[Federal Register Volume 85, Number 13 (Tuesday, January 21, 2020)]
[Notices]
[Pages 3421-3424]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-00786]


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DEPARTMENT OF JUSTICE

[CPCLO Order No. 001-2020]


Privacy Act of 1974; Systems of Records

AGENCY: Office of Community Oriented Policing Services, United States 
Department of Justice.

[[Page 3422]]


ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, and Office of Management 
and Budget (OMB) Circular No. A-108, notice is hereby given that the 
Office of Community Oriented Policing Services (COPS Office), a 
component within the United States Department of Justice (DOJ or 
Department), proposes to develop a new system of records notice titled 
COPS Management System: NexGen (CMS:NxG), JUSTICE/COPS-003. The COPS 
Office proposes to establish this system of records to consolidate its 
various business databases, applications, and web applications under 
one umbrella to support the grant-making and grant management processes 
from the pre-award phase, including posting solicitations and 
administering applications for COPS Office funding, to the post-award 
phase, including budget modifications and award monitoring activities. 
Previously, grant-making and grant management was handled by a legacy 
system covered under the DOJ-003 Correspondence Management Systems 
(CMS) SORN. Because certain aspects of NexGen are more consistent with 
a separate system of records, COPS is issuing a new SORN to make that 
clear.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this System of 
Records is effective upon publication, subject to a 30-day period in 
which to comment on the routine uses, described below. Please submit 
any comments by February 20, 2020.

ADDRESSES: The public, OMB, and Congress are invited to submit any 
comments by mail to the United States Department of Justice, Office of 
Privacy and Civil Liberties, ATTN: Privacy Analyst, 145 N St. NE, Suite 
8W. 300, Washington, DC 20002; by facsimile at 202-307-0693; or by 
email at [email protected]. To ensure proper handling, 
please reference the above-listed CPCLO Order No. on your 
correspondence.

FOR FURTHER INFORMATION CONTACT: Mark Gowen, Information System 
Security Officer, COPS Office, 145 N Street NE, Washington, DC 20530; 
by email at [email protected], or by phone at (202) 305-8840.

SUPPLEMENTARY INFORMATION: The COPS Office advances the practice of 
community policing in America's state, local, territorial, and tribal 
law enforcement agencies through information and grant resources. 
CMS:NxG provides authorized internal users with the capability to 
effectively run queries on various data elements, review and score 
applications, select successful applicants for COPS Office funding, 
generate award documents for successful applicants, sign off on awards, 
and obligate award funds. CMS:NxG is also used by authorized internal 
users to update, modify, and maintain files for unsuccessful 
applicants, and award files for past and current award recipients.
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and Congress on this new system of records.

    Dated: January 6, 2020.
Peter A. Winn,
Acting Chief Privacy and Civil Liberties Officer, United States 
Department of Justice.
JUSTICE/COPS-003

SYSTEM NAME AND NUMBER:
    COPS Management System: NexGen (CMS:NxG), JUSTICE/COPS-003.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained in two Office of Community Oriented Policing 
Services (COPS Office) locations: 145 N Street NE, Washington, DC 
20530, and, on the date of this publication, the DOJ Federal Risk and 
Authorization Management Program (FedRamp) Certified Azure Government 
Cloud. Cloud computing service providers may change. For information 
about the current cloud computing service provider, please contact the 
COPS Office through its website, https://www.cops.usdoj.gov.

SYSTEM MANAGER(S) AND ADDRESSES:
    Donte Turner, Acting Chief Information Officer, and Mark Gowen, 
Information System Security Officer, (202) 305-8840, COPS Office, 145 N 
Street NE, Washington, DC 20530.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    CMS:NxG is established and maintained pursuant to 5 U.S.C. 301 and 
44 U.S.C. 3101. General authority for the COPS Office mission 
activities include the Violent Crime Control and Law Enforcement Act of 
1994 (Pub. L. 103-322), and the Violence Against Women and Department 
of Justice Reauthorization Act of 2005 (Pub. L. 109-162). Specifically, 
these authorities authorize the COPS Office to provide grants to 
states, units of local government, territories, tribal governments, 
public and private entities to advance community policing.

PURPOSE(S) OF THE SYSTEM:
    CMS:NxG consolidates various business databases, applications, and 
web applications under one umbrella to streamline and expedite the 
grant-making and grant management processes to effectively advance the 
COPS Office's community policing mission.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The individuals covered by CMS:NxG are the COPS Office's 
unsuccessful grant applicants, and past and current award recipients. 
These include state, local, territorial, and tribal law enforcement 
agency officials, government officials, tribal officials/
representatives, representatives of private and public institutions of 
higher education, and representatives of for-profit and nonprofit 
organizations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    CMS:NxG maintains files for unsuccessful applicants and award files 
for past and current award recipients of COPS Office funding, including 
business and contact information about grant applicants, and the 
outcomes of grant applications. For audit purposes, the system 
maintains information regarding the COPS Office programs applied for by 
applicants, and the final disposition of applications (funded or denied 
funding). CMS:NxG also maintains information from queries including, 
but not limited to, the number of applicants that applied for COPS 
Office programs each fiscal year; the number of applicants funded and 
denied funding for each fiscal year; the total number of awards 
authorized for each fiscal year; the total number of awards made by the 
COPS Office for each fiscal year; the number of years the same award 
recipients received funding from the COPS Office; and the dollar 
amounts of the awards and the associated duration of award obligations.

RECORD SOURCE CATEGORIES:
    Individuals with the authority to sign and submit applications for 
COPS Office funding, on behalf of state, local, territorial, and tribal 
law enforcement agencies, states, units of local government, Indian 
tribes, for-profit and nonprofit organizations, private and public 
institutions of higher education, and individuals authorized to make 
modifications to existing COPS Office awards.

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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), all or a portion of the records or information contained in 
this system of records may be disclosed as a routine use pursuant to 5 
U.S.C. 552a(b)(3) under the circumstances or for the purposes described 
below, to the extent such disclosures are compatible with the purposes 
for which the information was collected:
    A. To the news media and the public, including disclosures pursuant 
to 28 CFR 50.2, unless it is determined that release of the specific 
information in the context of a particular case would constitute an 
unwarranted invasion of personal privacy. Any such disclosure under 28 
CFR 50.2 would be in connection with a civil or criminal proceeding.
    B. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record.
    C. To the National Archives and Records Administration for purposes 
of records management inspections conducted under the authority of 44 
U.S.C. 2904 and 2906.
    D. To appropriate agencies, entities, and persons when (1) the 
Department suspects or has confirmed that there has been a breach of 
the system of records; (2) the Department has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, DOJ (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 the Department's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    E. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government, when 
necessary to accomplish an agency function related to this system of 
records.
    F. To a former employee of the Department for purposes of: 
Responding to an official inquiry by a federal, state, or local 
government entity or professional licensing authority, in accordance 
with applicable Department regulations; or facilitating communications 
with a former employee that may be necessary for personnel-related or 
other official purposes where the Department requires information and/
or consultation assistance from the former employee regarding a matter 
within that person's former area of responsibility.
    G. Where a record, either alone or in conjunction with other 
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be 
referred to the appropriate federal, state, local, territorial, tribal, 
or foreign law enforcement authority or other appropriate entity 
charged with the responsibility for investigating or prosecuting such 
violation or charged with enforcing or implementing such law.
    H. To such recipients and under such circumstances and procedures 
as are mandated by federal statute or treaty.
    I. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body, when the Department of Justice 
determines that the records are arguably relevant to the proceeding; or 
in an appropriate proceeding before an administrative or adjudicative 
body when the adjudicator determines the records to be relevant to the 
proceeding.
    J. To another Federal agency or Federal entity, when the Department 
determines that information from this system of records is reasonably 
necessary 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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in CMS:NxG are stored in electronic format in the Justice 
Management Division (JMD) cloud platform. Records are stored securely 
in accordance with applicable federal laws, regulations, Department 
directives, and guidance.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Authorized internal users with the required permissions may 
retrieve information in CMS:NxG by an individual's name, including the 
name of the business point-of-contact (POC), law enforcement executive, 
agency executive (for institutions of higher education, for-profit and 
nonprofit organizations), government executive, program official, and 
financial official of the applicant or award recipient agency/
organization.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records for successful applicants are destroyed ten years after 
final action is taken on the award, but longer retention is authorized 
if required for business use in accordance with National Archives and 
Records Administration (NARA) General Records Schedule (GRS) 1.2, item 
020, Disposition Authority DAA-GRS-2013-0008-0001. Other records 
(unsuccessful applications) in CMS:NxG are destroyed three years after 
final action is taken on the file, but longer retention is authorized 
if required for business use in accordance with GRS 1.2, item 021 and 
item 010, Disposition Authority DAA-GRS-2013-0008-0006, and DAA-GRS-
2013-0008-0007, respectively.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Information in CMS:NxG is safeguarded in accordance with 
appropriate laws, rules, and policies, including the Department's 
mandated standards. Records and technical equipment are maintained in 
buildings with restricted access. Internal access is restricted using 
traditional two-factor authentication, and external access is 
restricted using complex passwords. Electronic records are accessed 
only by authorized personnel with accounts on the COPS Office computer 
network, and authorized external users with password access to their 
own account via the COPS Office Agency Portal. Additionally, direct 
access to certain information may be restricted depending on a user's 
role and responsibility within CMS:NxG.
    Internet connections are protected by multiple firewalls. Security 
personnel conduct periodic vulnerability scans using DOJ-approved 
software to ensure security compliance and security logs are enabled 
for all computers to assist in troubleshooting and forensics analysis 
during incident investigations. Users of individual computers can only 
gain access to their own data using a valid user identification and 
password.

RECORD ACCESS PROCEDURES:
    All requests for access to records must be in writing and should be 
addressed to the COPS Office, FOIA/PA, 145 N Street NE, Washington, DC 
20530 or by email to [email protected]. The envelope and letter 
should be clearly marked ``Privacy Act Access Request.'' The request 
must describe the records sought in sufficient detail to enable

[[Page 3424]]

Department personnel to locate them with a reasonable amount of effort. 
The request must include a general description of the records sought 
and must include the requester's full name, current address, and date 
and place of birth. The request must be signed and either notarized or 
submitted under penalty of perjury.
    Although no specific form is required, you may obtain forms for 
this purpose from the FOIA/Privacy Act Mail Referral Unit, United 
States Department of Justice, 950 Pennsylvania Avenue NW, Washington, 
DC 20530, or on the Department of Justice website at https://www.justice.gov/oip/oip-request.html.
    More information regarding the Department's procedures for 
accessing records in accordance with the Privacy Act can be found at 28 
CFR part 16 Subpart D, ``Protection of Privacy and Access to Individual 
Records Under the Privacy Act of 1974.''

CONTESTING RECORD PROCEDURES:
    Individuals seeking to contest or amend records maintained in this 
system of records must direct their requests to the address indicated 
in the ``RECORD ACCESS PROCEDURES'' paragraph, above. All requests to 
contest or amend records must be in writing and the envelope and letter 
should be clearly marked ``Privacy Act Amendment Request.'' All 
requests must state clearly and concisely what record is being 
contested, the reasons for contesting it, and the proposed amendment to 
the record.
    More information regarding the Department's procedures for amending 
or contesting records in accordance with the Privacy Act can be found 
at 28 CFR 16.46, ``Requests for Amendment or Correction of Records.''

NOTIFICATION PROCEDURES:
    Individuals may be notified if a record in this system of records 
pertains to them when the individuals request information utilizing the 
same procedures as those identified in the ``RECORD ACCESS PROCEDURES'' 
paragraph, above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

[FR Doc. 2020-00786 Filed 1-17-20; 8:45 am]
 BILLING CODE 4410-AT-P