Privacy Act of 1974; System of Records, 19087-19090 [2018-09231]

Agencies

• DEPARTMENT OF HOMELAND SECURITY

[Federal Register Volume 83, Number 84 (Tuesday, May 1, 2018)]
[Notices]
[Pages 19087-19090]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-09231]


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DEPARTMENT OF HOMELAND SECURITY

[Docket No. DHS-2018-0009]


Privacy Act of 1974; System of Records

AGENCY: Department of Homeland Security.

ACTION: Notice of a new 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/United States Coast 
Guard-032 Asset Logistics Management Information System (ALMIS) System 
of Records.'' This system of records allows the DHS/United States Coast 
Guard (USCG) to collect and maintain records on the maintenance, 
mission scheduling, and logistics for USCG aviation and surface (boats) 
assets. This newly established system will be included in the DHS 
inventory of record systems.

DATES: Submit comments on or before May 31, 2018. This new system will 
be effective upon publication. Routine uses will be effective May 31, 
2018.

ADDRESSES: You may submit comments, identified by docket number DHS-
2018-0009 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.
    Instructions: All submissions received must include the agency name 
and docket number DHS-2018-0009. All comments received will be posted 
without change to https://www.regulations.gov, including any personal 
information provided.
    Docket: For access to the docket to read background documents or 
comments received, go to https://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: 
    For general questions, please contact: Brian P. Burns, (202) 475-
3507, [email protected], Acting Privacy Officer, Commandant (CG-
6), United States Coast Guard, Mail Stop 7710, Washington, DC 20593.
    For privacy questions, please contact: Philip S. Kaplan, (202) 343-
1717, [email protected], Chief Privacy Officer, Privacy Office, 
Department of Homeland Security, Washington, DC 20528-0655.

[[Page 19088]]


SUPPLEMENTARY INFORMATION: 

I. Background

    ALMIS is a legacy system that enables efficient, flexible, and 
cost-effective aircraft and surface force operations, logistics, and 
maintenance support. It supports data entry from the start of a 
mission, recording the mission execution, tracking crew events, asset 
aging, asset configuration, asset maintenance requirements, asset part 
replacements, warehouse activities, and procurement actions. In order 
to perform these functions, USCG must collect information to confirm 
the identities of the individuals assigned to the assets. This includes 
collecting name, rank, and contact information, as well as sensitive 
data elements such as Social Security number (SSN). The collection and 
maintenance of this information will allow DHS/USCG to perform its 
mission and primary duties, as outlined in 14 U.S.C. 2.
    Currently, ALMIS retains all records. The records retention 
schedule disposition is currently pending with the National Archives 
and Records Administration (NARA).
    Consistent with DHS's information sharing mission, information 
stored in DHS/USCG-032 Asset Logistics Management Information System 
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 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, 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/USCG-032 Asset Logistics 
Management Information System (ALMIS) 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)/United States Coast Guard 
(USCG)-032 Asset Logistics Management Information System (ALMIS).

SECURITY CLASSIFICATION:
    Unclassified, Sensitive, For Official Use Only.

SYSTEM LOCATION:
    Records are maintained at the United States Coast Guard 
Headquarters in Washington, DC and field offices.

SYSTEM MANAGER(S):
    Commandant (CG-4), United States Coast Guard, Mail Stop 7714, 
Washington, DC 20593.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    14 U.S.C. 2; 14 U.S.C. 93; 14 U.S.C. 102; 14 U.S.C. 141; 14 U.S.C. 
632; 14 U.S.C. 648; 44 U.S.C. 3101; 44 U.S.C. 3534; Executive Order 
(E.O.) 9397, Numbering System for Federal Accounts Relating to 
Individual Persons, as amended by E.O. 13478, Amendments to Executive 
Order 9397 Relating to Federal Agency Use of Social Security Numbers; 
and the National Defense Authorization Act of 2014 (Pub. L. 113-66).

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to provide maintenance tracking, 
parts ordering/inventory, and mission information for USCG aviation and 
surface assets.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    USCG personnel (including military, Federal employees, and 
contractors) and non-DHS Federal employees whose home agencies have 
agreements in place with USCG to use its equipment (e.g., U.S. Forest 
Service (USFS)).

CATEGORIES OF RECORDS IN THE SYSTEM:
    USCG Military:
     SSN;
     Common Access Card number (CAC#);
     Personal Identification Number (PIN) for two-factor 
authentication;
     Name;
     Rate/rank;
     Employee Identification (EMPLID);
     Sector/group;
     Unit Operating Facilities Address Code (OPFAC);
     Work email address;
     Work phone number; and
     Digital signature.
    Government Civilians:
     SSN;
     CAC#;
     PIN;
     Name;
     Civilian grade;
     EMPLID;
     Unit OPFAC;
     Work email address;
     Work phone number; and
     Digital signature.
    Federal contractors:
     SSN;
     CAC#;
     PIN;
     Name;
     Unit OPFAC;
     Work email address;
     Work phone number;
     Digital signature;
     Contract number;
     Company name; and
     Period of contract performance.
    USFS personnel:
     SSN;
     CAC#;
     PIN;
     Name;
     Civilian grade;
     EMPLID;
     Unit OPFAC;
     Work email address;
     Work phone number; and
     Digital signature.

RECORD SOURCE CATEGORIES:
    Records are obtained from USCG personnel (including military, 
Federal employees, and contractors) and the United States Forest 
Service (USFS), or other agencies that have agreements in place with 
USCG to use its equipment.

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:

[[Page 19089]]

    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 
suspects or has confirmed that there has been a breach of the system of 
records; (2) 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 (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 
breach or to prevent, minimize, or remedy such harm.
    F. To another Federal agency or Federal entity, when DHS determines 
that information from this system of records is reasonably necessary 
and otherwise compatible with the purpose of collection to assist the 
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.
    G. 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.
    H. 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.
    I. To the United States Forest Service, or other agency that has an 
equipment-sharing agreement in place with USCG, for the purpose of 
verifying personnel authorized to utilize the system and to access 
aircraft maintenance and logistic records.
    J. 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 a clearly unwarranted invasion of personal privacy.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    DHS/USCG 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:
    USCG retrieves records be retrieved by name of individual, Social 
Security number (SSN), rank, Unit Operating Facilities Address Code 
(OPFAC), Employee Identification number (EMPLID), and Command Access 
Card (CAC) number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Currently, ALMIS retains all records. The records retention 
schedule disposition is currently pending with NARA.

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

RECORD ACCESS PROCEDURES:
    Individuals seeking access to and notification of 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 the 
United States Coast Guard Freedom of Information Act (FOIA) Officer, 
whose contact information can be found at https://www.dhs.gov/foia under 
``Contacts 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 Freedom of Information Act Officer, Department of Homeland 
Security, Washington, DC 20528-0655. Even if neither the Privacy Act 
nor the Judicial Redress Act provide a right of access, certain records 
about the individual may be available under the Freedom of Information 
Act.
    When seeking records about one's self from this system of records 
or any other Departmental system of records, the request must conform 
with the Privacy Act regulations set forth in 6 CFR part 5. The 
individual must first verify his or her identity, meaning that he or 
she must provide his or her full name, current address, and date and 
place of birth. The individual must sign the request, and the 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-

[[Page 19090]]

0486. In addition, the individual should:
     Explain why he or she believes the Department would have 
information being requested;
     Identify which Component(s) of the Department he or she 
believes may have the information;
     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 the request is seeking records pertaining to another living 
individual, the person seeking the records must include a statement 
from the subject individual certifying his/her agreement for the 
requestor to access his or her records.
    Without the above information, the Component(s) may not be able to 
conduct an effective search, and the 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 or covered JRA records, see 
``Record Access Procedures'' above.

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

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

Philip S. Kaplan,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2018-09231 Filed 4-30-18; 8:45 am]
BILLING CODE 9110-04-P