[Federal Register Volume 73, Number 245 (Friday, December 19, 2008)]
[Notices]
[Pages 77750-77753]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-29796]


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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2008-0126]


Privacy Act of 1974; Federal Emergency Management Agency-005 
Temporary and Permanent Relocation and Personal and Real Property 
Acquisitions and Relocation Files System of Records

AGENCY: Privacy Office; DHS.

ACTION: Notice of Privacy Act system of records.

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SUMMARY: In accordance with the Privacy Act of 1974 and as part of the 
Department of Homeland Security's ongoing effort to review and update 
legacy system of records notices, the Department of Homeland Security 
is giving notice that it proposes to update and reissue the following 
legacy record

[[Page 77751]]

system: FEMA/State and Local Programs and Support (SLPS)-6 Temporary 
and Permanent Relocation and Personal and Real Property Acquisitions 
and Relocation Files (September 7, 1990) as a Department of Homeland 
Security system of records notice titled, Department of Homeland 
Security Federal Emergency Management Agency--005 Temporary and 
Permanent Relocation and Personal and Real Property Acquisitions and 
Relocation Files. Categories of individuals, categories of records, and 
the routine uses of this legacy system of records notice have been 
reviewed updated to better reflect the Department of Homeland 
Security's Federal Emergency Management Agency--005 Temporary and 
Permanent Relocation and Personal and Real Property Acquisitions and 
Relocation Files. This new system will be included in the Department of 
Homeland Security's inventory of record systems.

DATES: Written comments must be submitted on or before January 20, 
2009. This new system will be effective January 20, 2009.

ADDRESSES: You may submit comments, identified by docket number DHS-
2008-0126 by one of the following methods:
     Federal e-Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Fax: 1-866-466-5370.
     Mail: Hugo Teufel III, 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 and may be read at http://www.regulations.gov, including any personal information provided.
     Docket: For access to the docket, to read background 
documents, or comments received, go to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: For general questions please contact: 
Federal Emergency Management Agency Privacy Officer, Federal Emergency 
Management Agency. For privacy issues please contact: Hugo Teufel III 
(703-235-0780), Chief Privacy Officer, Privacy Office, U.S. Department 
of Homeland Security, Washington, DC 20528.

SUPPLEMENTARY INFORMATION:

I. Background

    Pursuant to the savings clause in the Homeland Security Act of 
2002, Public Law 107-296, Section 1512, 116 Stat. 2310 (November 25, 
2002), the Department of Homeland Security (DHS)/Federal Emergency 
Management Agency (FEMA) have relied on preexisting Privacy Act systems 
of records notices for the collection and maintenance of records that 
concern DHS/FEMA--005 Temporary and Permanent Relocation and Personal 
and Real Property Acquisitions and Relocation Files.
    As part of its efforts to streamline and consolidate its record 
systems, DHS is updating and reissuing a system of records under the 
Privacy Act (5 U.S.C. 552a) that deals with the DHS/FEMA--005 Temporary 
and Permanent Relocation and Personal and Real Property Acquisitions 
and Relocation Files. This record system will allow DHS/FEMA to collect 
and maintain records regarding individual properties that qualify for 
acquisition and/or relocation under the Comprehensive Environmental 
Response Compensation Liability Act of 1980, as amended, and National 
Flood Insurance Act as amended, 42 U.S.C. 4001. The collection and 
maintenance of this information will assist DHS/FEMA in tracking 
individual properties that qualify for acquisition and/or relocation 
under these Acts.
    In accordance with the Privacy Act of 1974 and as part of DHS's 
ongoing effort to review and update legacy system of records notices, 
DHS is giving notice that it proposes to update and reissue the 
following legacy record system FEMA/SLPS-6 Temporary and Permanent 
Relocation and Personal and Real Property Acquisitions and Relocation 
Files (55 FR 37182 September 7, 1990) as a DHS system of records notice 
titled DHS/FEMA--005 Temporary and Permanent Relocation and Personal 
and Real Property Acquisitions and Relocation Files. DHS has reviewed 
the categories of individuals and categories of records, and has 
updated the routine uses of this legacy system of records notice to 
better reflect DHS/FEMA--005 Temporary and Permanent Relocation and 
Personal and Real Property Acquisitions and Relocation Files. This new 
system will be included in DHS's inventory of record systems.

II. Privacy Act

    The Privacy Act embodies fair information principles in a statutory 
framework governing the means by which the United States Government 
collects, maintains, uses, and disseminates 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 for which information is retrieved by the name of 
an individual or by some identifying number, symbol, or other 
identifying particular assigned to the individual. In the Privacy Act, 
an individual is defined to encompass United States citizens and lawful 
permanent residents. As a matter of policy, DHS extends administrative 
Privacy Act protections to all individuals where systems of records 
maintain information on U.S. citizens, lawful permanent residents, and 
visitors. Individuals may request access to their own records that are 
maintained in a system of records in the possession or under the 
control of DHS by complying with DHS Privacy Act regulations, 6 CFR 
part 5.
    The Privacy Act requires each agency to publish in the Federal 
Register a description denoting the type and character of each system 
of records that the agency maintains, and the routine uses that are 
contained in each system in order to make agency record keeping 
practices transparent, to notify individuals regarding the uses of 
their records, and to assist individuals to more easily find such files 
within the agency. Below is the description of the DHS/FEMA--005 
Temporary and Permanent Relocation and Personal and Real Property 
Acquisitions and Relocation Files System of Records.
    In accordance with 5 U.S.C. 552a(r), DHS has provided a report of 
this new system of records to the Office of Management and Budget and 
to Congress.
System of Records: DHS/FEMA-005

System name:
    Federal Emergency Management Agency--005 Temporary and Permanent 
Relocation and Personal and Real Property Acquisitions and Relocation 
Files.

Security classification:
    Unclassified.

System location:
    Records are maintained at the Federal Emergency Management Agency 
Headquarters in Washington, DC and field offices.

Categories of individuals covered by the system:
    Categories of individuals covered by this system include 
individuals whose real property has been, or is being, acquired by DHS/
FEMA. Also included are individuals who have been, or are being, 
relocated by DHS/FEMA.

[[Page 77752]]

Categories of records in the system:
    Categories of records in this system include:
     Individual's name;
     Taxpayer identification number/social security number;
     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 
which verify that funds have been spent, deeds, contracts, building 
estimates, construction bills, loan papers, leases, cancelled checks, 
claim forms, and Decent, Safe and Sanitary Inspection Forms;
     Deeds, contractual sale documents, notations of follow-up 
actions, appraiser qualifications, rent supplement information, 
insurance verifications, moving cost information, permanent relocation 
questionnaires including background information on displaced persons, 
and information supplied by displaced persons to support claims for 
real property acquisition and relocation assistance. The temporary 
relocation file may contain the following:
    [cir] Applicant contact sheets;
    [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.

Authority for maintenance of the system:
    Federal Records Act, 44 U.S.C. 3101; Comprehensive Environmental 
Response Compensation Liability Act (CERCLA) of 1980, 42 U.S.C. 9601 et 
seq.; Executive Order 12580; Uniform Relocation Assistance and Real 
Property Acquisition Policies Act, 42 U.S.C. 4601 et seq.; National 
Flood Insurance Act of 1968 and Flood Disaster Protection Act of 1973, 
42 U.S.C. 4001, et seq. and Executive Order 9397.

Purpose(s):
    The purpose of this system is to track individual properties that 
qualify for acquisition and/or relocation under the Comprehensive 
Environmental Response Compensation Liability Act of 1980, as amended, 
and the National Flood Insurance Act, 42 U.S.C. 4001, as amended.

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 of 
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 or other Federal agency conducting 
litigation or in proceedings before any court, adjudicative or 
administrative body, when it is necessary to the litigation and one of 
the following is a party to the litigation or has an interest in such 
litigation:
    1. DHS or any component thereof;
    2. Any employee of DHS in his/her official capacity;
    3. Any employee of DHS in his/her individual capacity where DOJ or 
DHS has agreed to represent the employee; or
    4. The United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and DHS determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which DHS 
collected the records.
    B. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    C. To the National Archives and Records Administration or other 
Federal government agencies pursuant to records management inspections 
being conducted under the authority of 44 U.S.C. 2904 and 2906.
    D. To an agency, organization, or individual for the purpose of 
performing audit or oversight operations as authorized by law, but only 
such information as is necessary and relevant to such audit or 
oversight function.
    E. To appropriate agencies, entities, and persons when:
    1. DHS suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    2. The Department has determined that as a result of the suspected 
or confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether 
maintained by DHS or another agency or entity) or harm to the 
individual who relies upon the compromised information; and
    3. The disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with DHS's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    F. To contractors and their agents, grantees, experts, consultants, 
and others performing or working on a contract, service, grant, 
cooperative agreement, or other assignment for DHS, when necessary to 
accomplish an agency function related to this system of records. 
Individuals provided information under this routine use are subject to 
the same Privacy Act requirements and limitations on disclosure as are 
applicable to DHS officers and employees.
    G. To an appropriate Federal, State, tribal, local, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a law, rule, regulation, or order, where a record, either 
on its face or in conjunction with other information, indicates a 
violation or potential violation of law, which includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person making the 
disclosure.
    H. To the affected State or political subdivision thereof 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.
    I. To the Environmental Protection Agency for the purpose of 
verifying the proper eligibility and use of Superfund monies to acquire 
properties found to be uninhabitable for the population and in 
connection with legal cases brought under the Superfund.
    J. To the Small Business Administration for the purpose of 
determining the individual/business eligibility for loans and no 
duplication of funds.
    K. To the Department of Justice, or a United States Attorney for 
legal representation in duplication of benefits provided to the 
individual or legal cases brought by or against FEMA, or in the case of 
Superfund monies, those brought by or against the Environmental 
Protection Agency.

[[Page 77753]]

    L. To the Department of Justice for the purpose of obtaining 
official title opinions prior to acquisition as outlined under Section 
1362 acquisitions.
    M. 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:
    Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be 
made from this system to ``consumer reporting agencies'' as defined in 
the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims 
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records in this system are stored electronically or on paper in 
secure facilities in a locked drawer behind a locked door. The records 
are stored on magnetic disc, tape, digital media, and CD-ROM.

Retrievability:
    Records may be retrieved by individual's name, property addresses, 
mobile home sales documents, leases, and contracts.

Safeguards:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable DHS automated 
systems security and access policies. Strict controls have been imposed 
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:
    Permanent Personal and Real Property Acquisition and Relocation 
records are covered by General Record Schedules 3 and 4. Original files 
regarding occupant-related documents (e.g., site requests, mobile home 
sales documents, leases, and contracts) will be consolidated at 
regional offices at the end of Phase II (e.g., when shelterees are 
moved to permanent housing) and destroyed 6 years and 3 months after 
files are consolidated in accordance with FEMA Record Schedule N1-311-
86-1, Item 4C8b(1). Files relating to permanent relocations under 
Superfund and purchases of properties under Section 1362 are permanent 
and will be maintained in accordance with FEMA Records Schedule N1-311-
86-1, Item 4C10d.

System Manager and address:
    For Superfund acquisitions--Associate Director, State and Local 
Programs and Support Directorate, Federal Emergency Management Agency, 
Washington, DC 20472.

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 FEMA's FOIA Officer, 500 C Street, 
SW., Attn: FOIA Coordinator, Washington, DC 20472.
    When seeking records about yourself from this system of records or 
any other FEMA 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 Director, 
Disclosure and FOIA, http://www.dhs.gov or 1-866-431-0486. In addition 
you should provide the following:
     An explanation of why you believe the Department would 
have information on you,
     Specify when you believe the records would have been 
created,
     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 this bulleted information the FEMA 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:
    Individuals, appraisal records, title reports, or homeowner 
reports.

Exemptions claimed for the system:
    None.

    Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. E8-29796 Filed 12-18-08; 8:45 am]
BILLING CODE 4410-10-P