1625-0074 USCG 008 Accounts Receivable SORN

[Federal Register Volume 80, Number 187 (Monday, September 28, 2015)]

[Notices]

[Pages 58289-58292]

From the Federal Register Online via the Government Publishing Office [www.gpo.gov]

[FR Doc No: 2015-24588]

-----------------------------------------------------------------------

DEPARTMENT OF HOMELAND SECURITY

Office of the Secretary

[Docket No. DHS-2015-0062]

Privacy Act of 1974; Department of Homeland Security/ALL-008

Accounts Receivable 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/ALL-008 Accounts Receivable System of Records.'' This system

allows the Department of Homeland Security to collect and maintain

payment records. As a result of a biennial review of this system, the

Department of Homeland Security is updating this system of records

notice to reflect an updated category of records, an additional system

location, an updated routine use, and an updated retention schedule.

Additionally, this notice includes non-substantive changes to simplify

the formatting and text of the previously published notice.

DATES: Submit comments on or before October 28, 2015. This updated

system will be effective October 28, 2015.

ADDRESSES: You may submit comments, identified by docket number DHS-

2015-0062 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 and privacy questions

please contact: Karen L. Neuman, (202) 343-1717, Chief Privacy Officer,

Privacy Office, Department of Homeland Security, Washington, DC 20528-

0655.

SUPPLEMENTARY INFORMATION:

I. Background

In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the

Department of Homeland Security (DHS) proposes to update and reissue a

current DHS system of records titled, ``DHS/ALL-008 Accounts Receivable

System of Records.'' This system consists of both electronic and paper

records that are used by DHS and its Components and offices to collect

and maintain accounts receivable records. The collection and

maintenance of accounts receivable information assists DHS in meeting

its obligation to manage Departmental funds and ensures that the

Department has an accurate accounting of all the money that it is owed.

DHS is updating this SORN to provide notice that financial management

activities for three DHS Components: Domestic and Nuclear Detection

Office (DNDO), Transportation Security Administration (TSA), and the

United States Coast Guard (USCG), are transferring their financial

management services to the Department of Interior's (DOI) Oracle

Federal Financials (OFF) Virtual Environment. OFF is an application

owned by DOI that provides federal agencies with a web-based

application that contains customizable financial management modules.

When combined, the modules provide a comprehensive financial software

package that supports budgeting, purchasing, federal procurement,

accounts payable, fixed assets, general ledger, inventory, accounts

receivable, reimbursement, reporting, and collection functions.

Although DOI will host DHS information, DHS will retain control over

its data. Individuals should request DHS records resident on the DOI

system through DHS and DHS will review and if approve (as appropriate)

all requests.

DHS is updating the category of records to include general contact

information, such as phone numbers, FAX numbers, and email addresses in

recognition that DHS may contact vendors or employees via other methods

than standard mail. DHS is updating the system location to provide

notice that DHS information will be maintained at DOI. DHS is updating

routine use L by dividing the previous routine use into two, with

routine use L to provide information to unions recognized as exclusive

bargaining representatives and new routine use M which permits sharing

with the Merit Systems Protection Board, arbitrators, the Federal

Labors Relations Authority, Equal Employment Opportunity Commission

(EEOC). DHS is adding the EEOC to the previously issued routine

[[Page 58290]]

use for the purpose of processing any corrective actions, or

grievances, or conducting administrative hearings or appeals, or if

needed in the performance of other authorized duties. DHS is also

updating routine use N (previously routine use M), which will allow DHS

to share information with federal agencies that host shared financial

services, such as DOI's web-based financial management application. DHS

is updating the retention period to reflect the new General Records

Schedule 1.1, which modified the retention period for financial

transaction records from six years and three months to exactly six

years. Additionally, this notice includes non-substantive changes to

simplify the formatting and text of the previously published notice.

Consistent with DHS's information sharing mission, information

stored in the DHS/ALL-008 Accounts Receivable 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 may share

information with appropriate federal, state, local, tribal,

territorial, foreign, and international government agencies, members of

the public, and other entities 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 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 United States 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. 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 that each agency publish in the Federal

Register a description denoting the type and character of each system

of records in order to make agency recordkeeping practices transparent,

to notify individuals about the use of their records, and to assist the

individual to more easily find files within the agency. Below is a

description of the DHS/ALL-008 Accounts Receivable 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

and to Congress.

System of Records:

Department of Homeland Security (DHS)/ALL-008.

System name:

DHS/ALL-008 Accounts Receivable Records.

Security classification:

Unclassified.

System location:

DHS maintains records at several Headquarters locations and in

Component offices of DHS, in both Washington, DC and field locations.

DHS also maintains records in the Department of Interior's (DOI) Oracle

Federal Financials (OFF) Virtual Environment in Reston, VA and Denver,

CO.

Categories of individuals covered by the system:

Any individual or organization that is indebted to DHS.

Categories of records in the system:

Categories of records in this system include:

Individual's name;

Tax identification number, which may be a Social Security

number in certain instances;

Addresses and other general contact information, such as

phone numbers, FAX numbers, or email addresses;

Waiver of Debt Letter of Appeal;

Receipts;

Notices of debts;

Invoices;

Record of payments, including refunds and overpayments;

Number and amount of unpaid or overdue bills;

Record of satisfaction of debt or referral for further

action;

Correspondence and documentation with debtors and

creditors; and

Electronic financial institution data.

Authority for maintenance of the system:

5 U.S.C. 301; 5 U.S.C. 5701 et seq., Travel, Transportation, and

Subsistence; the Federal Records Act, 44 U.S.C. 3101; the Homeland

Security Act of 2002, Public Law 107-296, 6 U.S.C. 121; 19 U.S.C. 1451;

31 U.S.C. 7701(c); the Chief Financial Officers Act of 1990, Pub. L.

101-576; 19 CFR 24.16 and 24.17; Executive Order 11348, as amended by

Executive Order 12107; and Executive Order 9397, as amended by

Executive Order 13478.

Purpose(s):

The purpose of this system is to collect and maintain records of

debts owed to DHS.

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

United States 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 United States 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 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:

[[Page 58291]]

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) 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. 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 a federal, state, or local agency so that the agency may

adjudicate an individual's eligibility for a benefit.

I. To the Department of Justice or other federal agency for further

collection action on any delinquent debt when circumstances warrant.

J. To a debt collection agency for the purposes of debt collection.

K. To approved federal, state, and local government agencies for

any legally mandated purpose in accordance with their authorizing

statute or law and where an approved Memorandum of Agreement or

Computer Matching Agreement (CMA) is in place between DHS and the

entity.

L. To provide information to unions recognized as exclusive

bargaining representatives under the Civil Service Reform Act of 1978,

5 U.S.C. 7111 and 7114.

M. To the Merit Systems Protection Board, arbitrators, the Federal

Labors Relations Authority, Equal Employment Opportunity Commission and

other parties responsible for the administration of the Federal Labor-

Management Program for the purpose of processing any corrective

actions, or grievances, or conducting administrative hearings or

appeals, or if needed in the performance of other authorized duties.

N. To federal agencies who provide financial management services

for DHS Components under a cross-servicing agreement for purposes such

as budgeting, purchasing, procurement, reimbursement, reporting, and

collection functions.

O. To the Government Accountability Accounting Office, Department

of Justice, or a United States Attorney, copies of the Debt Collection

Officer's file regarding the debt and actions taken to attempt to

collect monies owed.

P. 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,

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:

Yes, DHS may disclose, pursuant to 5 U.S.C. 552a(b)(12), to

consumer reporting agencies in accordance with the provision of 15

U.S.C. 1681, et seq. or the Federal Claims Collection Act of 1966 as

amended (31 U.S.C. 3701, et seq.). The purpose of this disclosure is to

aid in the collection of outstanding debts owed to the Federal

Government, typically, to provide an incentive for debtors to repay

delinquent Federal Government debts by making these part of their

credit records.

Disclosure of records is limited to the individual's name, address,

TIN/SSN, and other information necessary to establish the individual's

identity; the amount, status, and history of the claim; and the agency

or program under which the claim arose. The disclosure will be made

only after the procedural requirements of 31 U.S.C. 3711(e) have been

followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

DHS stores records in this system electronically in multiple

databases or on paper in secure facilities in a locked drawer behind a

locked door. The records are stored on magnetic disc, tape, digital

media, and CD-ROM.

Retrievability:

DHS retrieves data by an individual's name, tax identification

number/Social Security number, employee identification number, or other

personal identifier.

Safeguards:

DHS safeguards records in this system in accordance with applicable

rules and policies, including all applicable DHS automated systems

security and access policies. DHS has imposed strict controls to

minimize the risk of compromising the information that is being stored.

DHS limits access to the computer system containing the records 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:

DHS destroys records six years after final payment or cancellation,

in accordance with National Archives and Records Administration General

Records Schedule 1.1, item 010.

System Manager and address:

The Chief Financial Officer, Department of Homeland Security,

Washington, DC 20528.

Notification procedure:

Individuals seeking notification of and access to any record

contained in this system of records, including DHS records hosted by

another federal agency under a cross-servicing agreement for financial

management services, or seeking to contest its content, may submit a

request in writing to the Headquarters or Component's Freedom of

Information Act (FOIA) Officer, whose contact information can be found

at http://www.dhs.gov/foia-contact-information. 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

[[Page 58292]]

SW., Building 410, STOP-0655, 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

and 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:

Information originates with DHS, its Components and offices, and

individuals submitting supporting documentation for reimbursement.

Exemptions claimed for the system:

None.

Dated: September 18, 2015.

Karen L. Neuman,

Chief Privacy Officer, Department of Homeland Security.

[FR Doc. 2015-24588 Filed 9-25-15; 8:45 am]

BILLING CODE 9110-9B-P