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)

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, 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.

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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