81 FR 48832 - Privacy Act of 1974; Department of Homeland Security/ALL-014 Personnel Emergency Contact Information System of Records

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary

Federal Register Volume 81, Issue 143 (July 26, 2016)

Page Range		48832-48835
FR Document		2016-17597

In accordance with the Privacy Act of 1974, the Department of Homeland Security proposes to rename, update, and reissue a current Department of Homeland Security system of records notice previously titled, ``Department of Homeland Security/ALL-014 Emergency Personnel Location Records'' with a new Department of Homeland Security system of records notice titled, ``Department of Homeland Security/ALL-014 Personnel Emergency Contact Information System of Records.'' This system of records allows the Department of Homeland Security (DHS) to collect and maintain necessary records concerning DHS personnel (including Federal employees and contractors) for workforce accountability; federal employees, contractors, or other individuals who participate in or who respond to all-hazards emergencies including technical, manmade, or natural disasters, or who participate in emergency response training exercises; and individuals identified as emergency points of contact. As a result of a biennial review of this system, DHS is updating this system of records notice to include changes within the: system name, categories of individuals, categories of records, authority for maintenance, purpose, and retention and disposal. 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's inventory of record systems.

Federal Register, Volume 81 Issue 143 (Tuesday, July 26, 2016)

[Federal Register Volume 81, Number 143 (Tuesday, July 26, 2016)]
[Notices]
[Pages 48832-48835]
From the Federal Register Online [www.thefederalregister.org]
[FR Doc No: 2016-17597]

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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2015-0037]

Privacy Act of 1974; Department of Homeland Security/ALL-014
Personnel Emergency Contact Information System of Records

AGENCY: Department of Homeland Security, Privacy Office.

ACTION: Notice of Privacy Act system of records.

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

SUMMARY: In accordance with the Privacy Act of 1974, the Department of
Homeland Security proposes to rename, update, and reissue a current
Department of Homeland Security system of records notice previously
titled, ``Department of Homeland Security/ALL-014 Emergency Personnel
Location Records'' with a new Department of Homeland Security system of
records notice titled, ``Department of Homeland Security/ALL-014
Personnel Emergency Contact Information System of Records.'' This
system of records allows the Department of Homeland Security (DHS) to
collect and maintain necessary records concerning DHS personnel
(including Federal employees and contractors) for workforce
accountability; federal employees, contractors, or other individuals
who participate in or who respond to all-hazards emergencies including
technical, manmade, or natural disasters, or who participate in
emergency response training exercises;

[[Page 48833]]

and individuals identified as emergency points of contact. As a result
of a biennial review of this system, DHS is updating this system of
records notice to include changes within the: system name, categories
of individuals, categories of records, authority for maintenance,
purpose, and retention and disposal. 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's inventory of record systems.

DATES: Submit comments on or before August 25, 2016.

ADDRESSES: You may submit comments, identified by docket number DHS-
2015-0037 by one of the following methods:
Federal e-Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments. This updated system
will be effective August 25, 2016.
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 go to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: For general questions and privacy
issues 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 as
amended, the Department of Homeland Security (DHS) proposes to rename,
update, and reissue a current DHS system of records notice titled,
``DHS/ALL-014 Personnel Emergency Contact Information System of
Records.'' This system of records allows DHS to collect and maintain
necessary records concerning current and former DHS personnel
(including Federal employees and contractors) for workforce
accountability; Federal employees, contractors or other individuals who
participate in or who respond to all-hazards emergencies including
technical, manmade, or natural disasters, or who participate in
emergency response training exercises; and individuals identified as
emergency points of contact. DHS collects information of family
members, next of kin, or other designated emergency contact persons for
use in the event of an emergency.
As a result of a biennial review of this system, DHS is updating
this system of records notice to include changes within the: (1) System
name, (2) categories of individuals, (3) categories of records, (4)
authority for maintenance, (5) purpose, and (6) retention and disposal.
The system is renamed Personnel Emergency Contact Information System of
Records to clarify that this system of records stores contact
information about all current and former DHS personnel and individuals
they have identified as emergency contacts or next of kin. The updated
categories of individuals describes the four types of individuals
maintained within this system of records: current and former DHS
personnel, including Federal employees and contractors; current and
former Federal employees, contractors, or other individuals who
participate in or conduct exercises; current and former Federal
employees, contractors, or other individuals who respond to all hazards
emergencies including technical, manmade, or natural disasters; and
individuals that current or former DHS personnel have identified as
emergency points of contact, including family members and next of kin.
The updated categories of records have been expanded to include
information collected during a response to all-hazards emergencies and
deployment of personnel during such responses. The legal authorities
have been updated to include the appropriate sections of the Robert T.
Stafford Act and the Post-Katrina Emergency Management Reform Act
relevant to the deployment of individuals for emergency response. The
purpose of the system has been broadened to increase transparency and
clarity on why the information is being collected and how it is used.
In addition to contacting individuals and emergency contacts, the
information is also used to facilitate the response and deployment of
DHS and non-DHS personnel to all-hazards emergencies. Lastly, the
retention and disposal have been updated to address the retention of
deployment-related records.
In the course of responding to, or planning for, all-hazards
emergencies, DHS may contact, locate, and deploy current and former DHS
personnel; implement the Continuity of Operations (COOP) Plan; and
participate in exercises. This system of records encompasses the
collection, storage, and use of information associated with such
activities and for all individuals that participate in those
activities. Additionally, for emergency notification purposes, DHS may
need to contact the identified emergency contacts of the individual.
Consistent with DHS's information sharing mission, information
stored in the DHS/ALL-014 Personnel Emergency Contact Information
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, 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 the
Department'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 a description of the DHS/ALL-014 Personnel Emergency
Contact Information 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-014

System name:
DHS/ALL-014 Department of Homeland Security Personnel Emergency
Contact Information.

[[Page 48834]]

Security classification:
Unclassified.

System location:
Records are maintained at Headquarters locations and in Component
offices of DHS, in both Washington, DC and field locations. Personnel
emergency contact information is typically maintained locally by
individual DHS offices.

Categories of individuals covered by the system:
Categories of individuals in this system include:
Current and former DHS personnel, including Federal
employees and contractors;
Current and former Federal employees, contractors, or
other individuals who participate in or conduct exercises;
Current and former federal employees, contractors, or
other individuals who respond to all hazards emergencies including
technical, manmade, or natural disasters; and
Individuals that current or former DHS personnel have
identified as emergency points of contact, including family members and
next of kin.

Categories of records in the system:
Categories of records related to current and former DHS personnel,
including Federal employees and contractors, and individuals identified
as emergency points of contact may include:
Name;
Work contact information (address, email address, phone,
fax);
Personal contact information (address, email address,
phone numbers, pager number, and pin number);
Company/organization name;
Supervisor name and contact information; and
Relationship to current or former DHS personnel.
Categories of records related to Federal employees, contractors or
other individuals who participate in or who respond to all-hazards
emergencies including technical, manmade or natural disasters, or who
participate in emergency response training exercises may include:
Name;
Social Security number;
Date of birth;
Identifiers related to deployment;
Height, weight, and other personal characteristics, if
applicable;
Work contact information (address, email address, phone,
fax);
Personal contact information (address, email address,
phone numbers, pager number, and pin number);
Deployment contact information (lodging address and phone
number) while deployed;
Company/organization name and organization code;
Job information (position title, start date, duty status,
pay status, and employment type);
Supervisor name and contact information;
Deployment point of contact name and contact information;
Approvals, authorizations, certifications, and proficiency
levels for training and deployment;
Information on deployment position (program area, position
type);
Status of credentials for access to regulated facilities;
Status of Government Credit Card (yes or no);
Clearance and access level;
Deployment information (duty station, dates, and lodging);
Skills inventory, qualifications, specialties, and
proficiency levels;
Volunteered medical information;
Emergency response group/non-emergency response group
status; and
Emergency recall rosters.

Authority for maintenance of the system:
The Homeland Security Act of 2002, 6 U.S.C. 313, 314, 317, 320, and
711; Robert T. Stafford Disaster Relief and Emergency Assistance Act,
as amended, 42 U.S.C. 5144, 5149, 5170b, 5192, and 5197.

Purpose(s):
The purpose of this system is for DHS workforce accountability, to
support DHS all-hazards emergency response deployments and exercises,
and to contact designated persons in the event of an emergency.

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
U.S. 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 the 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) 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
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

[[Page 48835]]

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 a Federal, State, tribal, or local agency, if the information
is relevant and necessary, for the requesting agency's approval on the
issuance of a security clearance or for the purpose of providing
support in an all hazards emergencies including technical, manmade, or
natural disasters.
I. To Federal, State, tribal, local, international, or foreign
governmental agencies or executive offices, relief agencies, and non-
governmental organizations, when disclosure is appropriate for
performance of the official duties required in response to all-hazards
including technical, manmade, or natural disasters.
J. To identified emergency contacts of:
1. Current and former DHS personnel, including Federal employees
and contractors;
2. Current and former Federal employees, contractors, or other
individuals who participate in or conduct exercises; or
3. Current and former Federal employees, contractors, or other
individuals who respond to all hazards emergencies including technical,
manmade, or natural disasters.
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 or when
disclosure is necessary to preserve confidence in the integrity of DHS,
or when disclosure is necessary to demonstrate the accountability of
DHS's officers, employees, or individuals covered by the system, except
to the extent the Chief Privacy Officer determines that release of the
specific information in the context of a particular case would
constitute 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 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 may retrieve records by an individual's name, location, or
other personal identifier.

Safeguards:
DHS safeguards records in this system 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:
Records relating to current and former DHS employees, and
individuals designated as emergency points of contact, will be
destroyed within one year after separation or transfer of the employee,
in accordance with National Archives and Records Administration (NARA)
General Records Schedule 1, Item 18. Federal Emergency Management
Agency Records Schedule EOM-16, which will cover records related to
deployment activities, will be submitted by FEMA to NARA for review and
approval. FEMA proposes that records related to deployment activities
be considered temporary records with a cutoff at the end of each
calendar year and are destroyed 50 years after the cutoff date.

System Manager and address:
The System Manager is the Director, Office of Operations
Coordination (OPS), Department of Homeland Security, Washington, DC
20528.

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 Headquarters' or component's
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.
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
Officer and Chief Freedom of Information Act Officer, http://www.dhs.gov 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 or her agreement for you to access his or her records.
Without this bulleted 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:
Information contained in this system is obtained from DHS personnel
(including Federal employees and contractors), individuals who
participate in or conduct exercises or who respond to all hazards
emergencies including technical, manmade, or natural disasters; and
other government agencies.

Exemptions claimed for the system:
None.

Dated: July 20, 2016.
Jonathan Cantor,
Acting Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2016-17597 Filed 7-25-16; 8:45 am]
BILLING CODE 9110-9B-P

Federal Register / Vol. 81, No. 143 / Tuesday, July 26, 2016 / Notices 48833

and individuals identified as emergency natural disasters, or who participate in encompasses the collection, storage, and
points of contact. As a result of a emergency response training exercises; use of information associated with such
biennial review of this system, DHS is and individuals identified as emergency activities and for all individuals that
updating this system of records notice to points of contact. DHS collects participate in those activities.
include changes within the: system information of family members, next of Additionally, for emergency notification
name, categories of individuals, kin, or other designated emergency purposes, DHS may need to contact the
categories of records, authority for contact persons for use in the event of identified emergency contacts of the
maintenance, purpose, and retention an emergency. individual.
and disposal. Additionally, this notice As a result of a biennial review of this Consistent with DHS’s information
includes non-substantive changes to system, DHS is updating this system of sharing mission, information stored in
simplify the formatting and text of the records notice to include changes the DHS/ALL–014 Personnel Emergency
previously published notice. This within the: (1) System name, (2) Contact Information System of Records
updated system will be included in the categories of individuals, (3) categories may be shared with other DHS
Department’s inventory of record of records, (4) authority for Components that have a need to know
systems. maintenance, (5) purpose, and (6) the information to carry out their
retention and disposal. The system is national security, law enforcement,
DATES: Submit comments on or before
renamed Personnel Emergency Contact immigration, intelligence, or other
August 25, 2016.
Information System of Records to clarify homeland security functions. In
ADDRESSES: You may submit comments,
that this system of records stores contact addition, information may be shared
identified by docket number DHS– information about all current and former
2015–0037 by one of the following with appropriate Federal, State, local,
DHS personnel and individuals they tribal, territorial, foreign, or
methods: have identified as emergency contacts or
• Federal e-Rulemaking Portal: http:// international government agencies
next of kin. The updated categories of consistent with the routine uses set
www.regulations.gov. Follow the individuals describes the four types of
instructions for submitting comments. forth in this system of records notice.
individuals maintained within this This updated system will be included in
This updated system will be effective system of records: current and former
August 25, 2016. the Department’s inventory of record
DHS personnel, including Federal systems.
• Fax: 202–343–4010.
employees and contractors; current and
• Mail: Karen L. Neuman, Chief II. Privacy Act
former Federal employees, contractors,
Privacy Officer, Privacy Office,
or other individuals who participate in The Privacy Act embodies fair
Department of Homeland Security,
or conduct exercises; current and former information practice principles in a
Washington, DC 20528–0655.
Instructions: All submissions received Federal employees, contractors, or other statutory framework governing the
must include the agency name and individuals who respond to all hazards means by which Federal government
docket number for this rulemaking. All emergencies including technical, agencies collect, maintain, use, and
manmade, or natural disasters; and disseminate individuals’ records. The
comments received will be posted
individuals that current or former DHS Privacy Act applies to information that
without change to http://
personnel have identified as emergency is maintained in a ‘‘system of records.’’
www.regulations.gov, including any
points of contact, including family A ‘‘system of records’’ is a group of any
personal information provided.
Docket: For access to the docket, to members and next of kin. The updated records under the control of an agency
read background documents, or categories of records have been from which information is retrieved by
comments received go to http:// expanded to include information the name of an individual or by some
www.regulations.gov. collected during a response to all- identifying number, symbol, or other
hazards emergencies and deployment of identifying particular assigned to the
FOR FURTHER INFORMATION CONTACT: For personnel during such responses. The individual. In the Privacy Act, an
general questions and privacy issues legal authorities have been updated to individual is defined to encompass U.S.
please contact: Karen L. Neuman, 202– include the appropriate sections of the citizens and lawful permanent
343–1717, Chief Privacy Officer, Privacy Robert T. Stafford Act and the Post- residents. As a matter of policy, DHS
Office, Department of Homeland Katrina Emergency Management Reform extends administrative Privacy Act
Security, Washington, DC 20528–0655. Act relevant to the deployment of protections to all individuals when
SUPPLEMENTARY INFORMATION: individuals for emergency response. systems of records maintain information
The purpose of the system has been on U.S. citizens, lawful permanent
I. Background
broadened to increase transparency and residents, and visitors.
In accordance with the Privacy Act of clarity on why the information is being Below is a description of the DHS/
1974, 5 U.S.C. 552a as amended, the collected and how it is used. In addition ALL–014 Personnel Emergency Contact
Department of Homeland Security to contacting individuals and Information System of Records.
(DHS) proposes to rename, update, and emergency contacts, the information is In accordance with 5 U.S.C. 552a(r),
reissue a current DHS system of records also used to facilitate the response and DHS has provided a report of this
notice titled, ‘‘DHS/ALL–014 Personnel deployment of DHS and non-DHS revised system of records to the Office
Emergency Contact Information System personnel to all-hazards emergencies. of Management and Budget and to
of Records.’’ This system of records Lastly, the retention and disposal have Congress.
allows DHS to collect and maintain been updated to address the retention of
necessary records concerning current
srobinson on DSK5SPTVN1PROD with NOTICES

deployment-related records. System of Records:
and former DHS personnel (including In the course of responding to, or Department of Homeland Security
Federal employees and contractors) for planning for, all-hazards emergencies, (DHS)/ALL–014
workforce accountability; Federal DHS may contact, locate, and deploy
employees, contractors or other current and former DHS personnel; SYSTEM NAME:
individuals who participate in or who implement the Continuity of Operations DHS/ALL–014 Department of
respond to all-hazards emergencies (COOP) Plan; and participate in Homeland Security Personnel
including technical, manmade, or exercises. This system of records Emergency Contact Information.

VerDate Sep<11>2014 20:28 Jul 25, 2016 Jkt 238001 PO 00000 Frm 00098 Fmt 4703 Sfmt 4703 E:\FR\FM\26JYN1.SGM 26JYN1

Document Created: 2018-02-08 08:01:07
Document Modified: 2018-02-08 08:01:07

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 August 25, 2016.
Contact		For general questions and privacy issues please contact: Karen L. Neuman, 202-343-1717, Chief Privacy Officer, Privacy Office, Department of Homeland Security, Washington, DC 20528-0655.
FR Citation		81 FR 48832

81 FR 48832 - Privacy Act of 1974; Department of Homeland Security/ALL-014 Personnel Emergency Contact Information System of Records

DEPARTMENT OF HOMELAND SECURITYOffice of the Secretary

Federal Register Volume 81, Issue 143 (July 26, 2016)

DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary