Military pay and Personnel SORN - 014

Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices
• An explanation of why you believe
the Department would have information
on you,
• Specify when you believe the
records would have been created,
• 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
CBP 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:

The system contains certain data
received on individuals, passengers and
crewmembers that arrive in, depart
from, or transit through the U.S. This
system also contains information
collected from carriers that operate
vessels, vehicles, aircraft and/or trains
that enter or exit the U.S. and from the
individuals upon crossing the U.S.
border.
Basic information is obtained from
individuals, the individual’s attorney/
representative, CBP officials, and other
federal, state, local, and foreign
agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

No exemption shall be asserted with
respect to information maintained in the
system that is collected from a person or
submitted on behalf of a person, if that
person, or his or her agent, seeks access
or amendment of such information.
This system, however, may contain
information related to an ongoing law
enforcement investigation because the
information regarding a person’s travel
and border crossing was disclosed to
appropriate law enforcement in
conformance with the above routine
uses. As such pursuant to 5 U.S.C. 552
a (j)(2) and (k)(2), DHS will claim
exemption from (c)(3), (e)(8), and (g) of
the Privacy Act of 1974, as amended, as
is necessary and appropriate to protect
this information.
Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–29792 Filed 12–18–08; 8:45 am]
BILLING CODE 4410–10–P

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DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0108]

Privacy Act of 1974; United States
Coast Guard—014 Military Pay and
Personnel System of Records
Privacy Office; DHS.
Notice of Privacy Act system of

AGENCY:
ACTION:

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
giving notice that it proposes to add a
system of records to its inventory of
record systems titled United States
Coast Guard Military Pay and Personnel.
This system is a compilation of nine
legacy record systems: DOT/CG 534
Travel and Transportation of Household
Effects (April 11, 2000); DOT/CG 537
FHA Mortgage Insurance for Servicemen
in lieu of VHA Mortgage Insurance for
Servicemen; DOT/CG 573 United States
Public Health Services, Commissioned
Officer Corps Staffing and Recruitment
Files (April 11, 2000); DOT/CG 622
Military Training and Education
Records (April 11, 2000); DOT/CG 623
Military Pay and Personnel System
(April 11, 2000); DOT/CG 625 Officer
Selection and Appointment System
(April 11, 2000); DOT/CG 626 Official
Officer Service Records (April 11, 2000);
DOT/CG 629 Enlisted Personnel Record
System (April 11, 2000); DOT/CG 630
Coast Guard Family Housing (April 11,
2000); and DOT/CG 640 Outside
Employment of Active Duty Coast
Guard Personnel (April 11, 2000). This
record system will allow the
Department of Homeland Security/
United States Coast Guard to collect and
maintain records regarding military pay
and personnel. Categories of
individuals, categories of records, and
routine uses of these legacy system of
records notices have been consolidated
and updated to better reflect the United
States Coast Guard’s military service
personnel record systems. This new
system will be included in the
Department of Homeland Security’s
inventory of record systems.
DATES: Written comments must be
submitted on or before January 20, 2009.
This new system will be effective
January 20, 2009.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2008–0108 by one of the following
methods:

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• 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 and may be read at
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 please contact: David
Roberts (202–475–3521), Privacy
Officer, United States Coast Guard. For
privacy issues please contact: Hugo
Teufel III (703–235–0780), Chief Privacy
Officer, Privacy Office, U.S. 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)/United States Coast Guard
(USCG) have relied on preexisting
Privacy Act systems of records notices
for the collection and maintenance of
records that concern active duty,
reserve, and retired active duty and
retired reserve, as well as eligible
dependent’s military pay and personnel
processing.
As part of its efforts to streamline and
consolidate its record systems, DHS is
updating and reissuing a USCG system
of records under the Privacy Act (5
U.S.C. 552a) that deals with active duty,
reserve, retired active duty, and retired
reserve, as well as eligible dependent’s
military pay and personnel processing.
This record system will allow DHS/
USCG to collect and maintain records
regarding military pay. The collection
and maintenance of this information
will assist DHS/USCG in meeting its
obligation pay active duty, reserve,
retired active duty, and retired reserve
military personnel, as well as eligible
dependents for their service.
In accordance with the Privacy Act of
1974, and as part of the DHS Privacy
Office’s ongoing effort to review and
update legacy system of record notices
DHS is giving notice that it proposes to
add a system of records to its inventory

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Federal Register / Vol. 73, No. 245 / Friday, December 19, 2008 / Notices

of record systems titled United States
Coast Guard Military Pay and Personnel.
This system is a compilation of nine
legacy record systems: DOT/CG 534
Travel and Transportation of Household
Effects (65 FR 19476 April 11, 2000);
DOT/CG 537 FHA Mortgage Insurance
for Servicemen in lieu of VHA Mortgage
Insurance for Servicemen (65 FR 19476
April 11, 2000); DOT/CG 573 United
States Public Health Services,
Commissioned Officer Corps Staffing
and Recruitment Files (65 FR 19476
April 11, 2000); DOT/CG 622 Military
Training and Education Records (65 FR
19476 April 11, 2000); DOT/CG 623
Military Pay and Personnel System (65
FR 19475 April 11, 2000); DOT/CG 625
Officer Selection and Appointment
System (65 FR 19476 April 11, 2000);
DOT/CG 626 Official Officer Service
Records (65 FR 19476 April 11, 2000);
DOT/CG 629 Enlisted Personnel Record
System (65 FR 19476 April 11, 2000);
DOT/CG 630 Coast Guard Family
Housing (65 FR 19476 April 11, 2000);
and DOT/CG 640 Outside Employment
of Active Duty Coast Guard Personnel
(65 FR 19476 April 11, 2000). This
record system will allow the DHS/USCG
to collect and maintain records
regarding military pay and personnel.
Categories of individuals, categories of
records, and routine uses of these legacy
system of records notices have been
consolidated and updated to better
reflect the USCG’s military service
personnel record systems. This new
system will be included in DHS’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’ information.
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 lawful
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

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complying with DHS Privacy Act
regulations, 6 CFR part 5.
The Privacy Act requires each agency
to publish in the Federal Register a
description denoting the type and
character of each system of records that
the agency maintains, and the routine
uses that are contained in each system
in order to make agency record keeping
practices transparent, to notify
individuals regarding the use of their
records, and to assist individuals to
more easily find such files within the
agency. Below is the description of the
Military Pay and Personnel System of
Records.
III. Health Insurance Portability and
Accountability Act
This system of records contains
individually identifiable health
information. The Health Insurance
Portability and Accountability Act of
1996, applies to most of such health
information. Department of Defense
6025.18–R may place additional
procedural requirements on the uses
and disclosures of such information
beyond those found in the Privacy Act
of 1974 or mentioned in this system of
records notice.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this new
system of records to the Office of
Management and Budget and to
Congress.
System of Records

DHS/USCG–014.
SYSTEM NAME:

United States Coast Guard Military
Pay and Personnel System.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

Records are maintained at the United
States Coast Guard Headquarters in
Washington, DC and field offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Categories of individuals covered by
this system include active duty, reserve,
and retired active duty and retired
reserve USCG military personnel and
their annuitants and dependents. Also
included are active duty and retired
National Oceanic and Atmospheric
Administration (NOAA) Officers and
their annuitants and dependents, as
well as Officers of the Commissioned
Corps of the United States Public Heath
Service (PHS) and their annuitants and
dependents.
CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in this system
include:

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• Individual’s name;
• Social security number;
• Employee identification number;
• Date and place of birth;
• Gender;
• Minority designation and
nationality;
• Marital status;
• Limited medical related
information to include dates of physical
examinations, color blindness,
immunizations, weight and body mass
index (and compliance to standards);
• Addresses;
• Total current monetary earnings,
including overtime, computed to the
nearest dollar;
• Number of hours worked;
• Leave accrual rate;
• Leave requests and balances;
• Health and life insurance requests;
• Payroll deduction requests;
• Information for the purpose of
validating legal requirements for
garnishment of wages;
• Salary rate;
• Cash awards;
• Retirement withholdings;
• Background information to include
work experience;
• Education records, including:
Highest level achieved; specialized
education or training obtained in and
outside of military service; nontraditional education support records;
achievement and aptitude test results;
academic performance records;
correspondence course rate
advancement records; military
performance records; admissions
processing records; grade reporting
records; academic status records;
transcript maintenance records;
• Military duty assignments;
• Ranks held;
• Allowances;
• Personnel actions such as
promotions, demotions, or separations;
• Record of instances of Uniform
Code of Military Justice infractions;
• Performance evaluations;
• Individual’s desires for future
assignments, training requested, and
notations by assignment officers;
• Information for determinations of
waivers and remissions of indebtedness
to the United States Government;
• Travel claims, transportation
claims, government bills of lading, and
applications for shipment of household
effects;
• USCG Housing System Records,
including: Housing surveys, computer
data summaries, correspondence from
the individual seeking housing; and
• Names, dates of birth, addresses,
social security numbers, and gender of
annuitants and dependents of active
duty, reserve, and retired active duty
and reserve military members.

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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; The Federal Records
Act, 44 U.S.C. 3101; 5 U.S.C. 5501–
5597; 10 U.S.C. 1043, 1147; 14 U.S.C.
92(I) 92(r), 93(g), 475, 512, 620, 632,
645, 681, 687; 37 U.S.C. 406; 42 U.S.C.
213, 253; 49 CFR 1.45, 1.46.
PURPOSE(S):

The purpose of this system is to
administer the USCG active duty,
reserve, and retired active duty and
retired reserve military pay and
personnel system. Additionally, the
system is used to provide necessary
information to Department of Commerce
for NOAA Officers and to Health and
Human Services Officers for the
Commissioned Corps of the United
States Public Heath Service (PHS) to
administer their respective pay and
personnel system.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:

Note: This system of records contains
individually identifiable health information.
The Health Insurance Portability and
Accountability Act of 1996, applies to most
of such health information. Department of
Defense 6025.18–R may place additional
procedural requirements on the uses and
disclosures of such information beyond those
found in the Privacy Act of 1974 or
mentioned in this system of records notice.
Therefore, routine uses outlined below may
not apply to such health information.

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 of 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 DOJ 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.

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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
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.

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H. To the Department of Treasury for
the purpose of disbursement of salary,
United States Savings Bonds,
allotments, or travel claim payments.
I. To Department of Commerce and
Health and Human Services to
administer their respective pay and
personnel systems for NOAA Officers
and the Commissioned Corps of the
PHS, respectively.
J. To Federal, State, and local
government agencies to disclose
earnings and tax information, including
the Internal Revenue Service and the
Social Security Administration.
K. To the Department of Defense and
Veterans Administration for
determinations of benefit eligibility for
military members and their dependents.
L. To the Department of Defense for
manpower and readiness planning.
M. To the Comptroller General for the
purpose of processing waivers and
remissions.
N. To an individual’s spouse, or
person responsible for the care of the
individual concerned when the
individual to whom the record pertains
is mentally incompetent, critically ill, or
under other legal disability for the
purpose of assuring the individuals is
receiving benefits or compensation they
are entitled to receive.
O. To a requesting government
agency, organization, or individual the
home address and other relevant
information on those individuals who, it
is reasonably believed, might have
contracted an illness, been exposed to,
or suffered from a health hazard while
a member of government service.
P. To other government agencies for
the purpose of earnings garnishment.
Q. To the Department of Defense for
the purpose of preparing the Officer
Register and Reserve Office Register,
which is provided to all Coast Guard
officers.
R. To education institutions or
training facilities for purposes of
enrollment and verification of employee
attendance and performance.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:

None.
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, CD–
ROM, and DVD.

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RETRIEVABILITY:

Records may be retrieved by name,
social security number, or employee
identification number.
SAFEGUARDS:

Records in this system are
safeguarded in accordance with
applicable rules and policies, including
all applicable DHS automated systems
security and access policies. A defense
in depth strategy has been employed.
Overlapping and complimentary
management, operational and technical
security controls have been
implemented and followed to minimize
the risk of compromising the
confidentiality or adversely impacting
the integrity of the information that is
being stored, processed, and/or
transmitted. 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:

Travel and Transportation of
Household Effects records are temporary
and are destroyed six years after the
period of the account. (AUTH GRS 9,
Item 1).
U.S. Public Health Services (USPHS)
Commissioned Officer Corps Staffing
and Recruiting records are temporary
and are transferred to Commission
Personnel Operation Division upon
completion of Coast Guard assignment.
(AUTH NC1–26–76–2), item 359, and
(NC1–26–80–4), item 151.
Military Training and Education,
records are temporary, including
training courses and related material,
school and training files containing
correspondence, reports and related
paper on Coast Guard and Navy schools
and trainee index cards. These records
are destroyed when five years old.
(AUTH NC1–26–76–2), items 559 and
561 and (NC1–26–80–4), item 338b.
Class folders containing personal and
service history, muster card files, and
recruit training record cards are
destroyed when one year old (AUTH
NC1–26–80–4), items 338b, 338c, 338d
and 338e.
Military Pay and Personnel System
records are temporary, and transferred
to FRC 6 months after period of account,
and destroyed 56 years after period
covered by account (AUTH NC1–26–76–
2), items 227a and 99d.
Officer Selection and Appointment
System, records are temporary. Officer
Candidates and Direct Commission
Program application for selected
applicants and filed in Official

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Personnel Folder (AUTH NC1–26–76–
2), items 583a and 584a.
Non-selected Officer Candidate
applicants are destroyed six months
after deadline dates for class which
application is made (NC1–26–76–2),
item 583b.
For Non-selected Direct Commission
Program applicants records are
destroyed one year from date of board
by which considered (NC1–26–79–2),
item 584b.
For OCS and Direct Commission
applicant files containing copies of
applications for appointment in the
Coast Guard Reserve, interviews,
reports, and medical examination are
destroyed when one year old (AUTH
NC1–26–80–4 item 337b).
Official Officer Service Records are
permanent and transferred records to
the National Personnel Records Center
(NPRC), St. Louis, MO, six months after
separation or retirement. Transfer to
NARA 62 years after date (AUTH: N1–
330–04–1, Item 1).
Enlisted Personnel Records System
records are permanent and transferred
records to the National Personnel
Records Center (NPRC), St. Louis, MO,
six months after separation or
retirement. Transfer to NARA 62 years
after date (AUTH: N1–330–04–1, Item
1).
Records concerning housing are kept
until the applicant is placed in housing.
Coast Guard Family Housing records are
temporary and destroyed when two
years old (AUTH: GRS 15, items 1, 3,
and 5a).
Outside Employment of Active Duty
Coast Guard Personnel records are
temporary and destroyed when three
years old or when superseded ore
obsolete, whichever is later (AUTH GRS
25), items, 1 and 9.
Leave and earnings statements and
pay records are microfilmed and
retained onsite for four years, then
archived at the Federal Record Center,
and destroyed when 50 years old.
Duplicate magnetic copies of the pay
and personnel record are retained at an
off site facility for a useful life of seven
years.
Education records are kept for five
years. Paper records for waivers and
remissions are retained on site six years
three months after the determination
and then destroyed.
Paper records to determine legal
sufficiency for garnishment are retained
on site six years three months after the
member separates from the service or
the garnishment is terminated, and then
destroyed.
Travel and transportation of
household effects records are kept for

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three years, and then transferred to a
Federal Records Center.
Records concerning congressional
correspondence are maintained
indefinitely because they were
determined to be of historical value.
SYSTEM MANAGER AND ADDRESS:

For active duty military personnel of
the USCG: Chief, Office of Personnel,
USCG Headquarters, 2100 2nd Street,
SW., Washington, DC 20593–0001. For
USCG reserve military personnel and
retired USCG reserve military personnel
waiting pay at age 60: Chief, Office of
Reserve Affairs, USCG Headquarters,
2100 2nd Street, SW., Washington, DC
20593–0001. For USCG waivers and
remissions: Chief, Personnel Services
Division, Office of Military Personnel,
USCG Headquarters, 2100 2nd Street,
SW., Washington, DC 20593–0001. For
records used to determine legal
sufficiency for garnishment of wages
and pay records: Commanding Officer,
USCG, Personnel Services Center, 444
SE Quincy Street, Topeka, KS 66683–
3591. For data added to the
decentralized data segment the
commanding officer, officer-in-charge of
the unit handling the military
personnel’s pay and personnel record,
or Chief, Administrative Services
Division for individuals whose records
are handled by USCG Headquarters
2100 2nd Street, SW., Washington, DC
20593–0001.
For NOAA members: National
Oceanic and Atmospheric
Administration, Commissioned
Personnel Division, 11400 Rockville
Pike, Rockville, MD 20852.
For Officers of the Commissioned
Corps, United States Public Health
Service Office of Commissioned Corps
Operations, 1100 Wootton Parkway,
Suite 100, Rockville MD 20852.
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: For active duty
military personnel of the USCG: Chief,
Office of Personnel, USCG
Headquarters, 2100 2nd Street, SW.,
Washington, DC 20593–0001. For USCG
reserve military personnel and retired
USCG reserve military personnel
waiting pay at age 60: Chief, Office of
Reserve Affairs, USCG Headquarters,
2100 2nd Street, SW., Washington, DC
20593–0001. For USCG waivers and
remissions: Chief, Personnel Services
Division, Office of Military Personnel,
USCG Headquarters, 2100 2nd Street,
SW., Washington, DC 20593–0001. For
records used to determine legal

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sufficiency for garnishment of wages
and pay records: Commanding Officer,
USCG, Personnel Services Center, 444
SE Quincy Street, Topeka, KS 66683–
3591. For data added to the
decentralized data segment the
commanding officer, officer-in-charge of
the unit handling the individual’s pay
and personnel record, or Chief,
Administrative Services Division for
individuals whose records are handled
by USCG Headquarters 2100 2nd Street,
SW., Washington, DC 20593–0001.
For NOAA members: National
Oceanic and Atmospheric
Administration, Commissioned
Personnel Division, 11400 Rockville
Pike, Rockville, MD 20852.
For Officers of the Commissioned
Corps, United States Public Health
Service Office of Commissioned Corps
Operations, 1100 Wootton Parkway,
Suite 100, Rockville, MD 20852.
When seeking records about yourself
from this system of records or any other
USCG 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,
• Specify when you believe the
records would have been created,
• 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
USCG 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:

Individuals, USCG personnel officials,
National Oceanic and Atmospheric

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Administration personnel officials, the
Department of Defense, Commissioned
Corp of Public Health Service personnel
officials, previous employers,
educational institutions, court records,
and test results.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
Dated: December 10, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–29793 Filed 12–18–08; 8:45 am]
BILLING CODE 4410–10–P

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0088]

Privacy Act of 1974; Federal
Emergency Management Agency—003
National Flood Insurance Program
Files System of Records
Privacy Office; DHS.
Notice of Privacy Act system of

AGENCY:
ACTION:

records.
SUMMARY: In accordance with the
Privacy Act of 1974, the Department of
Homeland Security is giving notice that
it proposes to consolidate five legacy
record systems and a new program into
a Department of Homeland Security
system of records notice titled,
Department of Homeland Security
Federal Emergency Management
Agency—003 National Flood Insurance
Program Files: FEMA/FIMA–2 National
Flood Insurance Direct Servicing Agent
Application and Related Documents
Files (January 23, 2002); FEMA/FIMA–
3 National Flood Insurance Bureau and
Statistical Agent (BSA) Data Elements
and Related Files (January 23, 2002);
FEMA/FIMA–6 National Flood
Insurance Special Direct Facility
Repetitive Loss Target Group Records
and Related Files (January 23, 2002);
FEMA/FIMA–7 National Flood
Insurance Community Rating System
and Related Documents Files (January
23, 2002); and FEMA/FIA–2 National
Flood Insurance Application and
Related Documents Files (January 23,
2002), and the newly created National
Flood Insurance Program
Modernization, Business Process
Improvement, and Systems Engineering
Management Systems. This system will
enable the Department of Homeland
Security to administer the Federal
Emergency Management Agency
National Flood Insurance Program.
Categories of individuals, categories of

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77747

records, and the routine uses of these
legacy system of records notices have
been consolidated and updated to better
reflect the Department of Homeland
Security’s Federal Emergency
Management Agency National Flood
Insurance Program record systems. This
system will be included in the
Department’s inventory of record
systems.
DATES: Written comments must be
submitted on or before January 20, 2009.
This new system will be effective
January 20, 2009.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2008–0088 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 and may be read at
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 please contact:
Federal Emergency Management Agency
Acting Privacy Officer, Federal
Emergency Management Agency. For
privacy issues please contact: Hugo
Teufel III (703–235–0780), Chief Privacy
Officer, Privacy Office, U.S. 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)/Federal Emergency Management
Agency (FEMA) has relied on
preexisting Privacy Act systems of
records notices for the collection and
maintenance of records pertaining to the
National Flood Insurance Program,
which is administered by DHS/FEMA.
In 1968, Congress created the National
Flood Insurance Program (NFIP) in
response to the rising cost of taxpayer
funded disaster relief for flood victims
and the increasing amount of damage
caused by floods. The Mitigation

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