80 FR 13404 - Privacy Act of 1974; Department of Homeland Security Federal Emergency Management Agency 004 Non-Disaster Grant Management Information Files System of Records

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary

Federal Register Volume 80, Issue 49 (March 13, 2015)

Page Range		13404-13407
FR Document		2015-05799

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/Federal Emergency Management Agency--004 Grant Management Information Files System of Records'' and rename it, ``Department of Homeland Security/Federal Emergency Management Agency--004 Non-Disaster Grant Management Information Files System Records.'' This system of records allows the Department of Homeland Security/Federal Emergency Management Agency to collect and maintain records from points of contact for state, local, tribal, territorial, and other entities applying for Federal Emergency Management Agency grant programs that are not disaster related. The Federal Emergency Management Agency collects grant management information to determine eligibility for Department of Homeland Security grant awards for non-disaster grants and for the issuance of awarded funds. As a result of a biennial review of this system, records have been updated within the (1) system name, (2) authorities, (3) purpose, and (4) routine uses. Additionally, this notice includes non-substantive changes to simplify the formatting and text of the previously published notice. This updated system will be included in the Department of Homeland Security's inventory of record systems.

Federal Register, Volume 80 Issue 49 (Friday, March 13, 2015)

[Federal Register Volume 80, Number 49 (Friday, March 13, 2015)]
[Notices]
[Pages 13404-13407]
From the Federal Register Online [www.thefederalregister.org]
[FR Doc No: 2015-05799]

[[Page 13404]]

-----------------------------------------------------------------------

DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2015-0006]

Privacy Act of 1974; Department of Homeland Security Federal
Emergency Management Agency 004 Non-Disaster Grant Management
Information Files System of Records

AGENCY: Privacy Office, Department of Homeland Security.

ACTION: Notice of Privacy Act System of Records.

-----------------------------------------------------------------------

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/Federal Emergency Management Agency--004 Grant Management
Information Files System of Records'' and rename it, ``Department of
Homeland Security/Federal Emergency Management Agency--004 Non-Disaster
Grant Management Information Files System Records.'' This system of
records allows the Department of Homeland Security/Federal Emergency
Management Agency to collect and maintain records from points of
contact for state, local, tribal, territorial, and other entities
applying for Federal Emergency Management Agency grant programs that
are not disaster related. The Federal Emergency Management Agency
collects grant management information to determine eligibility for
Department of Homeland Security grant awards for non-disaster grants
and for the issuance of awarded funds. As a result of a biennial review
of this system, records have been updated within the (1) system name,
(2) authorities, (3) purpose, and (4) routine uses. Additionally, this
notice includes non-substantive changes to simplify the formatting and
text of the previously published notice. This updated system will be
included in the Department of Homeland Security's inventory of record
systems.

DATES: Submit comments on or before April 13, 2015. This updated system
will be effective April 13, 2015.

ADDRESSES: You may submit comments, identified by DHS-2015-0006 by 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.
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 go to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: For general questions please contact:
Eric M. Leckey (202) 212-5100, Privacy Officer, Federal Emergency
Management Agency, Washington, DC 20472. For privacy issues please
contact: Karen L. Neuman (202) 343-1717, Chief Privacy Officer, Privacy
Office, U.S. Department of Homeland Security, Washington, DC 20528.

SUPPLEMENTARY INFORMATION:

I. Background

In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the
Department of Homeland Security (DHS) Federal Emergency Management
Agency (FEMA) proposes to update, rename, and reissue a current DHS
system of records titled, ``DHS/FEMA--004 Grant Management Information
Files System of Records.'' As part of the Department's process for
reviewing and streamlining compliance documentation and to increase
transparency, DHS/FEMA is proposing to: 1) update the system of records
to include only non-disaster grant programs and FEMA assistance to
state, local, tribal, territorial, or other entities; and 2) rename the
system of records notice to DHS/FEMA--004 Non-Disaster Grant Management
Information Files System of Records.
The goal of FEMA's non-disaster related grant programs is to
provide funding to enhance the capacity of state, local, tribal, and
territorial emergency responders to prevent, respond to, and recover
from a weapon of mass destruction terrorism incident involving
chemical, biological, radiological, nuclear, explosive devices, and
cyber-attacks. FEMA's non-disaster grant programs currently provide
funds to all 50 states, the District of Columbia, the Commonwealth of
Puerto Rico, American Samoa, the Commonwealth of Northern Mariana
Islands, Guam, the U.S. Virgin Islands, certain types of non-profit
organizations, and some private entities. FEMA non-disaster related
grant programs are directed at a broad spectrum of state and local
emergency responders, including firefighters, emergency medical
services, emergency management agencies, law enforcement, and public
officials. The source of the information collected by FEMA generally
comes from state, local, tribal and territorial governments, port
authorities, transit authorities, non-profit organizations, and private
companies seeking grant funding. The nature of data collected by FEMA
includes basic public information about the agency or organization, the
organization's financial information, and the organization's
demonstrated need for the non-disaster grant funds.
Many of FEMA's non-disaster related grant programs implement
objectives addressed in the Robert T. Stafford Disaster Relief and
Emergency Assistance Act; a series of post 9/11 laws as outlined in the
Authorities Section; the post-Katrina Emergency Management Reform Act
(PKEMPRA) of 2006; and Homeland Security Presidential Directives
(HSPD).
As part of the biennial review process for DHS/FEMA systems or
records, DHS has updated and reissued this system of records as
described below:
First, DHS/FEMA changed the system name to reflect the focus of the
system of records on non-disaster-related grants. Second, DHS/FEMA
streamlined the legal authorities to remove the reference to the
National Flood Insurance Act and to add authorities under the
Implementing Recommendations of the 9/11 Commission Act of 2007. Third,
the purpose removes references to FEMA disaster related grants such as
Public Assistance because these grants are part of the DHS/FEMA-009
Hazard Mitigation, Disaster Public Assistance, and Disaster Loan
Programs system of records. Fourth, DHS/FEMA modified routine use (A)
to include former employees of DHS and to eliminate redundant language;
updated routine use (C) to specify that information may be shared with
the General Services Administration (GSA); and modified routine uses
(D) and (E) for clarification and non-substantive grammatical changes.
Lastly, DHS/FEMA modified the record source categories to specifically
reference the points of contact for the respective grant applicant
organizations as a source of the information described in this notice.
Consistent with DHS's information-sharing mission, information
stored in the DHS/FEMA-004 Non-Disaster Grant Management Information
Files 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

[[Page 13405]]

homeland security functions. In addition, information may be shared
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 updated 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. 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.
Below is the description of the DHS/FEMA-004 Non-Disaster Grant
Management Information Files 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 of Records
Department of Homeland Security (DHS)/Federal Emergency Management
Agency (FEMA)-004.

System name:
DHS/FEMA-004 Non-Disaster Grant Management Information Files.

Security classification:
Unclassified.

System location:
DHS/FEMA maintains records at FEMA Headquarters in Washington, DC,
and field offices. Additionally, DHS/FEMA maintains records in FEMA
information technology systems such as the FEMA Non-Disaster (ND)
Grants and Assistance to Firefighters Grants (AFG) systems.

Categories of individuals covered by the system:
Categories of individuals covered by this system include the
respective points of contact (POC) for grant applications and awardees
of grant funds. Awardees of grant funds include state, local, tribal,
and territorial governments, port authorities, transit authorities,
non-profit organizations, and private companies (in rare instances).

Categories of records in the system:
Categories of records in this system include:
Name of Organization's Designated POC;
POC Title;
Grant applicant organization POC's office mailing address;
Grant applicant organization POC's office phone number;
Grant applicant organization POC's office cellphone
number;
Grant applicant organization POC's office fax number;
Grant applicant organization POC's work email address;
Organization Name;
Organization's Federal Employer Identification Number
(EIN);
Organization's Dun & Bradstreet (B&D) Data Universal
Numbering System (DUNS) Number (a unique nine digit numeric identifier
assigned to each organization's location);
Organization's Bank Routing Number; and
Organization's Bank Account Number.

Authority for maintenance of the system:
Section 614 of the Robert T. Stafford Disaster Relief and Emergency
Assistance Act (42 U.S.C. 5196c), as amended by Section 202, Title II
of the Implementing Recommendations of the 9/11 Commission Act of 2007
(Pub. L. 110-053); Section 1809 of the Homeland Security Act of 2002 (6
U.S.C. 571 et seq.), as amended by Section 301(a) Title III of the
Implementing Recommendations of the 9/11 Commission Act of 2007 (Pub.
L. 110-053); Section 2003(a) of the Homeland Security Act of 2002 (6
U.S.C. 101 et seq.), as amended by Section 101, Title I of the
Implementing Recommendations of the 9/11 Commission Act of 2007, (Pub.
L. 110-053); Section 2004(a) of the Homeland Security Act of 2002 (6
U.S.C. 101 et seq.), as amended by Section 101, Title I of the
Implementing Recommendations of the 9/11 Commission Act of 2007, (Pub.
L. 110-053); Section 2004 of the Homeland Security Act of 2002 (6
U.S.C. 605 et seq.), as amended by Section 101, Title I of the
Implementing Recommendations of the 9/11 Commission Act of 2007, (Pub.
L. No. 110-53); Section 2005 of the Homeland Security Act of 2002 (6
U.S.C. 606 et seq.), as amended by Section 101, Title I of the
Implementing Recommendations of the 9/11 Commission Act of 2007, (Pub.
L. No. 110-53); the Post-Katrina Emergency Management Reform Act of
2006 (6 U.S.C. 723); Title III of Division D of the Consolidated
Security, Disaster Assistance, and Continuing Appropriations Act, 2009
(Pub. L. 110-329); Title III of Division E of the Consolidated
Appropriations Act, 2008 (Pub. L. 110-161); Section 1406, Title XIV of
the Implementing Recommendations of the 9/11 Commission Act of 2007
(Pub. L. 110-053); Section 1513, Title XV of the Implementing
Recommendations of the 9/11 Commission Act of 2007 (Pub. L. 110-053);
Section 1532(a), Title XV of the Implementing Recommendations of the 9/
11 Commission Act of 2007 (Pub. L. 110-053); 46 U.S.C. 70107; the
Federal Financial Assistance Management Improvement Act of 1999 (Pub.
L. 160-107); and National Historic Preservation Act of 1966, as
amended, Pub. L. 89-665, Sec. 102, 16 U.S.C. 470.

Purpose(s):
The purpose of this system is to assist in determining eligibility
of awards for non-disaster related grants and for the issuance of
awarded funds and allow DHS to contact individuals to ensure
completeness and accuracy of grants and applications.

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 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 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 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.

[[Page 13406]]

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, or 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) that rely 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
and 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 an individual's employer or affiliated organization to the
extent necessary to verify employment or membership status.
I. 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:
None.

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

Retrievability:
DHS/FEMA retrieves records may by the contact person covered by
this system or the name of organization.

Safeguards:
DHS/FEMA safeguards records in this system in accordance with
applicable rules and policies, including all applicable DHS automated
systems security and access policies. DHS/FEMA imposes strict controls
to minimize the risk of compromising the information that is being
stored. DHS/FEMA limits access to the computer system containing the
records in this system 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/FEMA retains grant application information for audit, oversight
operations, and appeal purposes.
In accordance with Government Records Schedule (GRS) 3, Item 14,
FEMA destroys grant administrative records and hard copies of
unsuccessful grant applications files after two years. In accordance
with GRS 3, Item 13, FEMA stores electronically received and processed
copies of unsuccessful grant application files for 3 years from the
date of denial and then deleted.
In accordance with National Archives and Records Administration
(NARA) Authority N1-311-95-001, Item 1, FEMA maintains grant project
records for three years after the end of the fiscal year that the grant
or agreement is finalized or when no longer needed, whichever is
sooner.
In accordance with NARA Authority N1-311-95-001, Item 3, FEMA
retires grant final reports to the Federal Records Center (FRC) three
years after cutoff and transfers them to NARA 20 years after cutoff. In
accordance with NARA Authority N1-311-95-001, Item 2; N1-311-01-008,
Item 1; and N1-311-04-001, Item 1, FEMA stores all other grant records
for six years and three months from the date of closeout (when closeout
is the date FEMA closes the grant in its financial system) and final
audit and appeals are resolved and then deleted.
The customer service assessment forms that have been filled out and
returned by disaster assistance applicants are temporary records that
are destroyed upon transmission of the final report, per NARA Authority
N1-311-00-001, Item 1.
The statistical and analytical reports resulting from these
assessments are temporary records that are retired three years after
the final report cutoff and destroyed 20 years after the report cutoff
per NARA Authority N1-311-00-001, Item 2. The assessment results
database are temporary records that are destroyed when no longer needed
for analysis purposes, per NARA Authority N1-311-00-001, Item 3.

System Manager and address:
Deputy Assistant Administrator, Grant Program Directorate, FEMA,
500 C Street SW., 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 the FEMA FOIA Officer, whose contact
information can be found at http://www.dhs.gov/foia under ``Contacts.''
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 Officer,
Department of Homeland Security, 245 Murray Drive SW., Building 410,
STOP-0655, Washington, DC 20528.
When seeking records about yourself from this system of records or
any other

[[Page 13407]]

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
Officer and Chief Freedom of Information Act Officer, 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;
and
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 component(s) will 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:
DHS/FEMA obtains records from grantees, applicants for award, grant
applicants' points of contact, and grant program monitors.

Exemptions claimed for the system:
None.

Dated: February 20, 2015.
Karen L. Neuman,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2015-05799 Filed 3-12-15; 8:45 am]
BILLING CODE 9110-17-P

13404 Federal Register / Vol. 80, No. 49 / Friday, March 13, 2015 / Notices

DEPARTMENT OF HOMELAND Department of Homeland Security, emergency medical services, emergency
SECURITY Washington, DC 20528. management agencies, law enforcement,
Instructions: All submissions received and public officials. The source of the
Office of the Secretary must include the agency name and information collected by FEMA
docket number for this rulemaking. All generally comes from state, local, tribal
[Docket No. DHS–2015–0006]
comments received will be posted and territorial governments, port
Privacy Act of 1974; Department of without change to http:// authorities, transit authorities, non-
Homeland Security Federal Emergency www.regulations.gov, including any profit organizations, and private
Management Agency 004 Non- personal information provided. companies seeking grant funding. The
Disaster Grant Management Docket: For access to the docket to nature of data collected by FEMA
Information Files System of Records read background documents or includes basic public information about
comments received go to http:// the agency or organization, the
AGENCY: Privacy Office, Department of www.regulations.gov. organization’s financial information,
Homeland Security. FOR FURTHER INFORMATION CONTACT: For and the organization’s demonstrated
ACTION: Notice of Privacy Act System of general questions please contact: Eric M. need for the non-disaster grant funds.
Records. Many of FEMA’s non-disaster related
Leckey (202) 212–5100, Privacy Officer,
grant programs implement objectives
Federal Emergency Management
SUMMARY: In accordance with the addressed in the Robert T. Stafford
Agency, Washington, DC 20472. For
Privacy Act of 1974, the Department of Disaster Relief and Emergency
privacy issues please contact: Karen L.
Homeland Security proposes to update Assistance Act; a series of post 9/11
Neuman (202) 343–1717, Chief Privacy
and reissue a current Department of laws as outlined in the Authorities
Officer, Privacy Office, U.S. Department
Homeland Security system of records Section; the post-Katrina Emergency
of Homeland Security, Washington, DC
titled, ‘‘Department of Homeland Management Reform Act (PKEMPRA) of
20528. 2006; and Homeland Security
Security/Federal Emergency
SUPPLEMENTARY INFORMATION: Presidential Directives (HSPD).
Management Agency—004 Grant
Management Information Files System I. Background As part of the biennial review process
of Records’’ and rename it, ‘‘Department for DHS/FEMA systems or records, DHS
In accordance with the Privacy Act of has updated and reissued this system of
of Homeland Security/Federal
1974, 5 U.S.C. 552a, the Department of records as described below:
Emergency Management Agency—004
Homeland Security (DHS) Federal First, DHS/FEMA changed the system
Non-Disaster Grant Management
Emergency Management Agency name to reflect the focus of the system
Information Files System Records.’’ This
(FEMA) proposes to update, rename, of records on non-disaster-related
system of records allows the Department
and reissue a current DHS system of grants. Second, DHS/FEMA streamlined
of Homeland Security/Federal
records titled, ‘‘DHS/FEMA—004 the legal authorities to remove the
Emergency Management Agency to
Grant Management Information Files reference to the National Flood
collect and maintain records from
System of Records.’’ As part of the Insurance Act and to add authorities
points of contact for state, local, tribal,
Department’s process for reviewing and under the Implementing
territorial, and other entities applying
streamlining compliance documentation Recommendations of the 9/11
for Federal Emergency Management
and to increase transparency, DHS/ Commission Act of 2007. Third, the
Agency grant programs that are not
FEMA is proposing to: 1) update the purpose removes references to FEMA
disaster related. The Federal Emergency
system of records to include only non- disaster related grants such as Public
Management Agency collects grant
disaster grant programs and FEMA Assistance because these grants are part
management information to determine
assistance to state, local, tribal, of the DHS/FEMA–009 Hazard
eligibility for Department of Homeland
territorial, or other entities; and 2) Mitigation, Disaster Public Assistance,
Security grant awards for non-disaster
rename the system of records notice to and Disaster Loan Programs system of
grants and for the issuance of awarded
DHS/FEMA—004 Non-Disaster Grant records. Fourth, DHS/FEMA modified
funds. As a result of a biennial review
Management Information Files System routine use (A) to include former
of this system, records have been
of Records. employees of DHS and to eliminate
updated within the (1) system name, (2) The goal of FEMA’s non-disaster redundant language; updated routine
authorities, (3) purpose, and (4) routine related grant programs is to provide use (C) to specify that information may
uses. Additionally, this notice includes funding to enhance the capacity of state, be shared with the General Services
non-substantive changes to simplify the local, tribal, and territorial emergency Administration (GSA); and modified
formatting and text of the previously responders to prevent, respond to, and routine uses (D) and (E) for clarification
published notice. This updated system recover from a weapon of mass and non-substantive grammatical
will be included in the Department of destruction terrorism incident involving changes. Lastly, DHS/FEMA modified
Homeland Security’s inventory of chemical, biological, radiological, the record source categories to
record systems. nuclear, explosive devices, and cyber- specifically reference the points of
DATES: Submit comments on or before attacks. FEMA’s non-disaster grant contact for the respective grant
April 13, 2015. This updated system programs currently provide funds to all applicant organizations as a source of
will be effective April 13, 2015. 50 states, the District of Columbia, the the information described in this notice.
ADDRESSES: You may submit comments, Commonwealth of Puerto Rico, Consistent with DHS’s information-
mstockstill on DSK4VPTVN1PROD with NOTICES

identified by DHS–2015–0006 by one of American Samoa, the Commonwealth of sharing mission, information stored in
the following methods: Northern Mariana Islands, Guam, the the DHS/FEMA–004 Non-Disaster
• Federal e-Rulemaking Portal: U.S. Virgin Islands, certain types of non- Grant Management Information Files
http://www.regulations.gov. Follow the profit organizations, and some private System of Records may be shared with
instructions for submitting comments. entities. FEMA non-disaster related other DHS components that have a need
• Fax: 202–343–4010. grant programs are directed at a broad to know the information to carry out
• Mail: Karen L. Neuman, Chief spectrum of state and local emergency their national security, law enforcement,
Privacy Officer, Privacy Office, responders, including firefighters, immigration, intelligence, or other

VerDate Sep<11>2014 19:27 Mar 12, 2015 Jkt 235001 PO 00000 Frm 00083 Fmt 4703 Sfmt 4703 E:\FR\FM\13MRN1.SGM 13MRN1

Federal Register / Vol. 80, No. 49 / Friday, March 13, 2015 / Notices 13405

homeland security functions. In points of contact (POC) for grant 110–53); Section 2005 of the Homeland
addition, information may be shared applications and awardees of grant Security Act of 2002 (6 U.S.C. 606 et
with appropriate federal, state, local, funds. Awardees of grant funds include seq.), as amended by Section 101, Title
tribal, territorial, foreign, or state, local, tribal, and territorial I of the Implementing
international government agencies governments, port authorities, transit Recommendations of the 9/11
consistent with the routine uses set authorities, non-profit organizations, Commission Act of 2007, (Pub. L. No.
forth in this system of records notice. and private companies (in rare 110–53); the Post-Katrina Emergency
This updated system will be included instances). Management Reform Act of 2006 (6
in DHS’s inventory of record systems. U.S.C. 723); Title III of Division D of the
CATEGORIES OF RECORDS IN THE SYSTEM:
Consolidated Security, Disaster
II. Privacy Act Categories of records in this system Assistance, and Continuing
The Privacy Act embodies fair include: Appropriations Act, 2009 (Pub. L. 110–
information practice principles in a • Name of Organization’s Designated 329); Title III of Division E of the
statutory framework governing the POC; Consolidated Appropriations Act, 2008
means by which Federal Government • POC Title; (Pub. L. 110–161); Section 1406, Title
agencies collect, maintain, use, and • Grant applicant organization POC’s XIV of the Implementing
disseminate individuals’ records. The office mailing address; Recommendations of the 9/11
Privacy Act applies to information that • Grant applicant organization POC’s Commission Act of 2007 (Pub. L. 110–
is maintained in a ‘‘system of records.’’ office phone number; 053); Section 1513, Title XV of the
A ‘‘system of records’’ is a group of any • Grant applicant organization POC’s Implementing Recommendations of the
records under the control of an agency office cellphone number; 9/11 Commission Act of 2007 (Pub. L.
from which information is retrieved by • Grant applicant organization POC’s 110–053); Section 1532(a), Title XV of
the name of an individual or by some office fax number; the Implementing Recommendations of
identifying number, symbol, or other • Grant applicant organization POC’s
the 9/11 Commission Act of 2007 (Pub.
identifying particular assigned to the work email address;
L. 110–053); 46 U.S.C. 70107; the
individual. In the Privacy Act, an • Organization Name;
Federal Financial Assistance
individual is defined to encompass U.S. • Organization’s Federal Employer
Management Improvement Act of 1999
citizens and lawful permanent Identification Number (EIN);
(Pub. L. 160–107); and National Historic
residents. As a matter of policy, DHS • Organization’s Dun & Bradstreet
Preservation Act of 1966, as amended,
extends administrative Privacy Act (B&D) Data Universal Numbering
Pub. L. 89–665, § 102, 16 U.S.C. 470.
protections to all individuals when System (DUNS) Number (a unique nine
systems of records maintain information digit numeric identifier assigned to each PURPOSE(S):
on U.S. citizens, lawful permanent organization’s location); The purpose of this system is to assist
residents, and visitors. • Organization’s Bank Routing in determining eligibility of awards for
Below is the description of the DHS/ Number; and non-disaster related grants and for the
FEMA–004 Non-Disaster Grant • Organization’s Bank Account issuance of awarded funds and allow
Management Information Files System Number. DHS to contact individuals to ensure
of Records. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: completeness and accuracy of grants
In accordance with 5 U.S.C. 552a(r), and applications.
Section 614 of the Robert T. Stafford
DHS has provided a report of this
Disaster Relief and Emergency ROUTINE USES OF RECORDS MAINTAINED IN THE
system of records to the Office of
Assistance Act (42 U.S.C. 5196c), as SYSTEM, INCLUDING CATEGORIES OF USERS AND
Management and Budget and to
amended by Section 202, Title II of the THE PURPOSES OF SUCH USES:
Congress.
Implementing Recommendations of the In addition to those disclosures
SYSTEM OF RECORDS 9/11 Commission Act of 2007 (Pub. L. generally permitted under 5 U.S.C.
Department of Homeland Security 110–053); Section 1809 of the Homeland 552a(b) of the Privacy Act, all or a
(DHS)/Federal Emergency Management Security Act of 2002 (6 U.S.C. 571 et portion of the records or information
Agency (FEMA)–004. seq.), as amended by Section 301(a) contained in this system may be
Title III of the Implementing disclosed outside DHS as a routine use
SYSTEM NAME: Recommendations of the 9/11 pursuant to 5 U.S.C. 552a(b)(3) as
DHS/FEMA–004 Non-Disaster Grant Commission Act of 2007 (Pub. L. 110– follows:
Management Information Files. 053); Section 2003(a) of the Homeland A. To the Department of Justice (DOJ),
Security Act of 2002 (6 U.S.C. 101 et including Offices of the United States
SECURITY CLASSIFICATION:
seq.), as amended by Section 101, Title Attorneys, or other federal agency
Unclassified. I of the Implementing conducting litigation, or in proceedings
SYSTEM LOCATION: Recommendations of the 9/11 before any court, adjudicative, or
DHS/FEMA maintains records at Commission Act of 2007, (Pub. L. 110– administrative body, when it is relevant
FEMA Headquarters in Washington, DC, 053); Section 2004(a) of the Homeland or necessary to the litigation and one of
and field offices. Additionally, DHS/ Security Act of 2002 (6 U.S.C. 101 et the following is a party to the litigation
FEMA maintains records in FEMA seq.), as amended by Section 101, Title or has an interest in such litigation:
information technology systems such as I of the Implementing 1. DHS or any component thereof;
mstockstill on DSK4VPTVN1PROD with NOTICES

the FEMA Non-Disaster (ND) Grants and Recommendations of the 9/11 2. Any employee or former employee
Assistance to Firefighters Grants (AFG) Commission Act of 2007, (Pub. L. 110– of DHS in his/her official capacity;
systems. 053); Section 2004 of the Homeland 3. Any employee or former employee
Security Act of 2002 (6 U.S.C. 605 et of DHS in his/her individual capacity
CATEGORIES OF INDIVIDUALS COVERED BY THE seq.), as amended by Section 101, Title when DOJ or DHS has agreed to
SYSTEM: I of the Implementing represent the employee; or
Categories of individuals covered by Recommendations of the 9/11 4. The United States or any agency
this system include the respective Commission Act of 2007, (Pub. L. No. thereof.

VerDate Sep<11>2014 19:27 Mar 12, 2015 Jkt 235001 PO 00000 Frm 00084 Fmt 4703 Sfmt 4703 E:\FR\FM\13MRN1.SGM 13MRN1

13406 Federal Register / Vol. 80, No. 49 / Friday, March 13, 2015 / Notices

B. To a congressional office from the H. To an individual’s employer or application files for 3 years from the
record of an individual in response to affiliated organization to the extent date of denial and then deleted.
an inquiry from that congressional office necessary to verify employment or In accordance with National Archives
made at the request of the individual to membership status. and Records Administration (NARA)
whom the record pertains. I. To the news media and the public, Authority N1–311–95–001, Item 1,
C. To the National Archives and with the approval of the Chief Privacy FEMA maintains grant project records
Records Administration (NARA) or Officer in consultation with counsel, for three years after the end of the fiscal
General Services Administration when there exists a legitimate public year that the grant or agreement is
pursuant to records management interest in the disclosure of the finalized or when no longer needed,
inspections being conducted under the information or when disclosure is whichever is sooner.
authority of 44 U.S.C. 2904 and 2906. necessary to preserve confidence in the In accordance with NARA Authority
D. To an agency or organization for integrity of DHS or is necessary to N1–311–95–001, Item 3, FEMA retires
the purpose of performing audit or demonstrate the accountability of DHS’s grant final reports to the Federal
oversight operations as authorized by officers, employees, or individuals Records Center (FRC) three years after
law, but only such information as is covered by the system, except to the cutoff and transfers them to NARA 20
necessary and relevant to such audit or extent it is determined that release of years after cutoff. In accordance with
oversight function. the specific information in the context NARA Authority N1–311–95–001, Item
E. To appropriate agencies, entities, of a particular case would constitute an 2; N1–311–01–008, Item 1; and N1–311–
and persons when: unwarranted invasion of personal 04–001, Item 1, FEMA stores all other
1. DHS suspects or has confirmed that privacy. grant records for six years and three
the security or confidentiality of months from the date of closeout (when
DISCLOSURE TO CONSUMER REPORTING
information in the system of records has closeout is the date FEMA closes the
AGENCIES:
been compromised; grant in its financial system) and final
None. audit and appeals are resolved and then
2. DHS has determined that as a result
of the suspected or confirmed POLICIES AND PRACTICES FOR STORING, deleted.
compromise, there is a risk of identity RETRIEVING, ACCESSING, RETAINING, AND The customer service assessment
theft or fraud, harm to economic or DISPOSING OF RECORDS IN THE SYSTEM: forms that have been filled out and
property interests, or harm to an STORAGE: returned by disaster assistance
individual, or harm to the security or DHS/FEMA stores records in this applicants are temporary records that
integrity of this system or other systems system electronically or on paper in are destroyed upon transmission of the
or programs (whether maintained by secure facilities in a locked drawer final report, per NARA Authority N1–
DHS or another agency or entity) that behind a locked door. The records are 311–00–001, Item 1.
rely upon the compromised The statistical and analytical reports
stored on magnetic disc, tape, and
information; and resulting from these assessments are
digital media.
3. The disclosure made to such temporary records that are retired three
agencies, entities, and persons is RETRIEVABILITY: years after the final report cutoff and
reasonably necessary to assist in DHS/FEMA retrieves records may by destroyed 20 years after the report cutoff
connection with DHS’s efforts to the contact person covered by this per NARA Authority N1–311–00–001,
respond to the suspected or confirmed system or the name of organization. Item 2. The assessment results database
compromise and prevent, minimize, or are temporary records that are destroyed
SAFEGUARDS: when no longer needed for analysis
remedy such harm. DHS/FEMA safeguards records in this
F. To contractors and their agents, purposes, per NARA Authority N1–311–
system in accordance with applicable 00–001, Item 3.
grantees, experts, consultants, and rules and policies, including all
others performing or working on a applicable DHS automated systems SYSTEM MANAGER AND ADDRESS:
contract, service, grant, cooperative security and access policies. DHS/ Deputy Assistant Administrator,
agreement, or other assignment for DHS, FEMA imposes strict controls to Grant Program Directorate, FEMA, 500 C
when necessary to and accomplish an minimize the risk of compromising the Street SW., Washington, DC 20472.
agency function related to this system of information that is being stored. DHS/
records. Individuals provided FEMA limits access to the computer
NOTIFICATION PROCEDURE:
information under this routine use are system containing the records in this Individuals seeking notification of
subject to the same Privacy Act system to those individuals who have a and access to any record contained in
requirements and limitations on need-to-know the information for the this system of records, or seeking to
disclosure as are applicable to DHS performance of their official duties and contest its content, may submit a
officers and employees. who have appropriate clearances or request in writing to the FEMA FOIA
G. To an appropriate federal, state, permissions. Officer, whose contact information can
tribal, local, international, or foreign law be found at http://www.dhs.gov/foia
enforcement agency or other appropriate RETENTION AND DISPOSAL: under ‘‘Contacts.’’ If an individual
authority charged with investigating or DHS/FEMA retains grant application believes more than one component
prosecuting a violation or enforcing or information for audit, oversight maintains Privacy Act records
implementing a law, rule, regulation, or operations, and appeal purposes. concerning him or her, the individual
mstockstill on DSK4VPTVN1PROD with NOTICES

order, when a record, either on its face In accordance with Government may submit the request to the Chief
or in conjunction with other Records Schedule (GRS) 3, Item 14, Privacy Officer and Chief Freedom of
information, indicates a violation or FEMA destroys grant administrative Information Officer, Department of
potential violation of law, which records and hard copies of unsuccessful Homeland Security, 245 Murray Drive
includes criminal, civil, or regulatory grant applications files after two years. SW., Building 410, STOP–0655,
violations and such disclosure is proper In accordance with GRS 3, Item 13, Washington, DC 20528.
and consistent with the official duties of FEMA stores electronically received and When seeking records about yourself
the person making the disclosure. processed copies of unsuccessful grant from this system of records or any other

VerDate Sep<11>2014 19:27 Mar 12, 2015 Jkt 235001 PO 00000 Frm 00085 Fmt 4703 Sfmt 4703 E:\FR\FM\13MRN1.SGM 13MRN1

Document Created: 2015-12-18 11:42:11
Document Modified: 2015-12-18 11:42:11

Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice of Privacy Act System of Records.
Dates		Submit comments on or before April 13, 2015. This updated system will be effective April 13, 2015.
Contact		For general questions please contact: Eric M. Leckey (202) 212-5100, Privacy Officer, Federal Emergency Management Agency, Washington, DC 20472. For privacy issues please contact: Karen L. Neuman (202) 343-1717, Chief Privacy Officer, Privacy Office, U.S. Department of Homeland Security, Washington, DC 20528.
FR Citation		80 FR 13404

80 FR 13404 - Privacy Act of 1974; Department of Homeland Security Federal Emergency Management Agency 004 Non-Disaster Grant Management Information Files System of Records

DEPARTMENT OF HOMELAND SECURITYOffice of the Secretary

Federal Register Volume 80, Issue 49 (March 13, 2015)

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary