64818 Federal Register / Vol. 79, No. 211 / Friday, October 31, 2014 / Notices 

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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Federal Register / Vol. 79, No. 211 / Friday, October 31, 2014 / Notices 64819 

System of Records 

Department of Homeland Security (DHS)/ 

USCG–021 

SYSTEM NAME: 

DHS/USCG–021 Appointment of 

Trustee or Guardian for Mentally 

Incompetent Personnel. 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

USCG maintains records at the United 

States Coast Guard Headquarters in 

Washington, DC and field offices. 

Composite Health Care System 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 Coast Guard 

military personnel (regular, reserve, 

active duty, and retired) and their 

dependents or survivors who are 

mentally incompetent and the guardian 

or trustee. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

• Individual’s name; 

• Guardian trustee’s name and 

contact information; 

• Information relating to the mental 

incompetence of certain Coast Guard 

personnel, their dependents, or 

survivors; and 

• Records used to assist USCG 

officials in appointing guardian trustees 

to mentally incompetent USCG 

personnel. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Departmental Regulations, 5 U.S.C. 

301; 10 U.S.C. 1448, 1449; 14 U.S.C. 

632; 37 U.S.C. 601–604; 33 CFR 49.05; 

49 CFR 1.45, 1.46. 

PURPOSE(S): 

The purpose of this system is to 

maintain information on mentally 

incompetent USCG military personnel, 

their dependents, and survivors to 

determine eligibility for DHS/USCG 

benefits such as military retired pay or 

the Survivor Benefit Plan for survivors, 

and the closely-related Veterans Affairs 

benefits. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Note: This system of records contains 

individually identifiable health 

information. The Health Insurance 

Portability and Accountability Act of 

1996, applies to most of such health 

information. Department of Defense 

6025.18–R may place additional 

procedural requirements on the uses 

and disclosures of such information 

beyond those found in the Privacy Act 

of 1974 or mentioned in this system of 

records notice. Therefore, routine uses 

outlined below may not apply to such 

health information. 

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 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 

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 prospective or approved 

guardian trustees or appointees, 

including but not limited to relatives, 

lawyers, and physicians or other 

designated representatives. 

I. To the Department of Veteran’s 

Affairs upon request for the 

determination of eligibility for benefits 

administered by that agency. 

J. 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, 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 


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64820 Federal Register / Vol. 79, No. 211 / Friday, October 31, 2014 / Notices 

secure facilities in a locked drawer 

behind a locked door. The records may 

be stored on magnetic disc, tape, and 

digital media. 

RETRIEVABILITY: 

DHS/USCG retrieves records 

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: 

Records are retained for five years 

after action is complete, then destroyed. 

(AUTH: NC1–26–76–2, Item 577) 

SYSTEM MANAGER AND ADDRESS: 

Commandant (CG–12), 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 Chief Privacy 

Officer and USCG’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 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; 

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 U.S. Coast 

Guard officials, legal representatives of 

individuals, and/or individuals 

concerned, medical personnel, and 

complainants. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

Dated: October 17, 2014. 

Karen L. Neuman 

Chief Privacy Officer, Department of 

Homeland Security. 

[FR Doc. 2014–25906 Filed 10–30–14; 8:45 am] 

BILLING CODE 9110–04–P 

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. 

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 WellBeing 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. 


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