82 FR 40021 - Privacy Act of 1974; System of Records

DEPARTMENT OF JUSTICE

Federal Register Volume 82, Issue 162 (August 23, 2017)

Pursuant to the Privacy Act of 1974 and Office of Management and Budget (OMB) Circular No. A-108, notice is hereby given that the United States Department of Justice (Department or DOJ) proposes to establish a new Department-wide system of records titled, ``Department of Justice Library Circulation System,'' JUSTICE/DOJ-019.

[Federal Register Volume 82, Number 162 (Wednesday, August 23, 2017)]
[Notices]
[Pages 40021-40024]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2017-17785]


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DEPARTMENT OF JUSTICE

[CPCLO Order No. 006-2017]


Privacy Act of 1974; System of Records

AGENCY: Department of Justice.

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974 and Office of Management 
and Budget (OMB) Circular No. A-108, notice is hereby given that the 
United States Department of Justice (Department or DOJ) proposes to 
establish a new Department-wide system of records titled, ``Department 
of Justice Library Circulation System,'' JUSTICE/DOJ-019.

DATES: This notice is applicable upon publication, subject to a 30-day 
period in which to comment on the routine uses, described below. Please 
submit any comments by September 22, 2017.

ADDRESSES: The public, OMB, and Congress are invited to submit any 
comments by mail to the United States Department of Justice, ATTN: 
Privacy Analyst, Office of Privacy and Civil Liberties, National Place 
Building, 1331 Pennsylvania Avenue NW., Suite 1000, Washington, DC 
20530-0001, by facsimile at 202-307-0693, or by email at 
[email protected]. To ensure proper handling, please 
reference the above CPCLO Order No. on your correspondence.

FOR FURTHER INFORMATION CONTACT: Paul F. Cantwell, Supervisory 
Librarian, Library Staff, Justice Management Division, 601 D Street 
NW., Room 7530, Washington, DC 20530, facsimile: 202-514-2785.

SUPPLEMENTARY INFORMATION: The DOJ Libraries offer legal and general 
reference and research services, resource acquisition services, 
cataloging services, and digitization services. DOJ Libraries provide 
access to extensive legal and non-legal print collections and online 
legal resources. DOJ provides library services primarily to the DOJ 
Offices, Boards, and Divisions. The Main Library located in the Robert 
F. Kennedy Department of Justice Building contains broad collections of 
congressional, legal, and general research materials. In addition, 
branch libraries support the DOJ litigating Divisions and maintain 
special collections of particular interest to Division personnel.
    The DOJ Library Circulation System allows the Department's Library 
Staff to track the circulation of materials held by the various 
libraries within the Department, ensuring that library

[[Page 40022]]

materials can be located and made available to Department employees. 
The Library Staff will share information from the system pursuant to 
the requirements of the Privacy Act and, in the case of its routine 
uses, when the disclosure is compatible with the purpose for which the 
information was compiled.
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and Congress on this new system of records.

    Dated August 16, 2017.
Peter A. Winn,
Acting Chief Privacy and Civil Liberties Officer United States, 
Department of Justice.
JUSTICE/DOJ-019

SYSTEM NAME AND NUMBER:
    Department of Justice Library Circulation System, JUSTICE/DOJ-019.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records will be maintained electronically at one or more of the 
Department's data centers, including, but not limited to, the Justice 
Data Center, Rockville, MD 20854, and/or at one or more of the 
Department's Core Enterprise Facilities (CEF), including, but not 
limited to, the Department's CEF East, Clarksburg, WV 26306, or CEF 
West, Pocatello, ID 83201. Records within this system of records may be 
transferred to a Department-authorized cloud service provider, in which 
records would be limited to locations within the Continental United 
States.
    Access to these electronic records includes all locations at which 
the DOJ Library Staff operates or at which DOJ Library Staff operations 
are supported, including the Robert F. Kennedy Department of Justice 
Building, 950 Pennsylvania Avenue NW., Room 5315, Washington, DC 20530. 
Some or all system information may also be duplicated at other 
locations where the Department has granted direct access to support DOJ 
Library Staff operations, system backup, emergency preparedness, and/or 
continuity of operations.
    To determine the location of particular Library Circulation System 
records, contact the system manager, whose contact information is 
listed in the ``SYSTEM MANAGER(S)'' paragraph, below.

SYSTEM MANAGER(S):
    Director, Library Staff, Justice Management Division, Robert F. 
Kennedy Department of Justice Building, 950 Pennsylvania Avenue NW., 
Room 5315, Washington, DC 20530.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, 44 U.S.C. 3101, and 28 CFR 0.77(h).

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system of records is to accurately track items 
currently checked out from the Department's libraries by registered 
users, and to ensure that all items are returned to the Department of 
Justice's libraries in a timely fashion and/or upon the departure from 
the Department of Justice by an employee who has borrowed materials 
from a Department library.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DOJ contractors and employees, including student interns and 
temporary employees, who register with the Department of Justice 
libraries to borrow materials from the libraries. Also covered are DOJ 
employees and contractors responsible for the operation and maintenance 
of the system.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records include information on the library material(s) currently 
checked out by each individual. Specifically, the system tracks the 
name, office telephone number, email address, and office address of the 
borrower of each item currently checked out. The system also tracks the 
identification number or barcode associated with each work in the 
libraries' collections.

RECORD SOURCE CATEGORIES:
    Records contained in this system of records are derived from 
information provided directly by the individual and from the DOJ 
Employee Directory Systems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b), all or a portion of the records or information contained in 
this system of records may be disclosed as a routine use pursuant to 5 
U.S.C. 552a(b)(3) under the circumstances or for the purposes described 
below, to the extent such disclosures are compatible with the purposes 
for which the information was collected:
    (a) Where a record, either alone or in conjunction with other 
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be 
referred to the appropriate Federal, state, local, territorial, tribal, 
or foreign law enforcement authority or other appropriate entity 
charged with the responsibility for investigating or prosecuting such 
violation or charged with enforcing or implementing such law.
    (b) To any person or entity that the Department has reason to 
believe possesses information regarding a matter within the 
jurisdiction of the Department, to the extent deemed to be necessary by 
the Department in order to elicit such information or cooperation from 
the recipient for use in the performance of an authorized activity.
    (c) In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body, when the Department of Justice 
determines that the records are arguably relevant to the proceeding; or 
in an appropriate proceeding before an administrative or adjudicative 
body when the adjudicator determines the records to be relevant to the 
proceeding.
    (d) To an actual or potential party to litigation or the party's 
authorized representative for the purpose of negotiation or discussion 
of such matters as settlement, plea bargaining, or in informal 
discovery proceedings.
    (e) To the news media and the public, including disclosures 
pursuant to 28 CFR 50.2, unless it is determined that release of the 
specific information in the context of a particular case would 
constitute an unwarranted invasion of personal privacy.
    (f) To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the Federal government, when 
necessary to accomplish an agency function related to this system of 
records.
    (g) To designated officers and employees of state, local, 
territorial, or tribal law enforcement or detention agencies in 
connection with the hiring or continued employment of an employee or 
contractor, where the employee or contractor would occupy or occupies a 
position of public trust as a law enforcement officer or detention 
officer having direct contact with the public or with prisoners or 
detainees, to the extent that the information is relevant and necessary 
to the recipient agency's decision.
    (h) To appropriate officials and employees of a Federal agency or 
entity when the information is relevant to a decision concerning the 
hiring, appointment, or retention of an employee; the assignment, 
detail, or

[[Page 40023]]

deployment of an employee; the issuance, renewal, suspension, or 
revocation of a security clearance; the execution of a security or 
suitability investigation; the letting of a contract; or the issuance 
of a grant or benefit.
    (i) To a former employee of the Department for purposes of: 
Responding to an official inquiry by a Federal, state, or local 
government entity or professional licensing authority, in accordance 
with applicable Department regulations; or facilitating communications 
with a former employee that may be necessary for personnel-related or 
other official purposes where the Department requires information and/
or consultation assistance from the former employee regarding a matter 
within that person's former area of responsibility.
    (j) To a Member of Congress or staff acting upon the Member's 
behalf when the Member or staff requests the information on behalf of, 
and at the request of, the individual who is the subject of the record.
    (k) To the National Archives and Records Administration for 
purposes of records management inspections conducted under the 
authority of 44 U.S.C. 2904 and 2906.
    (l) To complainants and/or victims to the extent necessary to 
provide such persons with information and explanations concerning the 
progress and/or results of the investigation or case arising from the 
matters of which they complained and/or of which they were a victim.
    (m) To appropriate agencies, entities, and persons when (1) the 
Department suspects or has confirmed that there has been a breach of 
the system of records; (2) the Department has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, the Department (including its information systems, 
programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the 
Department efforts to respond to the suspected or confirmed breach or 
to prevent, minimize, or remedy such harm.
    (n) To another Federal agency or Federal entity, when the 
Department determines that information from this system of records is 
reasonably necessary to assist the recipient agency or entity in (1) 
responding to a suspected or confirmed breach or (2) preventing, 
minimizing, or remedying the risk of harm to individuals, the recipient 
agency or entity (including its information systems, programs, and 
operations), the Federal Government, or national security, resulting 
from a suspected or confirmed breach.
    (o) To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are stored in electronic form. Records are 
stored securely in accordance with applicable executive orders, 
statutes, and agency implementing recommendations. Electronic records 
are stored in databases and/or on hard disks, removable storage 
devices, or other electronic media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Information is retrieved by an individual's identifying information 
(e.g., name or email address), or by identification of a particular 
item (e.g., a book maintained at the Department library) that an 
individual currently has checked out from the libraries' collections.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and destroyed in accordance with applicable 
schedules and procedures issued or approved by the National Archives 
and Records Administration. The circulation and use records of the 
Department-wide Library Circulation System are maintained for no longer 
than one year after borrowed items are returned. (DAA-GRS-2013-0002).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Information in this system is maintained in accordance with 
applicable laws, rules, and policies on protecting individual privacy. 
The servers storing electronic data and the backup tapes stored onsite 
are located in locked rooms with access limited to authorized agency 
personnel. Backup tapes stored offsite are maintained in accordance 
with a government contract that requires adherence to applicable laws, 
rules, and policies on protecting individual privacy. Internet 
connections are protected by multiple firewalls. Security personnel 
conduct periodic vulnerability scans using DOJ-approved software to 
ensure security compliance and security logs are enabled for all 
computers to assist in troubleshooting and forensics analysis during 
incident investigations. Users of individual computers can only gain 
access to the data by a valid user identification and password.

RECORDS ACCESS PROCEDURES:
    All requests for access to records must be in writing and should be 
addressed to the Justice Management Division, ATTN: FOIA Contact, 
Robert F. Kennedy Department of Justice Building, Room 1111, 950 
Pennsylvania Avenue NW., Washington, DC 20530, sent by facsimile to 
(202) 616-6695, or emailed to [email protected]. The envelope and 
letter should be clearly marked ``Privacy Act Access Request.'' The 
request must describe the records sought in sufficient detail to enable 
Department personnel to locate them with a reasonable amount of effort. 
The request must include a general description of the records sought 
and must include the requester's full name, current address, and date 
and place of birth. The request must be signed and either notarized or 
submitted under penalty of perjury.
    Although no specific form is required, you may obtain forms for 
this purpose from the FOIA/Privacy Act Mail Referral Unit, Robert F. 
Kennedy Department of Justice Building, 950 Pennsylvania Avenue NW., 
Washington, DC 20530, or on the DOJ Web site at https://www.justice.gov/oip/oip-request.html. More information regarding the 
Department's procedures for accessing records in accordance with the 
Privacy Act can be found at 28 CFR part 16 subpart D, ``Protection of 
Privacy and Access to Individual Records Under the Privacy Act of 
1974.''

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

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

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EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.
[FR Doc. 2017-17785 Filed 8-22-17; 8:45 am]
BILLING CODE 4410-NW-P