Federal Register / Vol. 79, No. 211 / Friday, October 31, 2014 / Notices 64815 

to provide for safety and security of U.S. 

ports, are deleted after five years if they 

do not constitute a permanent record 

according to NARA. 

SYSTEM MANAGER AND ADDRESS: 

Commandant (CG–26), United States 

Coast Guard, Mail Stop 7301, 

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 Chief Privacy 

Officer and USCG’s Freedom of 

Information Act (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 FOIA Officer, Department of 

Homeland Security, Washington, DC 

20528–0655. 

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 

FOIA Officer, http://www.dhs.gov/foia 

or 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: 

USCG obtains NOAD records from 

vessel carriers and operators regarding 

passengers, crewmembers, and cargo 

that arrive in, depart from, or transit 

through the U.S. on a vessel carrier 

covered by notice of arrival and 

departure regulations. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

When this system receives a record 

from another system exempted in that 

source system under 5 U.S.C. 552a(j)(2), 

DHS will claim the same exemptions for 

those records that are claimed for the 

original primary systems of records from 

which they originated. 

Dated: October 23, 2014. 

Karen L. Neuman, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2014–25905 Filed 10–30–14; 8:45 am] 

BILLING CODE 9110–04–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2014–0052] 

Privacy Act of 1974; Department of 

Homeland Security/United States 

Coast Guard—008 United States Coast 

Guard Courts Martial Case Files 

System of Records 

AGENCY: Department of Homeland 

Security, Privacy Office. 

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 current Department of 

Homeland Security (DHS) system of 

records titled, ‘‘Department of 

Homeland Security/United States Coast 

Guard United States Coast Guard Courts 

Martial Case Files System of Records.’’ 

This system of records allows the 

Department of Homeland Security/

United States Coast Guard (USCG) to 

collect and maintain records regarding 

military justice administration and 

documentation of DHS/USCG court 

martial. As a result of the biennial 

review of this system, United States 

Coast Guard is updating this system of 

records notice to include: (1) A new 

routine use; (2) an updated routine use; 

(3) updated storage; and (4) updated 

system manager and address category. 

Additionally, this notice includes nonsubstantive changes to simplify the 

formatting and text of the previously 

published notice. This updated system 

will be included in the Department of 

Homeland Security’s inventory of 

record systems. The Privacy Act 

exemptions for this system remain 

unchanged. 

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– 

2014–0052 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. 

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. For 

privacy questions, please contact: Karen 

L. Neuman, (202) 343–1717, 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) United States 

Coast Guard (USCG) proposes to update 

and reissue a current DHS system of 

records titled, ‘‘DHS/USCG–008 United 

States Coast Guard Courts Martial Case 

File System of Records.’’ The DHS/

USCG–008 United States Coast Guard 

Courts Martial Case Files System of 

Records will allow the Department of 

Homeland Security/United States Coast 

Guard to collect and maintain records 

regarding military justice administration 

and documentation of DHS/USCG 


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courts martial. As a result of a biennial 

review of the system, this notice 

includes the following updates: (1) A 

new routine use that permits DHS to 

share information with the news media 

and the public in certain situations; (2) 

routine use C has been updated to note 

that records will be provided to General 

Services Administration; (3) storage has 

been updated to remove CD–ROM as a 

storage method; and (4) system manager 

and address has been updated to reflect 

a new system manager and mail stop. 

Additionally, this notice includes nonsubstantive changes to simplify the 

formatting and text of the previously 

published notice. 

Consistent with DHS’s informationsharing mission, information stored in 

the DHS/USCG–008 United States Coast 

Guard Courts Martial Case 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, information may be shared 

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. 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 when 

systems of records maintain information 

on U.S. citizens, lawful permanent 

residents, and visitors. 

Below is the description of the DHS/ 

USCG–008 United States Coast Guard 

Courts Martial Case 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)/USCG–008 

SYSTEM NAME: 

DHS/USCG–008 United States Coast 

Guard Courts Martial Case Files 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

Records are maintained at the United 

States Coast Guard Headquarters in 

Washington, DC, and in field offices. 

Case Matter Management Tracking 

System (CMMT) is the information 

technology (IT) system in which records 

associated with this function are 

maintained. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Categories of individuals covered by 

this system include all USCG active 

duty, reserve, and retired active duty 

and retired reserve military personnel 

and other individuals who are tried by, 

or involved with, courts martial. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Categories of records in this system 

include: 

• Individual’s name; 

• Social Security number; 

• Employee identification number; 

• Date of birth; 

• Addresses; 

• Email address; 

• Telephone numbers; 

• Job-related information including: 

Job title, rank, duty station, supervisor’s 

name and telephone number; and 

• Records of trial (contents are in 

accordance with Article 54 of the 

Uniform Code of Military Justice and 

Rule for Court Martial 1103, which 

includes charge sheet, exhibits, 

transcript of trial, sentencing report, 

arguments, and various other 

documents). 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Departmental Regulations 5 U.S.C. 

301; the Federal Records Act, 44 U.S.C. 

3101; 14 U.S.C. 93(e), 632; 10 U.S.C. 

815; 10 U.S.C. 865; Executive Order 

11835; DHS Delegation 0170.1. 

PURPOSE(S): 

The purpose of this system is to 

document courts martial case files 

relating to all USCG active duty, reserve, 

and retired active duty and retired 

reserve military personnel and other 

individuals who are tried by, or 

involved with, courts martial. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Courts martial records reflect criminal 

proceedings ordinarily open to the 

public; therefore, they are normally 

releasable to the public pursuant to the 

Freedom of Information Act (FOIA). 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, 

other federal agencies conducting 

litigation, or in proceedings before any 

court, adjudicative, or administrative 

body, when it is relevant or 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 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 


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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 an appropriate federal, state, 

local, tribal, foreign, or international 

agency, if the information is relevant 

and necessary to a requesting agency’s 

decision concerning the hiring or 

retention of an individual, or issuance 

of a security clearance, license, contract, 

grant, or other benefit, or if the 

information is relevant and necessary to 

a DHS decision concerning the hiring or 

retention of an employee, the issuance 

of a security clearance, the reporting of 

an investigation of an employee, the 

letting of a contract, or the issuance of 

a license, grant, or other benefit and 

when disclosure is appropriate to the 

proper performance of the official duties 

of the person making the request. 

I. To provide statistical data 

concerning the number of proceedings 

held, units holding proceedings, 

offenses committed, punishments 

imposed, and background data of 

individuals concerned. 

J. To the Veterans Administration 

(VA) to assist USCG in determining the 

individual’s entitlement to benefits 

administered by the VA. 

K. To the confinement facility, if 

confinement is adjudged, and the 

confinement facility is not a USCG 

facility. 

L. To victims and witnesses of a crime 

for purposes of providing information, 

consistent with the requirements of the 

Victim and Witness Assistance Program, 

regarding the investigation and 

disposition of an offense pursuant to 

USCG Military Justice Manual, Article 

4.B.1.d and subject to any restrictions 

provided by the Victim and Witness 

Protection Act of 1982 (Pub. L. 97–291). 

M. 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: 

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, or digital media. 

RETRIEVABILITY: 

USCG retrieves records alphabetically 

by the name of the individual. 

SAFEGUARDS: 

USCG safeguards records in this 

system in accordance with applicable 

rules and policies, including all 

applicable DHS automated systems 

security and access policies. DHS 

imposes 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: 

All General Courts Martial and 

Special Courts Martial records involving 

Bad Conduct Discharge are permanent. 

Transfer to Federal Records Center 

(FRC) 2 years after date of final action. 

Transfer to NARA 10 years after final 

action. (AUTH: NC1–26–76–2, Item 

384a). Special Courts Martial other than 

those involving Bad Conduct Discharges 

are temporary. Transfer to FRC 2 years 

after date of final action. Destroy 10 

years after date of final action. (AUTH: 

NC1–26–76–2, Item 384b). Summary 

Courts Martial convened after 5 May 

1950 are Temporary. Transfer to FRC 2 

years after date of final action. Destroy 

10 years after date of final action. 

(AUTH: NC1–26–76–2, Item 384c(1)). 

SYSTEM MANAGER AND ADDRESS: 

Commandant (CG–0946), United 

States Coast Guard, Mail Stop 7213, 

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. 

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/foia or 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; 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 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. 


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RECORD ACCESS PROCEDURES: 

See ‘‘Notification procedure’’ above. 

CONTESTING RECORD PROCEDURES: 

See ‘‘Notification procedure’’ above. 

RECORD SOURCE CATEGORIES: 

Records are obtained from USCG 

investigating officers, military, and 

civilian personnel. Individual service 

records from proceedings conducted. 

Trial proceedings and subsequent 

statutory reviews—Court of Military 

Review, Court of Appeals for the Armed 

Services, and Chief Counsel of the 

USCG. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

Pursuant to exemption 5 U.S.C. 

552a(j)(2) of the Privacy Act, portions of 

this system are exempt from 5 U.S.C. 

552a(c)(3) and (4); (d); (e)(1), (e)(2), 

(e)(3), (e)(4)(G), (e)(4)(H), (e)(4)(I), (e)(5), 

and (e)(8); (f); and (g). Pursuant to 5 

U.S.C. 552a(k)(1) and (k)(2), this system 

is exempt from the following provisions 

of the Privacy Act, subject to the 

limitations set forth in those 

subsections: 5 U.S.C. 552a (c)(3); (d); 

(e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I); and 

(f). 

Dated: October 17, 2014. 

Karen L. Neuman, 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2014–25908 Filed 10–30–14; 8:45 am] 

BILLING CODE 9110–04–P 

DEPARTMENT OF HOMELAND 

SECURITY 

Office of the Secretary 

[Docket No. DHS–2014–0055] 

Privacy Act of 1974; Department of 

Homeland Security United States 

Coast Guard–021 Appointment of 

Trustee or Guardian for Mentally 

Incompetent Personnel Files System of 

Records 

AGENCY: Privacy Office, Department of 

Homeland Security. 

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 current Department of 

Homeland Security system of records 

titled, ‘‘Department of Homeland 

Security/United States Coast Guard–021 

Appointment of Trustee or Guardian for 

Mentally Incompetent Personnel Files 

System of Records.’’ This system of 

records allows the Department of 

Homeland Security/United States Coast 

Guard to collect and preserve the 

records regarding the appointment of a 

trustee or guardian for mentally 

incompetent United States Coast Guard 

personnel. As a result of a biennial 

review of this system, DHS/United 

States Coast Guard is updating this 

system of records to update the system 

manager and address category. 

Additionally, this notice includes nonsubstantive changes to simplify the 

formatting and text of the previously 

published notice. 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– 

2014–0055 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. 

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. For 

privacy questions, please contact: Karen 

L. Neuman, (202) 343–1717, 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)/United States 

Coast Guard (USCG) proposes to update 

and reissue a current DHS system of 

records titled, ‘‘DHS/USCG–021 

Appointment of Trustee or Guardian for 

Mentally Incompetent Personnel Files 

System of Records.’’ 

The collection and maintenance of 

this information will assist DHS/USCG 

in meeting its statutory obligation to 

maintain information on incompetent 

USCG military personnel, their 

dependents, and survivors for the 

purpose of determining eligibility for 

DHS/USCG benefits such as military 

retired pay or the Survivor Benefit Plan 

for dependents, and the closely-related 

Veterans Affairs benefits. As a result of 

a biennial review of the system, the 

system manager and address category 

have been updated to reflect the new 

mail stop. 

Consistent with DHS’s information 

sharing mission, information stored in 

the DHS/USCG–021 Appointment of 

Trustee or Guardian for Mentally 

Incompetent Personnel 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. 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 when 

systems of records maintain information 

on U.S. citizens, lawful permanent 

residents, and visitors. 

Below is the description of the DHS/ 

USCG–021 Appointment of Trustee or 

Guardian for Mentally Incompetent 

Personnel 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. 


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