Privacy Act of 1974; System of Records, 8685-8687 [2018-04001]

Agencies

• DEPARTMENT OF HOMELAND SECURITY

[Federal Register Volume 83, Number 40 (Wednesday, February 28, 2018)]
[Notices]
[Pages 8685-8687]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-04001]


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DEPARTMENT OF HOMELAND SECURITY

[Docket No. DHS-2017-0075]


Privacy Act of 1974; System of Records

AGENCY: Privacy Office, Department of Homeland Security.

ACTION: Notice of new Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the Department of 
Homeland Security (DHS) proposes to establish a new DHS system of 
records titled, ``Department of Homeland Security/ALL-042 Personnel 
Networking and Collaboration System of Records.'' This system of 
records allows DHS to collect and maintain records containing 
biographic information of employees and contractors of DHS for the 
purpose of professional networking and employee collaboration. This 
newly established system will be included in the DHS inventory of 
record systems.

DATES: Submit comments on or before March 30, 2018. This new system 
will be effective upon publication. Routine uses will be effective 
March 30, 2018.

ADDRESSES: You may submit comments, identified by docket number DHS-
2017-0075 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: Philip S. Kaplan, Chief Privacy Officer, Privacy 
Office, Department of Homeland Security, Washington, DC 20528-0655.

FOR FURTHER INFORMATION CONTACT: For general and privacy questions, 
please contact: Philip S. Kaplan, [email protected], (202) 343-
1717, Chief Privacy Officer, Privacy Office, Department of Homeland 
Security, Washington, DC 20528-0655.

SUPPLEMENTARY INFORMATION: 

I. Background

    In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, DHS 
proposes to establish a new DHS system of records, ``DHS/ALL-042 
Personnel Networking and Collaboration System of Records.''
    DHS is issuing this system of records notice (SORN) to allow for 
the collection and sharing of biographical and professional information 
from Department personnel to facilitate and streamline collaborative 
work efforts, interactions, communications, and networking among 
Department employees, contractors, and grantees. Individuals may 
provide their general background or profile information, professional 
status and achievements, as well as educational accomplishments, for 
the purpose of fostering internal employee collaboration and 
communication across the homeland security enterprise. For instance, 
individuals may provide this information as part of DHS's use of social 
networking software-like tools within their closed, secure networks 
(e.g., blogs, which foster communication about new developments to 
internal teams and selected external partners within the DHS 
enterprise; wikis, which effectively aggregate and publish the subject 
matter expertise of multiple authorized contributors; Facebook-like 
``walls,'' which allow ongoing discussions and information-sharing 
about specific topics; employee directories and organizational charts, 
which facilitate communication and networking, and social search/
tagging, which allows DHS employees and contractors to add keywords, 
descriptors, and ratings to documents and other content). Individuals 
covered by this system who provide biographic information encourage 
communication and collaboration within the Department.
    Consistent with DHS's information sharing mission, information 
stored in the DHS/ALL-042 Personnel Networking and Collaboration SORN 
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 may share information with appropriate federal, state, 
local, tribal, territorial, foreign, or international government 
agencies consistent with the routine uses set forth in this SORN.
    This newly established 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 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. Additionally, and similarly, the Judicial Redress 
Act (JRA) provides covered persons with a statutory right to make 
requests for access and amendment to covered records, as defined by the 
JRA, along with judicial review for denials of such requests. In 
addition, the JRA prohibits disclosures of covered records, except as 
otherwise permitted by the Privacy Act.
    Below is the description of the DHS/ALL-042 Personnel Networking 
and Collaboration 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 NAME AND NUMBER
    Department of Homeland Security (DHS)/ALL-042 Personnel Networking 
and Collaboration System of Records.

SECURITY CLASSIFICATION:
    Unclassified.

[[Page 8686]]

SYSTEM LOCATION:
    Records are maintained at the DHS Headquarters in Washington, DC, 
and field offices.

SYSTEM MANAGER(S):
    For DHS Headquarters, the System Manager is the Deputy Chief 
Freedom of Information Act (FOIA) Officer, Department of Homeland 
Security, Washington, DC 20528. For components of DHS, the System 
Manager can be found at https://www.dhs.gov/foia under ``Contacts.''

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Authority for maintaining this system is in 5 U.S.C. 301, 44 U.S.C. 
3101; 44 U.S.C. 3534; Homeland Security Act of 2002, and as amended; 
Executive Order 13576 (June 13, 2011).

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to permit DHS's collection of 
biographical and professional information of current DHS employees, 
contractors, and grantees to facilitate connections and collaboration 
among individuals supporting the Department's mission; aid in the 
identification of individuals within an organization; and to ensure 
efficient collaboration within the Department.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current DHS personnel, including employees, contractors, and 
grantees working in furtherance of the Department's mission. Former DHS 
personnel information may be included until the information is disposed 
of in accordance with National Archives and Records Administration 
retention schedules. This system covers all individuals who are 
authorized to access DHS information technology resources, which may 
include any lawfully designated representative of private enterprises 
and federal, state, territorial, tribal, local, international, or 
foreign government agencies or entities, in furtherance of the DHS 
mission.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in this system include:
     Individual's name;
     Individual's photograph;
     Position/Title;
     Organization/Component affiliation;
     Business phone numbers;
     Business email addresses;
     Work/Office addresses;
     Educational background/history and accomplishments;
     Professional background/work history and accomplishments;
     Individual's military experience, if applicable; and
     Other relevant biographical information that the 
individual may voluntarily provide.

RECORD SOURCE CATEGORIES:
    Records are voluntarily obtained from the individual employee, 
contractor, or grantee.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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 the U.S. Attorneys 
Offices, or other federal agency conducting litigation or 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, only when DOJ or DHS has agreed to represent the employee; or
    4. The United States or any agency thereof.
    B. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    C. To the National Archives and Records Administration (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 determines that information from this system of records is 
reasonably necessary and otherwise compatible with the purpose of 
collection to assist another federal recipient agency or entity in (1) 
responding to a suspected or confirmed breach or (2) preventing, 
minimizing, or remedying the risk of harm to individuals, the recipient 
agency or entity (including its information systems, programs, and 
operations), the Federal Government, or national security, resulting 
from a suspected or confirmed breach; or
    2. DHS suspects or has confirmed that there has been a breach of 
this system of records; and (a) DHS has determined that as a result of 
the suspected or confirmed breach, there is a risk of harm to 
individuals, DHS (including its information systems, programs, and 
operations), the Federal Government, or national security; and (b) 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 breach or to 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 includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person making the 
disclosure.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    DHS stores records in this system electronically or on paper in 
secure facilities in a locked drawer behind a locked door. The records 
may be stored on magnetic disc, tape, and digital media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by an individual's name, component or 
affiliation, position or title, email address, or an Electronic Data 
Interchange Personal Identifier. The Electronic Data Interchange 
Personal Identifier is a unique number assigned to the Personal 
Identity Verification (PIV) card that uniquely identifies each user. 
Records are not retrievable by

[[Page 8687]]

message content or information contained therein.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records connected to social media that are not hosted on a DHS 
server are managed in accordance with General Records of the Department 
of Homeland Security Records Schedule Number DAA-0563-2013-0003. 
Information used to establish a profile on non-DHS information sharing 
and social media websites will be cut off at the end of the calendar 
year, and destroyed 5 years after the information has been superseded, 
or is obsolete. All other records covered by this SORN are managed in 
accordance with General Records Schedule (GRS) 5.1, item 010. Records 
accumulated by individual offices that relate to routine day-to-day 
administration and management of the office rather than the mission-
specific activities for which the office exists should be destroyed 
when the business use ceases.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    DHS safeguards records in this system according to applicable rules 
and policies, including all applicable DHS automated systems security 
and access policies. DHS 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.

RECORD ACCESS PROCEDURES:
    When an individual is seeking records about himself or herself from 
this system of records or any other Departmental system of records, the 
individual's request must conform with the Privacy Act regulations set 
forth in 6 CFR part 5. The individual must first verify his/her 
identity, meaning that the individual must provide his/her full name, 
current address, and date and place of birth. The individual must sign 
the request, and the individual's 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, an individual may obtain forms for this 
purpose from the Chief Privacy Officer and Chief Freedom of Information 
Act Officer, https://www.dhs.gov/foia or 1-866-431-0486. In addition, 
the individual should:
     Explain why he/she believes the Department would have 
information on him/her;
     Identify which component(s) of the Department the 
individual believes may have the information about him/her;
     Specify when the individual believes 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 an individual's request is seeking records pertaining to another 
living individual, the first individual must include a statement from 
the second individual certifying his/her agreement for the first 
individual to access his/her records.
    Without the above information, the component(s) may not be able to 
conduct an effective search, and the individual's request may be denied 
due to lack of specificity or lack of compliance with applicable 
regulations.

CONTESTING RECORD PROCEDURES:
    For records covered by the Privacy Act, see ``Record Access 
Procedures'' above.

NOTIFICATION PROCEDURES:
    See ``Record Access Procedures'' above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

Philip S. Kaplan,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2018-04001 Filed 2-27-18; 8:45 am]
 BILLING CODE 9110-9B-P