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

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DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2014-0051]

Privacy Act of 1974; Department of Homeland Security/United 
States Coast Guard--018 Exchange System and Morale Well-Being and 
Recreational Systems Files System of Records

AGENCY: Department of Homeland Security, Privacy Office.

ACTION: Notice of Privacy Act System of Records.

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

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

ADDRESSES: You may submit comments, identified by docket number DHS-
2014-0051 by one of the following methods:
     Federal e-Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Fax: (202) 343-4010.
     Mail: Karen L. Neuman, Chief Privacy Officer, Privacy 
Office, Department of Homeland Security, Washington, DC 20528-0655.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to http://www.regulations.gov, including any 
personal information provided.
    Docket: For access to the docket to read background documents or 
comments received, please visit http://www.regulations.gov.

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

[[Page 64821]]

SUPPLEMENTARY INFORMATION:

I. Background

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

II. Privacy Act

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

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

Security classification:
    Unclassified.

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

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

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

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

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

[[Page 64822]]

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

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside DHS as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    A. To the Department of Justice (DOJ), including Offices of the 
U.S. Attorneys, or other federal agency conducting litigation or 
proceedings before any court, adjudicative, or administrative body, 
when it is relevant or necessary to the litigation or proceedings and 
one of the following is a party to the litigation or proceedings, or 
has an interest in such litigation or proceedings:
    1. DHS or any component thereof;
    2. Any employee or former employee of DHS in his/her official 
capacity;
    3. Any employee or former employee of DHS in his/her individual 
capacity when DOJ or DHS has agreed to represent the employee; or
    4. The U.S. or any agency thereof.
    B. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    C. To the National Archives and Records Administration (NARA) or 
General Services Administration pursuant to records management 
inspections being conducted under the authority of 44 U.S.C. 2904 and 
2906.
    D. To an agency or organization for the purpose of performing audit 
or oversight operations as authorized by law, but only such information 
as is necessary and relevant to such audit or oversight function.
    E. To appropriate agencies, entities, and persons when:
    1. DHS suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    2. DHS has determined that as a result of the suspected or 
confirmed compromise, there is a risk of identity theft or fraud, harm 
to economic or property interests, harm to an individual, or harm to 
the security or integrity of this system or other systems or programs 
(whether maintained by DHS or another agency or entity) that rely upon 
the compromised information; and
    3. The disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with DHS's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.
    F. To contractors and their agents, grantees, experts, consultants, 
and others performing or working on a contract, service, grant, 
cooperative agreement, or other assignment for DHS, when necessary to 
accomplish an agency function related to this system of records. 
Individuals provided information under this routine use are subject to 
the same Privacy Act requirements and limitations on disclosure as are 
applicable to DHS officers and employees.
    G. To an appropriate federal, state, tribal, local, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a law, rule, regulation, or order, when a record, either 
on its face or in conjunction with other information, indicates a 
violation or potential violation of law, which includes criminal, 
civil, or regulatory violations and such disclosure is proper and 
consistent with the official duties of the person making the 
disclosure.
    H. To the news media and the public, with the approval of the Chief 
Privacy Officer in consultation with the Office of the General Counsel, 
when there exists a legitimate public interest in the disclosure of the 
information, when disclosure is necessary to preserve confidence in the 
integrity of DHS, or when disclosure is necessary to demonstrate the 
accountability of DHS's officers, employees, or individuals covered by 
the system, except to the extent the Chief Privacy Officer determines 
that release of the specific information in the context of a particular 
case would constitute an unwarranted invasion of personal privacy.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    DHS/USCG stores records in this system electronically or on paper 
in secure facilities in a locked drawer behind a locked door. The 
records may be stored on magnetic disc, tape, and digital media.

Retrievability:
    Records may be retrieved alphabetically by name.

Safeguards:
    DHS/USCG safeguards records in this system according to applicable 
rules and policies, including all applicable DHS automated systems 
security and access policies. USCG has imposed strict controls to 
minimize the risk of compromising the information that is being stored. 
Access to the computer system containing the records in this system is 
limited to those individuals who have a need to know the information 
for the performance of their official duties and who have appropriate 
clearances or permissions.

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

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

Notification procedure:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the Commandant (CG-611), United 
States Coast Guard, Mail Stop 7710, Washington, DC 20593-0001. If an 
individual believes more

[[Page 64823]]

than one component maintains Privacy Act records concerning him or her, 
the individual may submit the request to the Chief Privacy Officer and 
Chief Freedom of Information Act Officer, Department of Homeland 
Security, 245 Murray Drive SW., Building 410, Mail Stop 0655, 
Washington, DC 20528.
    When seeking records about yourself from this system of records or 
any other Departmental system of records, your request must conform 
with the Privacy Act regulations set forth in 6 CFR Part 5. You must 
first verify your identity, meaning that you must provide your full 
name, current address, and date and place of birth. You must sign your 
request, and your signature must either be notarized or submitted under 
28 U.S.C. 1746, a law that permits statements to be made under penalty 
of perjury as a substitute for notarization. While no specific form is 
required, you may obtain forms for this purpose from the Chief Privacy 
Officer and Chief Freedom of Information Act Officer, http://www.dhs.gov/foia, or by calling 1-866-431-0486. In addition, you 
should:
     Explain why you believe the Department would have 
information on you;
     Identify which component(s) of the Department you believe 
may have the information about you;
     Specify when you believe the records would have been 
created; and
     Provide any other information that will help the FOIA 
staff determine which DHS component agency may have responsive records;
    If your request is seeking records pertaining to another living 
individual, you must include a statement from that individual 
certifying his/her agreement for you to access his/her records.
    Without the above information, the component(s) may not be able to 
conduct an effective search, and your request may be denied due to lack 
of specificity or lack of compliance with applicable regulations.

Record access procedures:
    See ``Notification procedure'' above.

Contesting record procedures:
    See ``Notification procedure'' above.

Record source categories:
    Records are obtained from individual record subjects, previous 
employees, employment agencies, civilian and military investigative 
reports, and general correspondence.

Exemptions claimed for the system:
    None.

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