Federal Register / Vol. 76, No. 31 / Tuesday, February 15, 2011 / Notices 8755 

to distribute to all attendees. We may 

also use the information you provide for 

public record purposes such as posting 

publicly available transcripts and 

meeting minutes. 

Routine Uses and Sharing: In general, 

DHS will not use the information you 

provide for any purpose other than the 

Principal Purposes, and will not share 

this information within or outside the 

agency. In certain circumstances, DHS 

may share this information on a case-bycase basis as required by law or as 

necessary for a specific purpose, as 

described in the DHS/ALL–002 Mailing 

and Other Lists System of Records 

Notice (November 25, 2008, 73 FR 

71659). 

Effects of Not Providing Information: 

You may choose not to provide the 

requested information or to provide 

only some of the information DHS 

requests. If you choose not to provide 

some or all of the requested information, 

DHS may not be able to contact you for 

purposes related to the meeting. 

Accessing and Correcting 

Information: If you are unable to access 

or correct this information by using the 

method that you originally used to 

submit it, you may direct your request 

in writing to the DHS Deputy Chief 

FOIA Officer at foia@dhs.gov. 

Additional instructions are available at 

http://www.dhs.gov/foia and in the 

DHS/ALL–002 Mailing and Other Lists 

System of Records referenced above. 

Dated: February 9, 2011. 

Mary Ellen Callahan, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2011–3447 Filed 2–14–11; 8:45 am] 

BILLING CODE 9110–9L–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2010–0090] 

Privacy Act of 1974; Department of 

Homeland Security/ALL—032 Official 

Passport Application and Maintenance 

Records System of Records 

AGENCY: Privacy Office, DHS. 

ACTION: Notice of Privacy Act system of 

records. 

SUMMARY: In accordance with the 

Privacy Act of 1974, the Department of 

Homeland Security proposes to 

establish a new Department of 

Homeland Security system of records 

titled, ‘‘Department of Homeland 

Security/ALL—032 Official Passport 

Application and Maintenance Records 

System of Records.’’ This system of 

records will allow the Department of 

Homeland Security to collect and 

maintain a copy of an official passport 

application or maintenance record on 

Department of Homeland Security 

employees and former employees, 

including political appointees, civilian, 

and military personnel (and dependents 

and family members that accompany 

military members assigned outside the 

continental United States) assigned or 

detailed to the Department, individuals 

who are formally or informally 

associated with the Department, 

including advisory committee members, 

employees of other agencies and 

departments in the federal government, 

and other individuals in the private and 

public sector who are on official 

business with the Department, who in 

their official capacity, are applying for 

an official passport or updating their 

official passport records where a copy is 

maintained by the Department. Passport 

applications and updated passport 

records are transmitted to the 

Department of State for passport 

issuance. Official passport application 

and maintenance records maintained by 

the Department of State are covered by 

Department of State—26 Passport 

Records, January 9, 2008, found at 

http://www.state.gov/m/a/ips/ 

c25533.htm. This newly established 

system will be included in the 

Department of Homeland Security’s 

inventory of record systems. 

DATES: Submit comments on or before 

March 17, 2011. This new system will 

be effective March 17, 2011. 

ADDRESSES: You may submit comments, 

identified by docket number DHS– 

2010–0090 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 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 or privacy issues 

please contact: Mary Ellen Callahan 

(703–235–0780), Chief Privacy Officer, 

Privacy Office, Department of Homeland 

Security, Washington, DC 20528. 

SUPPLEMENTARY INFORMATION: 

I. Background 

In accordance with the Privacy Act of 

1974, 5 U.S.C. 552a, the Department of 

Homeland Security (DHS) proposes to 

establish a new DHS system of records 

titled, ‘‘DHS/ALL—032 Official Passport 

Application and Maintenance Records 

System of Records.’’ 

This system of records will allow DHS 

to collect and maintain a copy of an 

official passport application or 

maintenance record on DHS employees 

and former employees, including 

political appointees, civilian, and 

military personnel (and dependents and 

family members that accompany 

military members assigned outside the 

continental United States) assigned or 

detailed to the Department, individuals 

who are formally or informally 

associated with the Department, 

including advisory committee members, 

employees of other agencies and 

departments in the federal government, 

and other individuals in the private and 

public sector who are on official 

business with the Department, who in 

their official capacity, are applying for 

an official passport or updating their 

official passport records where a copy is 

maintained by the Department. Passport 

applications and updated passport 

records are transmitted to the 

Department of State for passport 

issuance. Official passport application 

and maintenance records maintained by 

the Department of State are covered by 

Department of State—26 Passport 

Records, January 9, 2008, found at 

http://www.state.gov/m/a/ips/ 

c25533.htm. This newly established 

system will be included in the 

Department of Homeland Security’s 

inventory of record systems. 

DHS is authorized to implement this 

program primarily through 5 U.S.C. 301; 

44 U.S.C. 3101; and 6 U.S.C. 112. This 

system has an affect on individual 

privacy that is balanced by the need to 

collect and maintain official passport 

records. Routine uses contained in this 

notice include sharing with the 

Department of Justice (DOJ) for legal 

advice and representation; to a 

congressional office at the request of an 

individual; to the National Archives and 

Records Administration (NARA) for 

records management; to contractors in 

support of their contract assignment to 

DHS; to agencies, organizations or 

individuals for the purpose of audit; to 

agencies, entities, or persons during a 

security or information compromise or 

breach; to an agency, organization, or 

individual when there could potentially 


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be a risk of harm to an individual; 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; to appropriate international 

authorities for administrative purposes 

relating to international travel where 

such disclosure is proper and consistent 

with the official duties of the traveling 

DHS individual; to the Department of 

State (DOS) when DHS individuals who, 

in their official capacity, are applying 

for an official passport or updating their 

official passport records where a copy is 

maintained by DHS; to a court, 

magistrate, or administrative tribunal in 

the course of presenting evidence, 

including disclosures to opposing 

counsel or witnesses in the course of 

civil discovery, litigation, or settlement 

negotiations or in connection with 

criminal law proceedings or in response 

to a subpoena from a court of competent 

jurisdiction; and to the news media in 

the interest of the public. A review of 

this system is being conducted to 

determine if the system of records 

collects information under the 

Paperwork Reduction Act (PRA). 

This newly established 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 the U.S. 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 U.S. 

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. 

Below is the description of the DHS/ 

ALL—032 Official Passport Application 

and Maintenance Records 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)/ 

ALL—032 

SYSTEM NAME: 

DHS/ALL—032 Official Passport 

Application and Maintenance Records 

System of Records. 

SECURITY CLASSIFICATION: 

Sensitive but Unclassified and 

Unclassified. 

SYSTEM LOCATION: 

Records are maintained at DHS and 

Component Headquarters in 

Washington, DC and field offices. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

DHS employees and former 

employees, including political 

appointees, civilian, and military 

personnel (and dependents and family 

members that accompany military 

members assigned outside the 

continental United States) assigned or 

detailed to the Department, individuals 

who are formally or informally 

associated with the Department, 

including advisory committee members, 

employees of other agencies and 

departments in the federal government, 

and other individuals in the private and 

public sector who are on official 

business with the Department, who in 

their official capacity, are applying for 

an official passport or updating their 

official passport records where a copy is 

maintained by the Department. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

• Official passport books and 

passport cards, applications for official 

passport books and official passport 

cards, maintenance records in support 

of official passport books and official 

passport cards, and applications for 

additional visa pages, amendments, 

extensions, replacements, and/or 

renewals of official passport books or 

cards (including all information and 

materials submitted as part of or with all 

such applications) including, but not 

limited to: 

Æ Name, date of birth, social 

security number, contact information, 

and address; 

• Applications for registration at 

American Diplomatic and Consular 

Posts as U.S. citizens or for issuance of 

Cards of Identity and Registration as 

U.S. Citizens; 

• Consular Reports of Birth Abroad of 

United States citizens; 

• Certificates of Witness to Marriage; 

• Certificates of Loss of United States 

Nationality; 

• Oaths of Repatriation; 

• Consular Certificates of 

Repatriation; 

• Reports of Death of an American 

Citizen Abroad; 

• Cards of Identity and Registration as 

U.S. citizens; and 

• Miscellaneous materials, which are 

documents and/or records maintained 

separately, if not in the application, 

including but not limited to the 

following types of documents: 

Æ Birth and baptismal certificates; 

Æ Medical, personal, and financial 

reports; and/or 

Æ Records of lost and stolen 

passports. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 301; 44 U.S.C. 3101; and 6 

U.S.C. 112. 

PURPOSE(S): 

The purpose of this system is to 

collect and maintain a copy of an 

official passport application or 

maintenance record on DHS employees 

and former employees, including 

political appointees, civilian, and 

military personnel (and dependents and 

family members that accompany 

military members assigned outside the 

continental United States) assigned or 

detailed to the Department, individuals 

who are formally or informally 

associated with the Department, 

including advisory committee members, 

employees of other agencies and 

departments in the federal government, 

and other individuals in the private and 

public sector who are on official 

business with the Department, who in 

their official capacity, are applying for 

an official passport or updating their 

official passport records where a copy is 

maintained by the Department. 

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 U.S. 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; 


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3. Any employee of DHS in his/her 

individual capacity where DOJ or DHS 

has agreed to represent the employee; or 

4. The U.S. 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 (NARA) 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. DHS 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 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, 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 appropriate foreign government 

authorities for administrative purposes 

relating to foreign travel in order to 

facilitate official travel for the 

individual traveling. 

I. To the Department of State when 

employees and former employees, 

including political appointees, civilian, 

and military personnel (and dependents 

and family members that accompany 

military members assigned outside the 

continental United States) assigned or 

detailed to the Department, individuals 

who are formally or informally 

associated with the Department, 

including advisory committee members, 

employees of other agencies and 

departments in the federal government, 

and other individuals in the private and 

public sector who are on official 

business with the Department, who in 

their official capacity, are applying for 

an official passport or updating their 

official passport records where a copy is 

maintained by DHS in order to receive 

an official passport. 

J. To a court, magistrate, or 

administrative tribunal in the course of 

presenting evidence, including 

disclosures to opposing counsel or 

witnesses in the course of civil 

discovery, litigation, or settlement 

negotiations or in connection with 

criminal law proceedings or in response 

to a subpoena from a court of competent 

jurisdiction. 

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. 

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: 

Records may be retrieved by any of 

the Category of Records Listed above. 

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 within this system of records 

are maintained and disposed of in 

accordance with NARA approved 

General Records Schedule (GRS) 9 Item 

5, Sections a–c. Application files 

including documents relating to the 

issuance of official passports, including 

requests for passports, transmittal 

letters, receipts, and copies of travel 

authorizations should be destroyed 

when 3 years old or upon separation of 

the employee, whichever is sooner in 

accordance with N1–GRS–91–1, item 

5a. Annual reports concerning official 

passports including reports to the DOS 

concerning the number of official 

passports issued and related matters 

should be destroyed when 1 year old in 

accordance with N1–GRS–91–1, item 

5b. Passport registers including registers 

and lists of agency personnel who have 

official passports should be destroyed 

when superseded or obsolete in 

accordance with N1–GRS–98–2, item 9. 

Official passports should be returned to 

the DOS upon expiration or upon the 

separation of the employee. 

SYSTEM MANAGER AND ADDRESS: 

Program Manager for Passport 

Processing (202–282–8020), Service 

Center, Office of the Chief 

Administrative Officer, Department of 

Homeland Security, Washington, DC 

20528. 


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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 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 and Chief 

Freedom of Information Act Officer, 

Department of Homeland Security, 245 

Murray Drive, SW., Building 410, 

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 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; and 

• 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. 

RECORD SOURCE CATEGORIES: 

Records are obtained from 

Department employees and contractors. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

Dated: January 21, 2011. 

Mary Ellen Callahan, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2011–3450 Filed 2–14–11; 8:45 am] 

BILLING CODE 9110–9B–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2010–0067] 

Privacy Act of 1974; Department of 

Homeland Security Federal Emergency 

Management Agency—002 Quality 

Assurance Recording System of 

Records 

AGENCY: Privacy Office, DHS. 

ACTION: Notice of Privacy Act system of 

records. 

SUMMARY: In accordance with the 

Privacy Act of 1974, the Department of 

Homeland Security proposes to 

establish a new Department of 

Homeland Security system of records 

titled, ‘‘Department of Homeland 

Security Federal Emergency 

Management Agency—002 Quality 

Assurance Recording System of 

Records.’’ This system will record 

telephone calls made or received by 

Federal Emergency Management Agency 

employees and/or contractors at the 

Federal Emergency Management 

Agency’s National Processing Service 

Centers and record the screen activity in 

the National Emergency Management 

Information System for both call-related 

customer service transactions and case 

review transactions not related to a 

telephone call. This system of records 

may contain personally identifiable 

information of disaster assistance 

applicants, which is covered by 

Department of Homeland Security 

Federal Emergency Management 

Agency—008 Disaster Recovery 

Assistance Files System of Records, 

September 24, 2009, and will contain 

the personally identifiable information 

of Federal Emergency Management 

Agency employees and/or contractors 

that provide customer service to them. 

The proposed system will be used for 

internal employee performance 

evaluations, training, and quality 

assurance purposes to improve 

customer service to disaster assistance 

applicants. This collection was 

previously covered by the DHS/All— 

020 Department of Homeland Security 

Internal Affairs system of records 

[November 18, 2008, 73 FR 67529]. The 

Department decided to provide 

additional transparency that a new 

specific System of Records Notice 

would be published. This newly 

established system will be included in 

the Department of Homeland Security’s 

inventory of record systems. 

DATES: Submit comments on or before 

March 17, 2011. This new system will 

be effective March 17, 2011. 

ADDRESSES: You may submit comments, 

identified by docket number DHS– 

2010–0067 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: 

Thomas R. McQuillan (202–646–3323), 

Privacy Officer, Federal Emergency 

Management Agency, Department of 

Homeland Security, Washington, DC 

20478. For privacy issues please 

contact: Mary Ellen Callahan (703–235– 

0780), Chief Privacy Officer, Privacy 

Office, Department of Homeland 

Security, Washington, DC 20528. 

SUPPLEMENTARY INFORMATION: 

I. Background 

In accordance with the Privacy Act of 

1974, 5 U.S.C. 552a, the Department of 

Homeland Security (DHS) Federal 

Emergency Management Agency 

(FEMA) proposes to establish a new 

DHS system of records titled, ‘‘DHS/ 

FEMA—002 Quality Assurance 

Recording System of Records.’’ This 

collection was previously covered by 

the DHS/All—020 Department of 

Homeland Security Internal Affairs 

system of records [November 18, 2008, 

73 FR 67529]. The Department decided 

to provide additional transparency that 

a new specific System of Records Notice 

would be published. 


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