Federal Register / Vol. 74, No. 184 / Thursday, September 24, 2009 / Notices 48763 

Total Burden Cost (operating/ 

maintaining): $25,513. 

Thomas Chase Garwood III, 

Chief Information Officer, National Protection 

and Programs Directorate, Department of 

Homeland Security. 

[FR Doc. E9–23013 Filed 9–23–09; 8:45 am] 

BILLING CODE 9910–9P–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2008–0088] 

Privacy Act of 1974; Federal 

Emergency Management Agency-008 

Disaster Recovery Assistance Files 

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 update 

and reissue a system of records titled, 

Department of Homeland Security 

Federal Emergency Management 

Agency-REG 2 Disaster Recovery 

Assistance Files [July 6, 2006], into a 

Department of Homeland Security 

system of records notice titled, DHS/ 

Federal Emergency Management 

Agency-008 Disaster Recovery 

Assistance Files. This system enables 

the Department of Homeland Security to 

administer the DHS/Federal Emergency 

Management Agency Disaster Recovery 

Assistance system of records. To assist 

in improving disaster recovery 

assistance, the Federal Emergency 

Management Agency, in partnership 

with other Federal agencies, hosts a 

single application and resource center 

(http://www.disasterassistance.gov) that 

allows the public to apply for disaster 

assistance, benefits, and other services 

within the Federal Emergency 

Management Agency and other Federal 

agencies. 

Updated information contained in the 

Disaster Recovery Assistance Files, 

includes, but is not limited to, the 

disaster applicant’s change of address 

associated with the applicant’s social 

security number that will be submitted 

to the Social Security Administration. 

Sharing the date of a disaster 

applicant’s change of address along with 

the social security number will allow 

applicants to update the Social Security 

Administration with information to help 

prevent delay in receiving benefits and 

correspondence from the Social Security 

Administration. 

Categories of individuals, categories 

of records, and the routine uses of this 

system of records notice have been 

updated to better reflect the Department 

of Homeland Security Federal 

Emergency Management Agency’s 

Disaster Recovery Assistance record 

systems. This system will be included 

in the Department’s inventory of record 

systems. The changes include renumbering the routine uses to comport 

with all of DHS system of record 

notices. 

We have expanded the preamble 

language in section (h), which was 

previously numbered section (a), to 

include sharing for the purposes of 

addressing unmet needs as well as 

preventing a duplication of benefits. We 

expanded the language in (h)(1) 

(previously (a)(1)) to include all types of 

disaster related assistance that a Federal 

or State agency may provide. There was 

some ambiguity as to whether some 

services that states provided met the 

standard set out in the previous system 

of records notice. We have added an 

additional routine use in section (h) to 

address immediate health needs of 

applicants. 

We have added routine use section (q) 

to better assist applicants by updating 

all of their information that is filed with 

government agencies. FEMA learned 

that in the aftermath of a disaster, 

applicants who were housed in FEMAprovided dwellings had trouble 

receiving other services and benefits 

from other government agencies due to 

the fact that those other agencies did not 

have updated contact information 

regarding the applicants. This routine 

use will address that problem. 

In response to Executive Order 13411 

we have added routine use (r) to allow 

for computer matching agreements with 

other agencies in order to better deal 

with eligibility concerns. Often 

eligibility for other Federal agency 

programs is contingent upon whether 

the applicant received assistance from 

DHS/FEMA and vice versa. The sharing 

via computer matching agreements will 

expedite and improve upon this 

process. 

DATES: Written comments must be 

submitted on or before October 26, 

2009. This new system will be effective 

October 26, 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: 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: Delia 

Davis (202–646–3808), Privacy Officer, 

Federal Emergency Management 

Agency, Department of Homeland 

Security, Washington, DC 20472. For 

privacy issues please contact: Mary 

Ellen Callahan (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) and in 

accordance with the Privacy Act of 

1974, the Department of Homeland 

Security (DHS)/Federal Emergency 

Management Agency (FEMA) is 

updating and reissuing this system of 

records for the collection and 

maintenance of records pertaining to the 

Federal Emergency Management Agency 

Disaster Recovery Assistance Files. 

In compliance with Executive Order 

13411, ‘‘Improving Assistance for 

Disaster Victims,’’ dated August 29, 

2006, FEMA has developed and 

improved several programs to improve 

assistance provided to victims of 

Presidentially-declared disasters. 

The Department of Homeland 

Security is updating the DHS/FEMA– 

REG 2 Disaster Recovery Assistance 

Files [July 6, 2006, 71 FR 38408], and 

reissuing it under a new name, DHS/ 

FEMA-008 Disaster Recovery Assistance 

Files. This system will enable DHS to 

administer the Federal Emergency 

Management Agency Disaster Recovery 

Assistance system of records. To assist 

in improving disaster recovery 

assistance, FEMA, in partnership with 

other Federal agencies, hosts a single 

application and resource center (http:// 

www.disasterassistance.gov) that allows 

the public to apply for disaster 

assistance, benefits, and other services 

within FEMA and other Federal 

agencies. 


srobinson on DSKHWCL6B1PROD with NOTICES
48764 Federal Register / Vol. 74, No. 184 / Thursday, September 24, 2009 / Notices 

Additional routine uses have been 

added in order to improve efficiency of 

administering disaster relief efforts and 

benefits. FEMA has added routine use 

(q) to better assist applicants in 

updating all of their information that is 

filed with government agencies. FEMA 

learned that in the aftermath of a 

disaster, applicants who were housed in 

FEMA-provided dwellings had trouble 

receiving other services and benefits 

from other government agencies due to 

the fact that those other agencies did not 

have updated contact information 

regarding the applicants. Initially, the 

following agencies will be using 

Disaster Assistance Center: Social 

Security Administration (SSA), Small 

Business Administration (SBA), 

Department of Education (ED), and 

Department of Labor (DOL). In 

subsequent phases, the following 

agencies may be using Disaster 

Assistance Center: Department of 

Housing and Urban Development 

(HUD), Department of Agriculture 

(USDA), Department of Health & Human 

Services (HHS), Department of Justice 

(USDOJ), Department of the Interior 

(DOI), Department of Treasury 

(Treasury), Department of Veterans’ 

Affairs (VA), and Office of Personnel 

Management (OPM). For example, 

sharing the date of a disaster applicant’s 

change of address together with their 

social security number will allow 

applicants to update Social Security 

Administration with information to help 

prevent delay in receiving benefits and 

correspondence from the Social Security 

Administration. 

FEMA has added routine use (r) 

pursuant to the aforementioned 

Executive Order 13411. This allows for 

computer matching agreements with 

other agencies in order to better deal 

with eligibility concerns. Eligibility for 

other Federal agency programs is 

contingent on whether the applicant 

received assistance from DHS/FEMA 

and vice versa. The sharing via 

computer matching agreements will 

expedite and improve upon this 

process. 

Specifically, routine use section (h) 

(previously section a.) more clearly 

describes which entities may receive 

applicant information for the purposes 

of preventing duplication of benefits 

and addressing unmet needs caused by 

the disaster. This section also adds an 

additional routine use to entities that 

are able to assist applicants who require 

immediate health related needs. FEMA 

has added routine use (e) to comport 

with all DHS system of records notices. 

Pursuant to the aforementioned 

Executive Order 13411, FEMA has 

added routine uses (q) and (r). All 

disclosures made pursuant to the 

routine uses described below (unless 

stated otherwise) require a written 

request from the entity seeking the 

information prior to disclosure. All 

requests for applicant information first 

require legal review and concurrence 

before disclosing applicant information 

under this system. 

II. Privacy Act 

The Privacy Act embodies fair 

information principles in a statutory 

framework governing the means by 

which the United States Government 

collects, maintains, uses, and 

disseminates individuals’ records. The 

Privacy Act applies to information that 

is maintained in a ‘‘system of records.’’ 

A ‘‘system of records’’ is a group of any 

records under the control of an agency 

for which information is retrieved by 

the name of an individual or by some 

identifying number, symbol, or other 

identifying particular assigned to the 

individual. In the Privacy Act, an 

individual is defined to encompass 

United States citizens and 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 

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 

DHS/FEMA Disaster Recovery 

Assistance Files System of Records. 

In accordance with 5 U.S.C. 552a(r), 

DHS has provided a report of this 

revised system of records to the Office 

of Management and Budget (OMB) and 

to Congress. 

SYSTEM OF RECORDS: 

DHS/FEMA–008. 

SYSTEM NAME: 

Federal Emergency Management 

Agency Disaster Recovery Assistance 

Files. 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

National Processing Service Centers 

(NPSC) located at FEMA MD–NPSC, 

6511 America Boulevard, Hyattsville, 

MD 20782; FEMA VA–NPSC, 430 

Market St. Winchester, VA 22603; and 

FEMA TX–NPSC, 3900 Karina Lane, 

Denton, TX 76208. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Eligible United States citizens and 

lawful permanent residents applying for 

disaster recovery assistance following a 

Presidentially-declared major disaster or 

emergency. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Categories of records in this system 

include: 

(a) Registration Records (Form 90–69 

and 90–69b, Disaster Assistance 

Registration/Application) 

• Individual’s full name; 

• Social security number, alien 

number, co-application social security 

number; 

• Date of birth; 

• Phone numbers; 

• E-mail addresses; 

• Addresses; 

• Language(s) spoken; 

• Date of disaster and/or property loss 

including cause of damage and 

estimates of repair; 

• Type of disaster location; 

• Name for each disaster; 

• Income information; 

• Acceptable forms of identification 

(e.g., drivers license, state/federal issued 

photo identification); 

• Emergency needs of the individual 

(e.g. food, clothing, shelter etc.); 

• Other needs (e.g., medical, dental, 

moving, funeral etc.) 

• Type of residence; 

• Insurance coverage information 

including names, addresses, phone 

numbers, e-mail addresses; 

• Household size and composition 

including number and type of 

individual’s dependents; 

• Bank name and account 

information including electronic funds 

transfer information; 

(b) Inspection Reports (Form 90–56, 

Inspection Report) 

• Inspection reports containing 

individuals’ identifying information and 

results of surveys of damaged real and 

personal property and goods, which 

may include individuals’ homes and 

personal items; 

(c) Temporary Housing Assistance 

Eligibility Determinations (Forms 90– 

11, through 90–13, 90–16, 90–22, 90–24 

through 90–28, 90–31, 90–33, 90–41, 

90–48, 90–57, 90–68 through 90–70, 90– 

71, 90–75 through 90–78, 90–82, 90–86, 


srobinson on DSKHWCL6B1PROD with NOTICES
Federal Register / Vol. 74, No. 184 / Thursday, September 24, 2009 / Notices 48765 

90–87, 90–94 through 90–97, 90–99, and 

90–101. 

• Correspondence and 

documentation related to the approval 

and disapproval of temporary housing 

assistance including: general 

correspondence, complaints, appeals 

and resolutions, requests for 

disbursement of payments, inquiries 

from tenants and landlords, general 

administrative and fiscal information, 

payment schedules and forms, 

termination notices, information shared 

with the temporary housing program 

staff from other agencies to prevent the 

duplication of benefits, leases, contracts, 

specifications for repair of disaster 

damaged residences, reasons for 

eviction or denial of aid, sales 

information after tenant purchase of 

housing units, and the status of 

disposition of applications for housing; 

(d) Eligibility Decisions for Disaster 

Aid from other Federal and State 

Agencies (forms 76–27 through 70–28, 

76–30, 76–32, 76–34 through 76–35 and 

76–38) 

• Notations of decisions for disaster 

aid from other Federal and State 

agencies as they relate to determinations 

of individuals’ eligibility for disaster 

assistance programs. 

• Other files independently kept by 

the State, which contain records of 

persons who request disaster aid, 

specifically for the ‘‘Other Needs’’ 

assistance provision of the Individuals 

and Households Program (IHP), and its 

predecessor program, the Individuals 

and Family Grant (IFG), administrative 

files and reports required by FEMA. As 

to individuals, the State keeps the same 

type of information as described above 

under registration, inspection, and 

temporary housing assistance records. 

As to administrative files and reporting 

requirements. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Robert T. Stafford Disaster Relief and 

Emergency Assistance Act as amended 

(the Stafford Act), 42 U.S.C. 5121–5206 

and Reorganization Plan No. 3 of 1978, 

5 U.S.C. 552a(b) of the Privacy Act, 

Executive Order 13411, the Homeland 

Security Act of 2002, Public Law 107– 

296, Section 1512, 116 Stat. 2310 

(November 25, 2002), 5 U.S.C. 552a(b) of 

the Privacy Act, 44 U.S.C. sections 2904 

and 2906, Debt Collection Improvement 

Act of 1996, 31 U.S.C. 3325(d) and 

7701(c)(1), Fair Credit Reporting Act, 15 

U.S.C. 1681a(f), as amended; Federal 

Claims Collection Act of 1966, 31 U.S.C. 

3701(a)(3), as amended; 44 CFR 

206.2(a)(27). 

PURPOSE(S): 

To register applicants needing 

disaster assistance, to inspect damaged 

homes, to verify information provided 

by each applicant, to determine 

eligibility regarding an applicant’s 

request for assistance, and to identify 

and implement measures to reduce 

future disaster damage, prevent 

duplication of federal government 

efforts and benefits, identify possible 

fraudulent activity once there has been 

a Presidentially-declared major disaster 

or emergency. 

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, DHS/FEMA 

may disclose all or a portion of the 

records of information contained in this 

system as a routine use pursuant to 5 

U.S.C. 552a(b)(3) as follows: 

A. To the Department of Justice (DOJ) 

(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. 

B. To a congressional office from the 

record of an individual in response to 

an inquiry from that congressional office 

made at the request and with the 

consent 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. sections 2904 and 2906. 

D. To a Federal 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. Where a record, either on its face 

or in conjunction with other 

information, indicates a violation or 

potential violation of law—criminal, 

civil, or regulatory—the relevant records 

may be referred to an appropriate 

Federal, State, tribal, local, 

international, or foreign law 

enforcement agency or other appropriate 

authority charged with investigating or 

prosecuting such a violation or 

enforcing or implementing a law, rule, 

regulation, or order, so long as such 

disclosure is proper and consistent with 

the official duties of the person 

receiving the information. 

H. To certain agencies where FEMA 

may disclose applicant information 

necessary to prevent a duplication of 

efforts or a duplication of benefits in 

determining eligibility for disaster 

assistance, or to certain entities that will 

provide unmet needs to eligible, 

ineligible or partially eligible FEMA 

applicants. Only the least amount of 

necessary information shall be released 

to enable the recipient agency to 

determine eligibility for that agency’s 

particular assistance program(s). The 

receiving agency is not permitted to 

alter or to further disclose the disclosed 

records to other disaster organizations. 

FEMA may make such disclosures 

under the following circumstances: 

1. To another Federal agency or State 

government agency charged by statute 

or regulation in administering disaster 

relief programs. This includes programs 


srobinson on DSKHWCL6B1PROD with NOTICES
48766 Federal Register / Vol. 74, No. 184 / Thursday, September 24, 2009 / Notices 

that make available any additional 

Federal and State disaster assistance to 

individuals and households and 

authorities that give preference of 

priority to disaster victims to the extent 

the information is relevant and 

necessary and is compatible as to 

purpose. 

2. When an applicant seeks assistance 

from a local government agency or a 

voluntary organization (as defined at 44 

CFR 206.2(a)(27), as amended or 

superseded) charged under legislation 

or charter with administering disaster 

relief programs, and FEMA receives a 

written request from that local 

government or voluntary agency that 

includes the applicant’s name, date of 

birth, FEMA registration/application 

number, and damaged dwelling address. 

The written request must explain the 

type of tangible assistance being offered 

and the type of verification required 

before the assistance can be provided. 

3. To voluntary organizations (as 

defined at 44 CFR 206.2(a)(27), as 

amended or superseded) that have an 

established disaster assistance program 

to address the disaster-related unmet 

needs of disaster victims, are actively 

involved in the recovery efforts of the 

disaster, and either have a national 

membership in good standing with the 

National Voluntary Organizations 

Active in Disaster (NVOAD), or are 

participating in the FEMA or State 

recognized disaster’s Long-Term 

Recovery Committee. When a voluntary 

agency satisfies all of the criteria listed 

in this sub-paragraph, FEMA may 

release lists of individuals’ names, 

contact information, and their FEMA 

inspected loss amount to the voluntary 

agency for the sole purpose of providing 

additional disaster assistance. FEMA 

shall release this information only from 

the time that disaster period is first open 

until 90 days after the disaster period is 

closed. 

4. FEMA may immediately disclose, 

on a case-by-case basis, applicant 

information to an entity qualifying 

under routine use (H)(3) above or to an 

entity approved by the FEMA Disability 

Coordinator, if the applicant in question 

has a special need for durable medical 

equipment or device, and the qualifying 

entity is able to provide the assistance 

to the applicant in question. 

Specifically, FEMA may release the 

applicants name and telephone number. 

A written request is not necessary in 

this situation, however FEMA shall 

provide a written letter along with the 

information to receiving entity, and in 

turn the receiving entity shall send 

FEMA an acknowledgement letter that it 

has received the information and has 

contacted the applicant. In addition, the 

entity will confirm that it has taken the 

steps to protect the information 

provided. Only the FEMA Disability 

Coordinator or designee is authorized to 

approve a release under this routine use. 

I. To relevant agencies, organizations, 

and institutions when an individual’s 

eligibility, in whole or in part, for a 

disaster assistance program depends 

upon benefits already received or 

available from another source for the 

same purpose as necessary to determine 

what benefits are available from another 

source and to prevent the duplication of 

disaster assistance benefits (as described 

in section 312 of the Stafford Act). 

J. To Federal, State, or local agencies 

in response to a written request, FEMA 

may disclose information charged with 

the implementation of hazard mitigation 

measures and the enforcement of 

hazard-specific provisions of building 

codes, standards, and ordinances. 

FEMA may only disclose information 

for the following purposes: 

1. For hazard mitigation planning 

purposes to assist States and local 

communities in identifying high-risk 

areas and preparing mitigation plans 

that target those areas for hazard 

mitigation projects implemented under 

Federal, State or local hazard mitigation 

programs. 

2. For enforcement purposes, to 

enable State and local communities to 

ensure that owners repair or rebuild 

structures in conformance with 

applicable hazard-specific building 

codes, standards, and ordinances. 

K. To the Department of the Treasury, 

pursuant to the Debt Collection 

Improvement Act of 1996, 31 U.S.C. 

3325(d) and 7701(c)(1), on the release of 

a social security number of the person 

doing business with FEMA, including 

an applicant for a grant. An applicant’s 

social security number will be released 

in connection with a request for 

payment to the Department of the 

Treasury to provide a disaster assistance 

payment to an applicant under the 

Individual Assistance program. 

L. To a State in connection with 

billing that State for the applicable nonFederal cost share under the Individuals 

and Households Program. Information 

shall only include list of applicants’ 

names, contact information, and 

amounts of assistance received. 

M. To local emergency managers, 

when an applicant is occupying a FEMA 

Temporary Housing unit, for the 

purposes of preparing, administering, 

coordinating and/or monitoring 

emergency response, public safety, and 

evacuation plans. FEMA shall only 

release the address and location of the 

housing unit. 

N. To the Department of the Treasury, 

Justice, the United States Attorney’s 

Office, or a consumer reporting agency 

for further collection action on any 

delinquent debt when circumstances 

warrant. 

O. To Federal or State law 

enforcement authority, or agency, or 

other entity authorized to investigate 

and/or coordinate locating missing 

children and/or reuniting families. 

P. To State and local government 

election authorities to oversee the voting 

process within their respective State/ 

county/parish, for the limited purpose 

of ensuring voting rights of individuals 

who have applied to FEMA for Disaster 

Assistance, limited to their own 

respective State’s/county’s/parish’s 

citizens who are displaced by a 

Presidentially-declared major disaster or 

emergency out of their State/county/ 

parish voting jurisdiction. 

Q. To certain Federal, State, local, and 

tribal agencies where FEMA may 

disclose an applicant’s disaster related 

information to update the applicant’s 

current records (i.e. change of address, 

effective date of change of address, etc.) 

within that agency to reduce additional 

efforts following a Presidentiallydeclared disaster (i.e. Social Security 

Administration, a state Department of 

Motor Vehicles, or state health agency 

that needs updated contact 

information). 

R. To other Federal agencies or nonFederal entities under approved 

computer matching efforts, if use of 

such information is compatible with the 

purpose for which DHS collected the 

information. Sharing is limited to only 

those data elements considered relevant 

and necessary to determine eligibility 

under particular benefit programs 

administered by those agencies or 

entities or by DHS or any component 

thereof to improve program integrity, 

and to collect debts and other monies 

owed under those programs. 

S. 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 the Department or is 

necessary to demonstrate the 

accountability of the Department’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. 


srobinson on DSKHWCL6B1PROD with NOTICES
Federal Register / Vol. 74, No. 184 / Thursday, September 24, 2009 / Notices 48767 

DISCLOSURE TO CONSUMER REPORTING

AGENCIES: 

Disclosure under 5 U.S.C. 552a(b)(12). 

DHS/FEMA may make disclosures from 

this system to ‘‘consumer reporting 

agencies’’ as defined in the Fair Credit 

Reporting Act 15 U.S.C. 1681a(f), as 

amended; or the Federal Claims 

Collection Act of 1966 31 U.S.C. 

3701(a)(3), as amended. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records in this system are stored in 

an interactive database, computer discs, 

and paper records in file folders. 

RETRIEVABILITY: 

Records may be retrieved by an 

individual’s name, address, social 

security number, and case file number. 

SAFEGUARDS: 

Only authorized FEMA employees 

and contractors have access to this 

information. Hardware and software 

computer security measures are used to 

control access to the data. Access to the 

data is based upon an individual’s 

position in FEMA and/or their 

designated duties. Individuals are 

assigned specific ‘‘rights’’ or specific 

access (e.g., read only, modify, delete, 

etc.). The access granted is based upon 

an individual’s position responsibilities 

for ‘‘official use’’ only. FEMA 

employees are allowed access to the 

data as a function of their specific job 

assignments within their respective 

organizations. Each FEMA employee’s 

access to the data is restricted to that 

needed to carry out their duties. 

No individual applying for disaster 

assistance will have access to the entire 

database via the Internet. Applicants 

will have limited access to only their 

own information that they submitted via 

the Internet, and to the status of their 

own information regarding the 

processing of their own application (e.g. 

the status of required documentation, 

inspection status, or SBA status). 

Applicants are provided a Logon id, 

password, and Personal Identification 

Number (PIN) that connect only to the 

applicant’s data. The password and PIN 

ensures that the login id belongs to the 

applicant. Computer security software 

ensures that the login id is mapped only 

to the applicant’s data. Applicants will 

have access to only their own 

application information after FEMA 

assigns them a properly authenticated 

user id, password, and PIN. Applicants 

will be registered and authenticated in 

accordance with National Institute of 

Standards and Technology Level 2 

Assurance guidelines. 

RETENTION AND DISPOSAL: 

Records pertaining to individual 

assistance EXCEPT those relating to 

temporary housing and Individuals and 

Households Program programs will 

retire to inactive storage when two years 

old and destroyed when six years three 

months old in accordance with FEMA 

Records Schedule No. N1–311–86–1, 

item 4C10a. Records pertaining to 

temporary housing will be destroyed 

three years after close of the operation 

in accordance with FRS No. N1–311– 

86–1, item 4C10b. Closeout occurs when 

the disaster contract is terminated. 

Records pertaining to the IHP program 

will retire to the Federal Records Center 

(FRC) one year after closeout and 

destroyed three years after closeout. 

SYSTEM MANAGER AND ADDRESS: 

Division Director, Individual 

Assistance Division, Federal Emergency 

Management Agency, 500 C Street SW., 

Washington, DC 20472. 

NOTIFICATION PROCEDURE: 

Individuals seeking notification of 

and access to any record contained in 

this system of records, or seeking to 

contest its content, may submit a 

request in writing to the Headquarters or 

component’s FOIA Officer, whose 

contact information can be found at 

http://www.dhs.gov/foia under 

‘‘contacts.’’ If an individual believes 

more than one component maintains 

Privacy Act records concerning him or 

her the individual may submit the 

request to the Chief Privacy Officer, 

Department of Homeland Security, 245 

Murray Drive, SW., Building 410, 

STOP–0550, Washington, DC 20528. 

When seeking records about yourself 

from this system of records or any other 

Departmental system of records your 

request must conform with the Privacy 

Act regulations set forth in 6 CFR part 

5. You must first verify your identity, 

meaning that you must provide your full 

name, current address and date and 

place of birth. You must sign your 

request, and your signature must either 

be notarized or submitted under 28 

U.S.C. 1746, a law that permits 

statements to be made under penalty of 

perjury as a substitute for notarization. 

While no specific form is required, you 

may obtain forms for this purpose from 

the Director, Disclosure and FOIA, 

http://www.dhs.gov or 1–866–431–0486. 

In addition you should provide the 

following: 

• An explanation of why you believe 

the Department would have information 

on you, 

• Identify which component(s) of the 

Department you believe may have the 

information about you, 

• Specify when you believe the 

records would have been created, 

• Provide any other information that 

will help the FOIA staff determine 

which DHS component agency may 

have responsive records, 

• If your request is seeking records 

pertaining to another living individual, 

you must include a statement from that 

individual certifying his/her agreement 

for you to access his/her records. 

Without this bulleted information the 

component(s) may not be able to 

conduct an effective search, and your 

request may be denied due to lack of 

specificity or lack of compliance with 

applicable regulations. 

RECORD ACCESS PROCEDURES: 

See ‘‘Notification procedure’’ above. 

CONTESTING RECORD PROCEDURES: 

See ‘‘Notification procedure’’ above. 

RECORD SOURCE CATEGORIES: 

FEMA receives information from 

individuals who apply for disaster 

recovery assistance through three 

different media: (1) Electronically via 

the Internet at http:// 

www.disasterassistance.gov; (2) by 

calling FEMA’s toll-free number 1–800– 

621–3362, and (3) through submission 

of a paper copy of FEMA Form 90–69. 

In addition information in this records 

system may come from credit rating 

bureaus, financial institutions, 

insurance companies, State, local and 

voluntary agencies providing disaster 

relief, and commercial databases (for 

verification purposes). 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

Dated: September 14, 2009. 

Mary Ellen Callahan, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. E9–23015 Filed 9–23–09; 8:45 am] 

BILLING CODE 9110–17–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2009–0113] 

Privacy Act of 1974; Federal 

Emergency Management Agency—001 

National Emergency Family Registry 

and Locator System System of 

Records 

AGENCY: Privacy Office, DHS. 


srobinson on DSKHWCL6B1PROD with NOTICES