1625-0028 System of Record Notice (SORN)

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

[Federal Register Volume 74, Number 121 (Thursday, June 25, 2009)]
[Notices]
[Pages 30305-30308]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E9-14906]
----------------------------------------------------------------------DEPARTMENT OF HOMELAND SECURITY
Office of the Secretary
[Docket No. DHS-2008-0110]
Privacy Act of 1974; United States Coast Guard--013 Marine
Information for Safety and Law Enforcement (MISLE) System of Records
AGENCY: Privacy Office; DHS.
ACTION: 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 is
giving notice that it proposes to add a system of records to its
inventory of record systems titled United States Coast Guard Marine
Information for Safety and Law Enforcement System of Records. This
system is a compilation of five legacy record systems: DOT/CG 679,
Marine Information for Safety and Law Enforcement System (April 22,
2002), DOT/CG 588, Marine Safety Information System (April 11, 2000),
DOT/CG 505, Recreational Boating Law Enforcement Case Files (April 11,
2000), DOT/CG 590, Vessel Identification System (April 11, 2000), DOT/
CG 591, Merchant Vessel Documentation System (April 11, 2000). This
record system will allow the Department of Homeland Security/United
States Coast Guard to collect and maintain records regarding marine,
safety and law enforcement information. 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 marine, safety and law enforcement
information. Additionally, 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 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 July 27, 2009.
This new system will be effective July 27, 2009.
ADDRESSES: You may submit comments, identified by docket number DHS2008-0110 by one of the following methods:
Federal e-Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
Fax: 703-483-2999.
Mail: Mary Ellen Callahan, 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: Mary Ellen Callahan (703-2350780), 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 (Nov. 25, 2002),
the Department of Homeland Security (DHS)/United States Coast Guard

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

(USCG) have relied on preexisting Privacy Act systems of records
notices for the collection and maintenance of records regarding marine,
safety and law enforcement information.
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 marine safety and law
enforcement information. This record system will allow DHS/USCG to
collect and maintain records regarding marine safety and law
enforcement information. This record system will allow the Department
of Homeland Security/United States Coast Guard to collect and maintain
records regarding marine information and law enforcement information.
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 is
giving notice that it proposes to add a system of records to its
inventory of record systems titled United States Coast Guard Marine
Information System and Law Enforcement System of Records. This
[[Page 30306]]
system is a compilation of five legacy record systems: DOT/CG 679,
Marine Information for Safety and Law Enforcement System (67 FR 19612
April 22, 2002), DOT/CG 588, Marine Safety Information System (65 FR
19475 April 11, 2000), DOT/CG 505, Recreational Boating Law Enforcement
Case Files (65 FR 19475 April 11, 2000), DOT/CG 590, Vessel
Identification System (65 FR 19475 April 11, 2000), DOT/CG 591,
Merchant Vessel Documentation System (65 FR 19475 April 11, 2000). This
record system will allow the Department of Homeland Security/United
States Coast Guard to collect and maintain records regarding marine
safety, security, environmental protection and law enforcement
information. Categories of individuals, categories of records, and
routine uses of these legacy systems of records notices have been
consolidated and updated to better reflect the United States Coast
Guard's marine safety, security, environmental protection and law
enforcement record systems. Additionally, 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 new system will be included in the
Department of Homeland Security'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 personally identifiable
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 from which information is stored
and retrieved by the name of the individual or by some identifying
number such as property address, mailing address, or symbol assigned to
the individual. In the Privacy Act, an individual is defined to
encompass United States citizens and legal permanent residents. DHS
extends administrative Privacy Act protections to all individuals where
information is maintained on both U.S. citizens, lawful permanent
residents, and visitors. Individuals may request 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 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 uses of
their records, and to assist individuals to more easily find such files
within the agency. Below is the description of the Marine Information
for Safety and Law Enforcement System of Records.
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-013
System name:
United States Coast Guard Marine Information for Safety and Law
Enforcement (MISLE).
Security classification:
Sensitive, but Unclassified.
System location:

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

Records are maintained at the United States Coast Guard (USCG)
Headquarters in Washington, DC, the USCG Operations Systems Center,
Kearneysville, WV, and other field locations.
Categories of individuals covered by the system:
Individuals with established relationship(s) and/or associations
with vessels and marine transportation facilities and activities
regulated by the USCG. Specifically, vessel owners, operators,
charterers, masters, crew and/or agents, mortgagees, lien claimants,
vessel builders, facility owners, managers or employees, individuals
who own, operate, or represent marine transportation companies and
other individuals who come in contact with the USCG through its law
enforcement, marine safety, investigation, and environmental
activities.
Categories of records in the system:
Categories of records in this system include:
Name of individual, vessel, or facility;
Home and work addresses;
Phone numbers;
Facility number, involved party identification number,
social security number, drivers license number, Immigration and
Naturalization Service number, military identification number, U.S.
Coast Guard license number, cellular number, foreign seaman's booklet
number, resident alien number, merchant mariners license or
documentation number, tax payer identification number;
Casualty case number;
Pollution incident case number;
Date of incident;
Civil penalty case number;
Biometric information through photographs including
height, weight, eye color and hair color;
Videos;
Information on vessels and vessel characteristics
including: Vessel identification data, registration data, port visits,
inspection data, documentation data, port safety boarding, casualties,
pollution incidents, and civil violations if applicable and associated
information (data pertaining to people or organizations associated with
vessels);
Information on marine transportation facilities including:
Name, identification number, location, commodities handled, equipment
certificates, approvals, inspection reports, pollution incidents,
casualties, violations of U.S. laws, and data pertaining to people or
organizations associated with those facilities;
For owners, operators, agents, and crew members:
Statements submitted by USCG relating to boarding, investigations as a
result of a pollution and/or casualty incident, as well as any
violations of United States law, along with civil penalty actions taken
as a result of such violations. Such reports could contain names of
passengers on vessels, as well as witnesses to such violations.
Narratives, reports and documents by USCG personnel
describing their activates on vessels and within facilities including
incident reports, violations of laws and international treaties,
Authority for maintenance of the system:
5 U.S.C. 301; 14 U.S.C 89a, 93(a) and (c), 632; 16 U.S.C 1431; The
Federal Records Act, 33 U.S.C 1223; 33 U.S.C. 1228; 44 U.S.C. 3101; 46
U.S.C. 3717; 46 U.S.C. 12501; 46 U.S.C. 12119; 12502; 46 CFR par 67.1
et seq.; 49 CFR 1.45, 1.46.
Purpose(s):
The purpose of this system is to establish a safety, security and
law enforcement performance history of vessels, facilities, people and
organizations engaged in marine transportation, including enforcement
action, that can be used to identify and address safety, security and
environmental risks and to establish vessel eligibility for
documentation as a U.S. flag vessel.
[[Page 30307]]
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 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 or other Federal agency conducting
litigation or in proceedings before any court, adjudicative or
administrative body, when:
1. DHS or any component thereof;
2. Any employee of DHS in his/her official capacity;

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

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.
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.
H. To Federal and State safety enforcement agencies, including, but
not limited to, the Maritime Administration, U.S. Department of
Transportation, and National Transportation Safety Board, to access
historical data that may assist in safety investigations and improve
transportation safety.
I. To Federal, State, and local environmental agencies, including,
but not limited to, the U.S. Environmental Protection Agency, to access
historical data that may improve compliance with U.S. laws relating to
environmental protection.
J. To the United States Department of Commerce and National
Technical Information Service (NTIS) to provide the characteristics of
vessels documented by the USCG and owner information. This information
is the same as that published in the annual publication ``Merchant
Vessels of the United States'' (also known as the ``blue book''). This
information is distributed electronically and is sold to the public.
K. To Federal and State numbering and titling officials to access
information for improving the tracking, registering, and titling of
vessels.
L. To the U.S. Department of Defense and related entities,
including, but not limited to, the Military Sealift Command and U.S.
Navy, to access data on safety information regarding vessels chartered
by those agencies.
M. To other Federal and State agencies not listed above, including,
but not limited to, the U.S. Census Bureau, U.S. Department of Labor,
and U.S. Department of Commerce, to access historical data for
improving general statistical information.
N. To the International Maritime Organization or intergovernmental
organizations, nongovernmental organizations, or foreign governments in
order to conduct joint investigations, operations, and inspections;
O. To Federal, State, or local agencies with which the U.S. Coast
Guard Memorandum or Understanding, Memorandum of Agreement, or
Inspection and Certification Agreement pertaining to Marine Safety,
Maritime Security, Maritime Law Enforcement, and Marine Environmental
Protection activities.

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

P. 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.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records in this system are stored electronically or in paper form
in file cabinets, in file rooms, in secure facilities behind a locked
door. Electronic records are stored on magnetic disc, tape, digital
media, and CD-ROM.
Retrievability:
Records may be retrieved by name of individual, vessel, or
facility, facility number, involved party identification number, social
security number, drivers license number, Immigration and Naturalization
Service number, military identification number, U.S. Coast Guard
license number, cedula number, foreign seaman's booklet number,
resident alien number, merchant mariners license or documentation
number, tax payer identification number person or organization name,
casualty case number, pollution incident case number, date of incident,
civil penalty
[[Page 30308]]
case number, USCG unit entering data or incident location.
Safeguards:
Records in this system are safeguarded in accordance with
applicable rules and policies, including all applicable DHS automated
and paper 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 and paper files
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 retained indefinitely because the records schedules are
currently pending. A copy of this system has been transferred to the
National Archives and Records Administration permanent records
collection. The following records schedule has been proposed:
A. Notifications associated with a Case or Activity are considered
historically important and so are maintained permanently by the
National Archives. USCG will transfer the records to the National
Archives at least every five years after the close of a case or
activity. In some cases, information may transferred prior to the five
years.
B. Notifications not associated with a Case or Activity are
maintained for five years and then destroyed or deleted. Information
collected by MISLE is stored for a minimum of five years after the
record is created, after which the information will be retained,
archived or destroyed in accordance with the MISLE Records Schedule
approved by the National Archives and Records Administration. All
system hardware and data is stored at OSC, Kearneysville, WV. Backups
are performed daily. Copies of backups are stored at an off-site
location.
System Manager and address:
United States Coast Guard, Operations Systems Management Division,
CG-635, 2100 2nd Street, SW., Washington, DC 20593-0001; Boating Safety
Division, CG-5422; United States Coast Guard National Vessel
Documentation Center, 792 T J Jackson Drive, Falling Waters, WV 25419.
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 USCG, Commandant (CG-611), 2100 2nd
St., SW., Attn: FOIA Coordinator, Washington, DC 20593-0001. Specific
FOIA contact information can be found at http://www.dhs.gov/foia under
``contacts.''
When seeking records about yourself from this system of records or

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]

Federal Register, Volume 74 Issue 121 (Thursday, June 25, 2009)

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 subscribed to
pursuant to 28 U.S.C. 1746, a law that permits statements to be made
under penalty or perjury as a substitute for notarization. While no
specific form is required, you may obtain forms for this purpose form
the Director, Disclosure and FOIA, http://www.dhs.gov or 1-866-4310486. 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:
All information entered into the MISLE is gathered from USCG
boarding, USCG inspections, and USCG documentation offices, vessel
notice of arrival reports in the course of normal routine business.
This information is gathered from the owners, operators, crew members,
agents, passengers, witnesses, other government agencies and United
States Coast Guard personnel.
Exemptions claimed for the system:
The Secretary of Homeland Security has exempted this system from
subsections (c)(3) and (4); (d); (e)(1), (2), (3), (5), and (8); and
(g) of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In additional,
the Secretary of Homeland Security has exempted this system from
subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f) of the
Privacy Act pursuant to 5 U.S.C. 552a(k)(2).
Dated: June 18, 2009.
Mary Ellen Callahan,
Chief Privacy Officer,
Department of Homeland Security.
[FR Doc. E9-14906 Filed 6-24-09; 8:45 am]
BILLING CODE 4910-15-P

https://www.gpo.gov/fdsys/pkg/FR-2009-06-25/html/E9-14906.htm[8/26/2016 9:11:07 AM]