Department of Homeland Security Accounts Payable System of Records, DHS/ALL-007

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Federal Register / Vol. 73, No. 202 / Friday, October 17, 2008 / Notices

would constitute a clearly unwarranted
invasion of personal privacy.
Name of Committee: National Institute of
Allergy and Infectious Diseases Special
Emphasis Panel; Novel HIV Therapies:
Integrated Preclinical/Clinical Program
(IPCP).
Date: November 6–7, 2008.
Time: 8 a.m. to 5 p.m.
Agenda: To review and evaluate grant
applications.
Place: Hilton Washington DC/Rockville,
1750 Rockville Pike, Rockville, MD 20852.
Contact Person: Clayton C. Huntley, PhD,
Scientific Review Officer, Scientific Review
Program, Division of Extramural Activities,
National Institutes of Health/NIAID/DHHS,
6700B Rockledge Drive, MSC 7616, Bethesda,
MD 20892–7616, 301–451–2570,
chuntley@niaid.nih.gov.
(Catalogue of Federal Domestic Assistance
Program Nos. 93.855, Allergy, Immunology,
and Transplantation Research; 93.856,
Microbiology and Infectious Diseases
Research, National Institutes of Health, HHS)
Dated: October 8, 2008.
Jennifer Spaeth,
Director, Office of Federal Advisory
Committee Policy.
[FR Doc. E8–24647 Filed 10–16–08; 8:45 am]
BILLING CODE 4140–01–M

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0006]

Privacy Act of 1974; Department of
Homeland Security Accounts Payable
System of Records.
Privacy Office; DHS.
Notice of Privacy Act system of

AGENCY:
ACTION:

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records.
SUMMARY: In accordance with the
Privacy Act of 1974 and as part of the
Department of Homeland Security’s
ongoing effort to review and update
legacy system of record notices, the
Department of Homeland Security
proposes to consolidate three legacy
record systems: Treasury/CS.207
Reimbursable Assignment/Workticket
System, October 18, 2001, Treasury/
CS.249 Uniform Allowance-Unit
Record, October 18, 2001, and Treasury/
CS.269 Accounts Payable Voucher File,
October 18, 2001. This system will
allow the Department of Homeland
Security to collect and maintain
payment records. Categories of
individuals, categories of records, and
the routine uses of these legacy system
of records notices have been
consolidated and updated to better
reflect the Department’s accounts
payable record systems. This

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consolidated system, titled Accounts
Payable, will be included in the
Department’s inventory of record
systems.
DATES: Submit comments on or before
November 17, 2008.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2008–0006 by one of the following
methods:
• Federal e-Rulemaking Portal:
http://www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 1–866–466–5370.
• Mail: Hugo Teufel III, 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 and privacy issues
please contact: Hugo Teufel III (703–
235–0780), Chief Privacy Officer,
Privacy Office, Department of Homeland
Security, Washington, DC 20528.
SUPPLEMENTARY INFORMATION:
I. Background
Pursuant to the savings clause in the
Homeland Security Act of 2002, Public
Law 107–296, Section 1512, 116 Stat.
2310 (November 25, 2002), the
Department of Homeland Security
(DHS) and its components and offices
have relied on preexisting Privacy Act
systems of records notices for the
collection and maintenance of records
that concern the Department’s accounts
payable records.
As part of its efforts to streamline and
consolidate its Privacy Act record
systems, DHS is establishing a new
agency-wide system of records under
the Privacy Act (5 U.S.C. 552a) for the
DHS accounts payable records. The
system will consist of both electronic
and paper records and will be used by
DHS and its components and offices to
maintain accounts payable records. The
data will be collected by name or other
unique personal identifier. This will
ensure that all components of DHS
follow the same privacy rules for
collecting and handling accounts
payable records. The collection and
maintenance of this information will
assist DHS in meeting its obligation to
manage Departmental funds in order to

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ensure that DHS pays its creditors,
including DHS employees for travel
related reimbursements, and ensures
that DHS has an accurate accounting of
all monies which it owes and to whom.
In accordance with the Privacy Act of
1974 and as part of DHS’s ongoing effort
to review and update legacy system of
record notices, DHS proposes to
consolidate three legacy record systems:
Treasury/CS.207 Reimbursable
Assignment/Workticket System (66 FR
52984 October 18, 2001), Treasury/
CS.249 Uniform Allowance-Unit Record
(66 FR 52984 October 18, 2001), and
Treasury/CS.269 Accounts Payable
Voucher File (66 FR 52984 October 18,
2001). This system will allow DHS to
collect and maintain payment records.
Categories of individuals, categories of
records, and the routine uses of these
legacy system of records notices have
been consolidated and updated to better
reflect the Department’s accounts
payable record systems. This
consolidated system, titled Accounts
Payable, will be included in the
Department’s inventory of record
systems.
II. Privacy Act
The Privacy Act embodies fair
information principles in a statutory
framework governing the means by
which the United States Government
collects, maintains, uses, and
disseminates 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
for 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
United States citizens and legal
permanent residents. As a matter of
policy, DHS extends administrative
Privacy Act protections to all
individuals where systems of records
maintain information on U.S. citizens,
lawful permanent residents, and
visitors. Individuals may request access
to their own records that are maintained
in a system of records in the possession
or under the control of DHS by
complying with DHS Privacy Act
regulations, 6 CFR Part 5.
The Privacy Act requires that each
agency publish in the Federal Register
a description denoting the type and
character of each system of records in
order to make agency recordkeeping
practices transparent, to notify
individuals about the use of their
records, and to assist the individual to
more easily find files within the agency.

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Federal Register / Vol. 73, No. 202 / Friday, October 17, 2008 / Notices
Below is a description of the Accounts
Payable 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 the
Congress.
System of Records:

DHS/ALL–007.
SYSTEM NAME:

Department of Homeland Security
Accounts Payable Records.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

Records are maintained at several
Headquarters locations and in
component offices of DHS, in both
Washington, DC and field locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Any individual or organization who
serves as a creditor to DHS, including
parties in interest for whom
reimbursable services are performed and
employees for travel related
reimbursements.
CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in this system
include:
• Individual’s name;
• Tax identification number, which
may be social security number in certain
instances;
• Addresses;
• Importer of record number;
• Records of expenses (bills, refund
checks, out-of-pocket travel expenses);
• Records of payments;
• Disbursement schedules;
• Monies owed; and
• Electronic financial institution data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; The Federal Records
Act, 44 U.S.C. 3101; The Homeland
Security Act of 2002, Public Law 107–
296, 6 U.S.C. 121; 19 U.S.C. 261, 267 &
1451; 19 CFR 24.16 & 24.17; Executive
Order 11348, as amended by Executive
Order 12107; and Executive Order 9397.

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PURPOSE(S):

The purpose of this system is to
collect and maintain the information
from individuals in connection with
reimbursable services provided to DHS
to ensure the Department properly pays
these individuals. This system will
allow DHS to maintain payment records
and record monies owed.

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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:

In addition to those disclosures
generally permitted under 5 U.S.C.
552a(b) 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
(including United States Attorney
Offices) or other Federal agency
conducting litigation or in proceedings
before any court, adjudicative or
administrative body when it is
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 of DHS in his/her
official capacity;
3. Any employee of DHS in his/her
individual capacity where the
Department of Justice or DHS has agreed
to represent the employee; or
4. The United States or any agency
thereof, is a party to the litigation or has
an interest in such litigation, and DHS
determines that the records are both
relevant and necessary to the litigation
and the use of such records is
compatible with the purpose for which
DHS collected the records.
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 or other Federal
government agencies pursuant to
records management inspections being
conducted under the authority of 44
U.S.C. 2904 and 2906.
D. To an agency, organization, or
individual 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. The Department has determined
that as a result of the suspected or
confirmed compromise there is a risk of
harm to economic or property interests,
identity theft or fraud, or harm to the
security or integrity of this system or
other systems or programs (whether
maintained by DHS or another agency or
entity) or harm to the individual who
relies upon the compromised
information; and

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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
order, where 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 unions recognized as exclusive
bargaining representatives under the
Civil Service Reform Act of 1978, 5
U.S.C. 7111 and 7114.
I. To Federal servicing agencies to
reimburse individuals who perform
services.
J. To the Department of the Treasury
to effect disbursement of authorized
payments.
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 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.

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Federal Register / Vol. 73, No. 202 / Friday, October 17, 2008 / Notices

POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:

Records in this system are stored
electronically or on paper in secure
facilities in a locked drawer behind a
locked door. The records are stored on
magnetic disc, tape, digital media, and
CD–ROM.
RETRIEVABILITY:

Data may be retrieved by an
individual’s name, tax identification
number/social security number,
employee identification number, by
individual’s importer of record number,
and/or other personal identifier.
SAFEGUARDS:

Records in this system are
safeguarded 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 are destroyed six years and
three months after final payment, in
accordance with National Archives and
Records Administration General
Records Schedule 3, Item 3.
SYSTEM MANAGER AND ADDRESS:

For Headquarters components of DHS,
the System Manager is the Director of
Departmental Disclosure, Department of
Homeland Security, Washington, DC
20528. For components of DHS, the
System Manager can be found at
http://www.dhs.gov/foia under
‘‘contacts.’’

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 Director, Disclosure and FOIA,
http://www.dhs.gov or 1–866–431–0486.
In addition you should provide the
following:
• An explanation of 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,
• 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/her agreement
for you to access his/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.

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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 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,
Department of Homeland Security, 245
Murray Drive, SW., Building 410,
STOP–0550, Washington, DC 20528.

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RECORD SOURCE CATEGORIES:

Information originates with DHS, its
components and offices, and
individuals submitting supporting
documentation for reimbursement.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
Dated: October 7, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–24705 Filed 10–16–08; 8:45 am]
BILLING CODE 4410–10–P

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DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0012]

Privacy Act of 1974; Department of
Homeland Security Grievances,
Appeals, and Disciplinary Action
Records System of Records
AGENCY:
ACTION:

Privacy Office; DHS.

Notice of Privacy Act system of

records.
SUMMARY: In accordance with the
Privacy Act of 1974 and as part of the
Department of Homeland Security’s
ongoing effort to review and update
legacy system of record notices, the
Department of Homeland Security
proposes to consolidate four legacy
record systems: Treasury/CS.077
Disciplinary Action Grievance and
Appeal Case Files, October 18, 2001,
Treasury/CS.159 Notification of
Personnel Management Division When
an Employee is Placed Under
Investigation by the Office of Internal
Affairs, October 18, 2001, FEMA/NETC–
3 Records of Alleged Misconduct of
Students Attending Training Courses at
the National Emergency Training
Center, September 7, 1990, and FEMA/
PER–1 Grievance Records, September 7,
1990, into one Department of Homeland
Security-wide system of records. The
Department of Homeland Security also
proposes to partially consolidate
Treasury/USSS.002 Chief Counsel
Record System, August 28, 2001, into
this system. This system will allow the
Department of Homeland Security to
document all current and former
Department of Homeland Security
personnel who have been the subject of
proposed or final disciplinary action,
have filed a grievance or appeal, or have
been suspected of misconduct.
Categories of individuals, categories of
records, and the routine uses of these
legacy systems of records notices have
been consolidated and updated to better
reflect the Department’s grievances,
appeals, and disciplinary action record
systems. DHS is issuing a Notice of
Proposed Rulemaking (NPRM)
concurrent with this SORN elsewhere in
the Federal Register. The exemptions
for the legacy system of records notices
will continue to be applicable until the
final rule for this SORN has been
completed. This consolidated system,
titled Grievances, Appeals, and
Disciplinary Action, will be included in
the Department’s inventory of record
systems.

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