[Federal Register Volume 80, Number 187 (Monday, September 28, 2015)]
[Notices]
[Pages 58280-58283]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-24583]
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DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary
[Docket No. DHS- 2015-0063]
Privacy Act of 1974; Department of Homeland Security/ALL-010
Asset Management Records System of Records
AGENCY: Privacy Office, Department of Homeland Security.
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/ALL-010 Asset Management Records System of Records.'' This
system allows the Department of Homeland Security to collect and
maintain records of all Department-owned or controlled property that
has been issued to DHS employees and contractors. As a result of a
biennial review of this system, the Department of Homeland Security is
updating this system of records notice to update the (1) category of
records, (2) routine uses, (3) reflect an additional system location,
and (4) update the record source categories. Additionally, this notice
includes non-substantive changes to simplify the formatting and text of
the previously published notice.
DATES: Submit comments on or before October 28, 2015. This updated
system will be effective October 28, 2015.
ADDRESSES: You may submit comments, identified by docket number DHS-
2015-0063by one of the following methods:
Federal e-Rulemaking Portal: http://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 20528-0655.
Instructions: All submissions received must include the agency name
and docket number for this rulemaking. All comments received will be
posted without change to http://www.regulations.gov, including any
personal information provided.
Docket: For access to the docket to read background documents or
comments received, please visit http://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: For general and privacy questions
please contact: Karen L. Neuman, (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, the
Department of Homeland Security (DHS) proposes to update and reissue a
current DHS system of records titled, ``DHS/ALL-010 Asset Management
Records System of Records.''
This system allows DHS to collect and maintain records of all
Department-owned or controlled property that has been issued to DHS
employees and contractors. DHS is updating this System of Records
(SORN) to provide notice that asset management activities for three DHS
Components: Domestic and Nuclear Detection Office (DNDO),
Transportation Security Administration (TSA), and the United States
Coast Guard (USCG), are transferring their financial management systems
to the Department of Interior's (DOI) Oracle Federal Financials (OFF)
Virtual
[[Page 58281]]
Environment. OFF is an application owned by DOI that provides federal
agencies with a web-based application that contains customizable
financial management modules. When combined, the modules provide a
comprehensive financial software package that supports budgeting,
purchasing, federal procurement, accounts payable, fixed assets,
general ledger, inventory, accounts receivable, reimbursement,
reporting, and collection functions. Although DOI will host DHS
information, DHS will retain control over its data. Individuals should
request DHS records resident on the DOI system through DHS and DHS will
review and if approve (as appropriate) all requests.
DHS is updating the category of records to replace Social Security
number with Employee ID number and remove ``outstanding debts related
to said property.'' After surveying asset managers throughout the
Department, DHS confirmed that Social Security numbers are not used for
tracking Departmental assets. Some Components, however, use an Employee
ID number that is not the Social Security number. Outstanding debts
related to DHS assets are more appropriately covered under the existing
DHS/ALL-008 Accounts Receivable System of Records (73 FR 61885, October
17, 2008). DHS is also publishing an update the DHS/ALL-008 concurrent
with this SORN. DHS is updating the system location to provide notice
that DHS information will be maintained at DOI.
DHS is adding a new routine use I to permit DHS to share records
with the Merit Systems Protection Board, arbitrators, the Federal
Labors Relations Authority, Equal Employment Opportunity Commission and
other parties responsible for the administration of the Federal Labor-
Management Program, to align with other DHS SORNs. DHS is also updating
and renumbering routine use J (formerly routine use I), which will
allow DHS to share information with federal agencies that host shared
financial services, such as DOI's web-based financial management
application. DHS is updating the record source categories to remove
``employee locator documentation'' because this is not a source of
information for the categories of individuals and records in this
system of records. Additionally, this notice includes non-substantive
changes to simplify the formatting and text of the previously published
notice.
Consistent with DHS's information sharing mission, information
stored in the DHS/ALL-010 Asset Management Records 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 may share information with appropriate federal, state,
local, tribal, territorial, foreign, and international government
agencies, members of the public, and other entities 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 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 United States citizens and legal
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. 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 that each agency publish in the Federal
Register a description denoting the type and character of each system
of records in order to make agency recordkeeping practices transparent,
to notify individuals about the use of their records, and to assist the
individual to more easily find files within the agency. Below is a
description of the DHS/ALL-010 Asset Management Records System of
Records.
In accordance with 5 U.S.C. 552a(r), DHS has provided a report of
this revised system of records to the Office of Management and Budget
and to Congress.
System of Records:
Department of Homeland Security (DHS)/ALL-010
System name:
DHS/ALL-010 Asset Management Records
Security classification:
Unclassified.
System location:
DHS maintains records at several Headquarters locations and in
Component offices of DHS, in both Washington, DC and field locations.
DHS also maintains records in the Department of Interior's (DOI) Oracle
Federal Financials (OFF) Virtual Environment in Reston, VA and Denver,
CO.
Categories of individuals covered by the system:
Categories of individuals covered by this system include all
current and former DHS employees and contractors assigned government-
owned assets (e.g., laptop computers, communication equipment,
firearms, and other assets).
Categories of records in the system:
Categories of records maintained in this system include:
Individual's name;
Employee ID number; enter Email address;
Office name;
Office location;
Office telephone number;
Property management records, which include information on
government-owned property (e.g., laptop computers, communication
equipment, firearms, and other assets) in the personal custody of the
individuals covered by this system and used in the performance of their
official duties.
Authority for maintenance of the system:
5 U.S.C. 301; the Federal Records Act, 44 U.S.C. 3101; 40 U.S.C.
121; and 41 CFR Chapter 101.
Purpose(s):
The purpose of this system is to track all DHS-owned or controlled
property that has been issued to current and former DHS employees and
contractors.
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 (DOJ), including Offices of the
United States Attorneys, or other federal agency conducting litigation
or in proceedings before any court, adjudicative, or administrative
body when it is relevant
[[Page 58282]]
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 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 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) 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, 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.
H. To unions recognized as exclusive bargaining representatives
under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114.
I. To the Merit Systems Protection Board, arbitrators, the Federal
Labors Relations Authority, Equal Employment Opportunity Commission and
other parties responsible for the administration of the Federal Labor-
Management Program for the purpose of processing any corrective
actions, or grievances, or conducting administrative hearings or
appeals, or if needed in the performance of other authorized duties.
J. To federal agencies that provide financial management services
for DHS Components under a cross-servicing agreement for purposes such
as budgeting, purchasing, procurement, reimbursement, asset management,
reporting, and collection functions.
K. 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,
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:
DHS stores records in this system electronically in multiple
databases 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:
DHS retrieves data by name or employee ID number.
Safeguards:
DHS safeguards records in this system in accordance with 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.
DHS limits access to the computer system containing the records 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:
DHS destroys records in accordance with the NARA General Record
Schedule 3, Inventory Files (NC1-64-77-5 item 10b), and are destroyed
two years after equipment is removed from agency control.
System Manager and address:
The Chief Readiness Support Officer, Department of Homeland
Security, Washington, DC 20528.
Notification procedure:
Individuals seeking notification of and access to any record
contained in this system of records, including DHS records hosted by
another federal agency under a cross-servicing agreement for financial
management services, or seeking to contest its content, may submit a
request in writing to the Headquarters or Component's Freedom of
Information Act (FOIA) Officer, whose contact information can be found
at http://www.dhs.gov/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, Department of Homeland Security, 245 Murray
Drive SW., Building 410, STOP-0655, Washington, DC 20528-0655.
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
and FOIA Officer,
[[Page 58283]]
http://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 generated from property purchase orders and receipts;
acquisition, transfer and disposal of data; or otherwise from the
record subject.
Exemptions claimed for the system:
None.
Dated: September 18, 2015.
Karen L. Neuman,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2015-24583 Filed 9-25-15; 8:45 am]
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