occupant's signature;
Individual owner/occupant's household size;
Other records collected to administer and support the disaster-
related grant, loan, and public assistance programs:
Vital and/or special needs and/or accommodations that the
individual property owner/occupants and/or their dependents may
require;
Notations and reports of decisions from insurance,
disaster, or similar financial aid and/or income from other federal and
state agencies, insurance companies, employers, banks, financial or
credit data services, and public or private entities as they relate to
[[Page 16018]]
payments, services, financial assistance, and/or other benefit received
by individual property owners for the subject property;
Records and worksheets describing mitigation activity
type, hazard type, award date, and/or Congressional district;
Relevant financial information, such as salary
information, that helps determine eligibility to receive payments,
assistance, and/or other benefits, or to cancel loan assistance;
Information supporting a request for public assistance,
which may include maps and sketches, cost estimates, photo sheet,
description of the damage, special consideration questions, and scope
of work required;
Information pertaining to requests for appeals for the PA
and/or HMA programs and program recommendations;
Information pertaining to requests and recommendations for
arbitrations for the PA program;
Information pertaining to requests for additional funding
for cost overruns for large projects;
Amounts paid for purchase of property, including records
of negotiations and offers;
Title search documentation including property titles,
title company correspondence, closing papers, tax records, and
contracts;
Loan interest payment information including mortgage
payment papers, loan documentation claims, and DHS/FEMA approvals;
Information for determining benefit amounts for real
property acquisition including tax records, mortgage information, and
divorce decrees;
Information concerning replacement housing determinations
including tax information, affidavits, and determinations;
Relocation claims payment information including documents
verifying that funds have been spent, deeds, contractors, building
estimates, construction bills, loan papers, leases, cancelled checks,
claim forms, and Decent, Safe, and Sanitary Inspection forms;
Right of entry and/or consent documentation to enter
property;
Deeds, contractual sales documents, notations of follow-up
actions, appraiser qualifications, rent supplement information,
questionnaire including background information on displaced persons,
and information supplied by displaced persons to support claims for
relocation files may contain the following:
[cir] Applicant contact sheet;
[cir] Application for assistance;
[cir] Leases and/or reimbursement agreements and corresponding
housing inspection reports;
[cir] Requests for payment with supporting bills, receipts, etc.,
for relocation expenses and payment records to individuals and
businesses; and
[cir] Move-out records.
Customer service survey/assessment responses.
Authority for maintenance of the system:
Sections 203, 403, 404, 406, 407, 417 of the Robert T. Stafford
Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C.
5133, 5170a, 5170b, 5170c, 5173 and 5184; 42 U.S.C. 4030, 4102a, and
4104c, National Flood Insurance Act of 1968, as amended (the ``NFIA''),
42 U.S.C. 4001, et seq.; the Government Performance and Results Act,
Public Law 103-62, as amended; Executive Order 13411 ``Improving
Assistance to Disaster Victims,'' August 29, 2006; and Executive Order
12862 ``Setting Customer Service Standards,'' September 11, 2003.
Purpose(s):
The purpose of this system is to administer the PA grants program,
HMA grants programs, and other disaster grants and disaster loan
programs to mitigate and recover from emergencies and disasters and to
assess the customer satisfaction of FEMA public assistance applicants
while allowing FEMA to prevent the duplication of benefits and recoup
improper payment. The purpose of this SORN consolidation is to
streamline FEMA documentation and processes since the aforementioned
programs are administered by FEMA through state, local, tribal, and
other entities and collect similar information.
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 (DOJ), including Offices of the
U.S. Attorneys, 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 or former employee of DHS in his/her official
capacity;
3. Any employee or former employee of DHS in his/her individual
capacity when DOJ or DHS has agreed to represent the employee; or
4. The U.S. 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 (NARA) 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 or 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. DHS has determined that as a result of the suspected or
confirmed compromise, there is a risk of identity theft or fraud, harm
to economic or property interests, harm to an individual, or harm to
the security or integrity of this system or other systems or programs
(whether maintained by DHS 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 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,
students, 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, when a record, either
on its face or in conjunction with other information, indicates a
violation or potential violation of law, which
[[Page 16019]]
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 state, local, tribal government whose area has been
declared, approved, and subject to said grant/loan efforts, or to a
federal, state, tribal, or local government agency charged with
administering federal mitigation or disaster relief programs in order
to prevent a duplication of efforts by FEMA or the said agency, or a
duplication of benefits to an individual applying for mitigation grant
programs administered by FEMA.
I. To a federal, state, tribal, or local government agency, or
other public or private entity (to include voluntary/non-governmental
organizations, insurance companies, insurance agents/brokers,
individual's employer, and/or financial institutions), when an
individual property owner's eligibility for grant assistance to the
property, in whole or in part, depends upon financial benefits already
received or available from that source for similar purposes.
J. To federal, state, tribal, local governments, voluntary
organizations, utilities, and hospitals/health care providers to
address unmet needs of individuals seeking assistance, or to restore/
provide essential services, determine the status of ongoing projects or
requests for assistance, and verify eligibility for/prevent a
duplication of assistance.
K. To the affected state subdivision thereof (regional, local, or
tribal) for the purpose of determining the state's or subdivision's
eligibility for tracking title to the acquired property for
recreational and open space resources.
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:
FEMA stores records in this system electronically or on paper in
secure facilities in a locked drawer behind a locked door. The records
are stored on magnetic disc, tape, or digital media.
Retrievability:
FEMA may retrieve records by an individual's name, name of the
applicant or sub-applicant organization submitting the grant
application, mitigation activity type, hazard type, award date,
congressional district, and/or individual's flood insurance policy
information.
Safeguards:
FEMA safeguards records in this system in accordance with
applicable rules and policies, including all applicable DHS automated
systems security and access policies. FEMA has imposed strict controls
to minimize the risk of compromising the information it stores. 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:
In accordance with Government Records Schedule (GRS) 3, Item 14,
FEMA destroys grant administrative records and hard copies of
unsuccessful grant applications files after two years. In accordance
with GRS 3, Item 13, FEMA stores electronically received and processed
copies of unsuccessful grant application files for 3 years from the
date of denial and then deleted.
In accordance with NARA Authority N1-311-95-1, Item 1, FEMA
maintains grant project records for three years after the end of the
fiscal year that the grant or agreement is finalized or when no longer
needed, whichever is sooner.
In accordance with NARA Authority N1-311-95-1, Item 3, FEMA retires
grant final reports to the Federal Records Center (FRC) three years
after cutoff and transfers them to NARA 20 years after cutoff. In
accordance with NARA Authority N1-311-95-1, Item 2; N1-311-01-8, Item
1; and N1-311-04-1, Item 1, FEMA stores all other grant records for six
years and three months from the date of closeout (when closeout is the
date FEMA closes the grant in its financial system) and final audit and
appeals are resolved and then deleted.
FEMA will consolidate original files regarding occupant-related
documents (e.g., site requests, mobile home sales documents, leases,
and contracts) at regional offices at the end of Phase II (e.g., when
shelterees are removed to permanent housing) and destroy them six years
and three months after files are consolidated in accordance with NARA
Authority N1-311-86-1, Item 4C8b(1).
Records of real properties (property acquisition agreement and
lists of acquired properties) acquired with FEMA funds for maintenance
in accordance with agreement terms of the grant cannot be destroyed
until agreement with locality is no longer viable. Files regarding the
permanent relocation purchases of properties under Section 1362 are
permanent and maintained in accordance with NARA Authority N1-311-86-1,
Item 4C10d. FEMA stores records pertaining to individual assistance
customer satisfaction assessments in accordance with NARA Authority N1-
311-00-1.
The customer service assessment forms that have been filled out and
returned by disaster assistance applicants are temporary records that
are destroyed upon transmission of the final report, per NARA Authority
N1-311-00-1, Item 1.
The statistical and analytical reports resulting from these
assessments are temporary records that are retired three years after
the final report cutoff and destroyed 20 years after the report cutoff
per NARA Authority N1-311-00-1, Item 2. The assessment results database
are temporary records that are destroyed when no longer needed for
analysis purposes, per NARA Authority N1-311-00-1, Item 3.
System Manager and address:
Director, Risk Reduction Division, FEMA, 1800 South Bell Street,
Arlington, VA 20598-3030; Director, Public Assistance Division, FEMA,
500 C Street SW., Washington, DC 20472. Enterprise Coordination/
Information Management, National Processing Service Center, Winchester,
VA.
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 FEMA Privacy Officer and FEMA
Freedom of Information Act 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,
[[Page 16020]]
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:
FEMA obtains information in this system of records from individual
points of contact for state, local, tribal, territorial governments,
and private and non-profit organizations via hard copy and electronic
applications for assistance, as well as from the individual disaster
survivors, from whom FEMA may collect information directly to assess
and report on damages incurred as a result of a disaster.
Exemptions claimed for the system:
None.
Dated: February 11, 2014.
Karen L. Neuman,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2014-06361 Filed 3-21-14; 8:45 am]
BILLING CODE 9110-17-P
