Privacy Act of 1974; Department of Homeland Security/United States Coast Guard-024 United States Coast Guard Auxiliary Database (AUXDATA) System of Records, 23001-23003 [2014-09476]

Agencies

• DEPARTMENT OF HOMELAND SECURITY
• Office of the Secretary

[Federal Register Volume 79, Number 80 (Friday, April 25, 2014)]
[Notices]
[Pages 23001-23003]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-09476]


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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2014-0020]


Privacy Act of 1974; Department of Homeland Security/United 
States Coast Guard-024 United States Coast Guard Auxiliary Database 
(AUXDATA) System of Records

AGENCY: Department of Homeland Security, Privacy Office.

ACTION: Notice of Privacy Act System of Records.

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SUMMARY: In accordance with the Privacy Act of 1974, the Department of 
Homeland Security proposes to update and reissue a current Department 
of Homeland Security system of records titled, ``Department of Homeland 
Security/United States Coast Guard-024 United States Coast Guard 
Auxiliary Database System of Records.'' This system of records allows 
the Department of Homeland Security/United States Coast Guard to track 
and report contact, activity, performance, and achievement information 
about members of its volunteer workforce element, the United States 
Coast Guard Auxiliary. As a result of a biennial review of this system, 
the Department of Homeland Security/United States Coast Guard is 
updating this system of records notice to: (1) Update categories of 
individuals covered by the system; (2) modify the categories of records 
in the system; and (3) update the system manager and address. 
Additionally, this notice includes non-substantive changes to simplify 
the formatting and text of the 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 May 27, 2014. This updated system 
will be effective May 27, 2014.

ADDRESSES: You may submit comments, identified by docket number DHS-
2014-0020 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: 
Marilyn Scott-Perez, (202) 475-3515, Privacy Officer, Commandant (CG-
61), United States Coast Guard, Mail Stop 7710, Washington, DC 20593. 
For privacy questions, 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) United States Coast Guard (USCG) 
proposes to update and reissue a current DHS system of records titled, 
``DHS/United States Coast Guard-024 Auxiliary Database (AUXDATA) System 
of Records.''
    The DHS/USCG-024 Auxiliary Database System of Records allows the 
USCG to track and report contact, activity, performance, and 
achievement information about the members of its volunteer workforce 
element, the USCG Auxiliary. As a result of a biennial review of the 
system, (1) categories of individuals covered by the system have been 
updated to reflect the current year and accurate number of active duty 
and lawful residence admission, (2) categories of records in the system 
have been modified to include the member identification, and (3) the 
system manager and address have been updated to include command name, 
office symbol, and Mail Stop.
    Consistent with DHS's information sharing mission, information 
stored in the DHS/USCG-024 AUXDATA System of Records may be shared with 
other DHS components that have a need to know the information to carry 
out their national security, law enforcement, immigration, 
intelligence, or other homeland security functions. In addition, DHS/
USCG may share information with appropriate federal, state, local, 
tribal, territorial, foreign, or international government agencies 
consistent with the routine uses set forth in this system of records 
notice.
    This updated system will be included in DHS's inventory of record 
systems.

II. Privacy Act

    The Privacy Act embodies fair information practice 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

[[Page 23002]]

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/USCG-024 Auxiliary Database 
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)/United States Coast Guard 
(USCG)-024.

System name:
    DHS/USCG-024 Auxiliary Database System of Records (AUXDATA).

Security classification:
    Unclassified

System location:
    DHS maintains records are maintained at USCG Headquarters in 
Washington, DC, the USCG Operations Systems Center in Martinsburg, West 
Virginia, and field offices. AUXDATA is the information technology (IT) 
system in which records associated with this function are maintained.

Categories of individuals covered by the system:
    The USCG Auxiliary Program has approximately 31,000 members in 
active status and approximately 7,000 members in retired status (i.e., 
members who have 15 years of recorded Auxiliary membership, but no 
longer desire to engage in Auxiliary activities). Categories of 
individuals covered by this system include all current and former USCG 
Auxiliarists, the volunteer workforce element of the USCG. This 
includes applicants who have submitted requisite information to the 
USCG as part of the enrollment process to become a USCG Auxiliarist. 
The enrollment process entails submission of this information, 
verification of proper age, U.S. citizenship or lawful permanent 
residence admission, and completion of a background check conducted 
through the USCG Security Center (SECCEN) and the Office of Personnel 
Management (OPM). Auxiliary enrollment ends upon disenrollment, 
retirement, or death. An Auxiliarist's AUXDATA records are archived 
upon the end of their enrollment.

Categories of records in the system:
     Name;
     Member identification number;
     Address;
     Birth date;
     Phone number;
     Auxiliary qualifications information (formal designations 
in program disciplines that result from successful completion of 
training regimens, for example: class instructor, vessel examiner, boat 
coxswain, and certifications and licenses);
     Auxiliary activities information (patrols conducted, 
classes taught); and
     Information on facilities (boats, radio stations or 
aircraft-owned by Auxiliarists as well as facility identification 
numbers (e.g., boat license number).

Authority for maintenance of the system:
    14 U.S.C. 632, 830, and 831; Departmental Regulations; 5 U.S.C. 
301; the Federal Records Act, 44 U.S.C. 3101; and COMDTINST M16790.1 
(series).

Purpose(s):
    This system is the primary information management tool for the USCG 
Auxiliary program. As the repository for personal and activity data for 
Auxiliarists and the units they comprise, AUXDATA is routinely used at 
local, regional, and national USCG levels to measure and monitor the 
support the Auxiliary provides to USCG missions and to recognize 
Auxiliarists for their service. It also provides an inventory of 
Auxiliary surface, air, and radio facilities that are offered to and 
accepted for use by the USCG.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records 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 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. 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, 
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 23003]]

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 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, when 
disclosure is necessary to preserve confidence in the integrity of DHS, 
or when disclosure is necessary to demonstrate the accountability of 
DHS's officers, employees, or individuals covered by the system, except 
to the extent the Chief Privacy Officer determines 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:
    USCG 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 tape at the USCG Operations Systems Center in 
Martinsburg, West Virginia.

Retrievability:
    Records may be retrieved by an individual's name or employee 
identification number.

Safeguards:
    DHS/USCG safeguards records in this system according to applicable 
rules and policies, including all applicable DHS automated systems 
security and access policies. USCG has imposed strict controls to 
minimize the risk of compromising the information that is being stored. 
Access to the computer system containing the records in this system is 
limited to those individuals who have a need to know the information 
for the performance of their official duties and who have appropriate 
clearances or permissions.

Retention and disposal:
    Information collected by AUXDATA is stored for a minimum of five 
years after the record is created, then retained and destroyed in 
accordance with Coast Guard Commandant Instruction M5212.12 (series), 
Information and Life Cycle Management Manual, approved by NARA.
    Personal information (name, employee identification number, 
address, birth date, phone number) is destroyed/deleted 30 years after 
disenrollment or death of a member. (AUTH: N1-26-05-10)
    Item 2a Information on facilities (boats, radio stations or 
aircraft-owned by Auxiliarists as well as facility identification 
numbers (e.g., boat license number) are destroyed/deleted five years 
after facility becomes inactive or is withdrawn from service. (AUTH: 
N1-26-05-10) Item 2c(1)
    Item 2b Auxiliary qualifications information (formal designations 
in program disciplines that result from successful completion of 
training regimens, for example: class instructor; vessel examiner; boat 
coxswain; and certifications and licenses) is contained within the 
Training Management Tool and are destroyed/deleted 30 years after 
disenrollment or death of a member. (AUTH: N1-26-05-10)
    Item 2d Auxiliary activities information (patrols conducted, 
classes taught) is destroyed/deleted data when no longer needed for 
administrative use or five years after final action is completed. 
(AUTH: N1-26-05-10)

System Manager and address:
    Commandant (CG-761), Office of Command, Control, Communications, 
Computers, and Sensors Capabilities, United States Coast Guard, Mail 
Stop 7331, Washington, DC 20593-0001. Commandant (CG-BSX), Office of 
Auxiliary and Boating Safety, United States Coast Guard, Mail Stop 
7501, Washington, DC 20593-0001.

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the Chief Privacy Officer and United 
States Coast Guard Freedom of Information Act Officer (FOIA) Officer, 
whose contact information can be found at https://www.dhs.gov/foia under 
``FOIA Contact Information.'' 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 FOIA, 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. Sec.  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 FOIA, https://www.dhs.gov/foia 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:
    Records are obtained from forms completed by USCG Auxiliary 
members.

Exemptions claimed for the system:
    None.

    Dated: April 8, 2014.
Karen L. Neuman,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2014-09476 Filed 4-24-14; 8:45 am]
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