1625-0119 SORN-USCG--018 Exchange System Morale Well-Being Rec System Files



[Federal Register Volume 79, Number 211 (Friday, October 31, 2014)]
[Notices]
[Pages 64820-64823]
From the Federal Register Online via the Government Publishing Office [http://www.gpo.gov/]
[FR Doc No: 2014-25907]

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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2014-0051]

Privacy Act of 1974; Department of Homeland Security/United
States Coast Guard--018 Exchange System and Morale Well-Being and
Recreational Systems Files 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 update and reissue a current Department
of Homeland Security system of records titled, ``Department of Homeland
Security/United States Coast Guard--018 Exchange System and Morale
Well-Being and Recreational Systems Files System of Records.'' This
system of records allows the Department of Homeland Security/United
States Coast Guard to collect and maintain records on the Coast Guard
Exchange System and Morale Well-Being and Recreation Program. As a
result of a biennial review of this system, Department of Homeland
Security/United States Coast Guard is updating this system of records
notice to (1) include a new routine use, (2) update the system manager
and address, and (3) clarify how the United States Coast Guard stores
Exchange System and Morale Well-Being and Recreation system files. This
notice also includes non-substantive changes to simplify the formatting
and text of the previously published notice updated system. This
updated system will be included in the Department of Homeland
Security's inventory of record systems.

DATES: Submit comments on or before December 1, 2014. This updated
system will be effective December 1, 2014.

ADDRESSES: You may submit comments, identified by docket number DHS-
2014-0051 by one of the following methods:
Federal e-Rulemaking Portal: http://www.regulations.gov/.
Follow the instructions for submitting comments.
Fax: (202) 343-4010.
Mail: Karen L. Neuman, Chief Privacy Officer, Privacy
Office, Department of Homeland Security, Washington, DC 20528-0655.
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, please visit http://www.regulations.gov/.

FOR FURTHER INFORMATION CONTACT: For general questions, please contact:
Marilyn Scott-Perez, (202) 475-3515, Privacy Officer, Commandant (CG-
61), United States Coast Guard, Mail Stop 7710, Washington, DC 20593-
0001. For privacy questions, please contact: Karen L. Neuman, (202)
343-1717, Chief Privacy Officer, Privacy Office, Department of Homeland
Security, Washington, DC 20528-0655.

[[Page 64821]]

SUPPLEMENTARY INFORMATION:

I. Background

In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the
Department of Homeland Security (DHS)/United States Coast Guard (USCG)
proposes to update and reissue a current DHS system of records titled,
``DHS/USCG-018 Exchange System (CGES) and Morale Well-Being and
Recreation (MWR) System Files System of Records.'' The collection and
maintenance of this information assists DHS/USCG in meeting its legal
obligation to administer the CGES and MWR Program, as recognized in 14
U.S.C. 152. As a result of a biennial review of the system, USCG is
updating DHS/USCG-018 Exchange System and Morale Well-Being and
Recreation System Files to: (1) Add a new routine use; (2) update the
system manager and address; and (3) update how USCG stores CGES and MWR
system files. DHS added routine use H to provide notice that DHS may
share information with the news media and the public when there is a
legitimate public interest in the disclosure of the information, 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.
Consistent with DHS's information sharing mission, information
stored in the DHS/USCG-018 Exchange System and Morale Well-Being and
Recreation System Files System of Records may be shared with other DHS
components that have a need to know the information to carry out their
national security, law enforcement, immigration, intelligence, or other
homeland security functions. In addition, DHS/USCG may share
information with appropriate federal, state, local, tribal,
territorial, foreign, or international government agencies consistent
with the routine uses set forth in this system of records notice.
This updated system will be included in DHS's inventory of record
systems.

II. Privacy Act

The Privacy Act embodies fair information practice principles in a
statutory framework governing the means by which federal government
agencies collect, maintain, use, and disseminate individuals' records.
The Privacy Act applies to information that is maintained in a ``system
of records.'' A ``system of records'' is a group of any records under
the control of an agency from which information is retrieved by the
name of an individual or by some identifying number, symbol, or other
identifying particular assigned to the individual. The Privacy Act
defines ``individual'' as a U.S. citizen or lawful permanent resident.
As a matter of policy, DHS extends administrative Privacy Act
protections to all individuals when systems of records maintain
information on U.S. citizens, lawful permanent residents, and visitors.
Below is the description of the DHS/USCG-018 Exchange System and
Morale Well-Being and Recreation System Files System of Records.
In accordance with 5 U.S.C. 552a(r), DHS has provided a report of
this system of records to the Office of Management and Budget and to
Congress.
System of Records
Department of Homeland Security (DHS)/United States Coast Guard
(USCG)-018.

System name:
DHS/USCG-018 Exchange System and Morale Well-Being and Recreation
System Files System of Records.

Security classification:
Unclassified.

System location:
Records are maintained at the United States Coast Guard
Headquarters in Washington, DC and field offices. Records associated
with this system are maintained in the Defense Enrollment Eligibility
Reporting System and the Core Accounting Suites information technology
(IT) systems.

Categories of individuals covered by the system:
Categories of individuals covered by this system include eligible
patrons of CGES and MWR, including active duty members and their
dependents; members of the reserves and their dependents; military
cadets of Services academies and their families; commissioned officers
of the Public Health Service and their dependents; commissioned
officers of the National Oceanic and Atmospheric Administration on
active duty; armed forces retirees from active duty and their
dependents; armed forces retirees from the reserves with/without pay
and their dependents; honorably discharged veterans with 100 percent
service-connected disability and their dependents; Medal of Honor
recipients and their dependents; former spouses who have not remarried,
but were married to a military member for at least 20 years while the
military member was on active duty in the armed forces and their
dependents; surviving children of a military member under 21 years old
or 23 years old if they are not adopted by new parents and if they are
in full-time study; DHS and Department of Defense (DoD) civilian
employees and their dependents; other U.S. federal employees and
medical personnel under contract to the USCG or DoD, when residing on
an installation; military personnel of foreign nations and their
dependents when on orders from the U.S. Armed Forces; paid members of
the American Red Cross, Young Men's Christian Association, United
Services Organization, and other private organizations when assigned to
and serving with the U.S. Armed Forces; DHS/DoD contract personnel;
Reserve Officers Training Corps cadets, former prisoners of war (POW)
and spouses of current POWs, or service members missing in action and
their family members; non-appropriated and appropriated funded foreign
nationals (this typically happens at DoD installations where foreign
nationals are paid for by either appropriated funds or non-appropriated
funds); and other civilian members as authorized.

Categories of records in the system:
Individual name;
Payroll and personnel records;
Accounting records for MWR loans;
Listing of bad checks;
Job applications;
Correspondence regarding use of CGES and MWR programs and
facilities;
Membership applications as applicable for the use of any
facilities;
Investigatory reports involving damage to facilities or
abuse of privileges to use facilities; and
Financial accounting documentation supporting sales,
accounts payable, accounts receivable as examples for the CGES/MWR
program.

Authority for maintenance of the system:
5 U.S.C. 301; 5 U.S.C. 2105; 10 U.S.C. 1146, 1587; 14 U.S.C. 152,
632; the Federal Records Act, 44 U.S.C. 3101.

Purpose(s):
The purpose of this system is to administer programs that provide
for the mission readiness and retention of Coast Guard personnel and
other authorized users; and to document the approval and conduct of
specific contests, shows, entertainment programs, sports activities/
competitions, and other MWR-type activities and events sponsored or
sanctioned by the Coast Guard. Information is used for registration;
reservations; track participation; pass management; report attendance;
record sales transactions; maintain billing for individuals; collect

[[Page 64822]]

payments; collect and report time and attendance of employees; process
credit cards, personal checks, and debit cards; create and manage
budgets; order and receive supplies and services; provide child care
services reports; track inventory; and issue catered event contracts.
Information will be used to market and promote similar MWR-type
activities conducted by Service's MWR programs, to provide a means of
paying, recording, accounting, reporting, and controlling expenditures
and merchandise inventories associated with retail operations, rentals,
and activities such as bingo games.

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
proceedings before any court, adjudicative, or administrative body,
when it is relevant or necessary to the litigation or proceedings and
one of the following is a party to the litigation or proceedings, or
has an interest in such litigation or proceedings:
1. DHS or any component thereof;
2. Any employee or former employee of DHS in his/her official
capacity;
3. Any employee or former employee of DHS in his/her individual
capacity when DOJ or DHS has agreed to represent the employee; or
4. The U.S. 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 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 the news media and the public, with the approval of the Chief
Privacy Officer in consultation with the Office of the General Counsel,
when there exists a legitimate public interest in the disclosure of the
information, 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/USCG stores records in this system electronically or on paper
in secure facilities in a locked drawer behind a locked door. The
records may be stored on magnetic disc, tape, and digital media.

Retrievability:
Records may be retrieved alphabetically by name.

Safeguards:
DHS/USCG safeguards records in this system according to applicable
rules and policies, including all applicable DHS automated systems
security and access policies. USCG has imposed strict controls 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:
Letters of authorization for Coast Guard MWR/CGES activities are
destroyed 3 years after disestablishment of the activity. Records and
supporting documents for administration of Coast Guard MWR/CGES
activities including bank statements, check registers, cash books,
cancelled checks, property and stock records, expenditure vouchers,
purchase orders, vendor's invoices, payroll and personnel records,
daily activity records, guest registration cards, food and beverage
cost control sheets, petty cash vouchers, reports and related papers
are destroyed 6 years and 3 months after the period covered by the
account. Credit cards receipts are destroyed in accordance with
retention requirements issued by the card processing agency and ranges
from 6 months to 2 years. General Records Schedule 2, item 1-31.

System Manager and address:
Commandant (CG-1), United States Coast Guard, Mail Stop 7907,
Washington, DC 20593-0001.

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 Commandant (CG-611), United
States Coast Guard, Mail Stop 7710, Washington, DC 20593-0001. If an
individual believes more

[[Page 64823]]

than one component maintains Privacy Act records concerning him or her,
the individual may submit the request to the Chief Privacy Officer and
Chief Freedom of Information Act Officer, Department of Homeland
Security, 245 Murray Drive SW., Building 410, Mail 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/foia, or by calling 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/her agreement for you to access his/her records.
Without the above 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:
Records are obtained from individual record subjects, previous
employees, employment agencies, civilian and military investigative
reports, and general correspondence.

Exemptions claimed for the system:
None.

Dated: October 17, 2014.
Karen L. Neuman
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 2014-25907 Filed 10-30-14; 8:45 am]
BILLING CODE 9110-04-P