Recruiting Files SORN - 027

1625-NEW Recruiting Files System of Records Notice - 027.pdf

United States Coast Guard Academy Introduction Mission Program Application and Supplemental Forms

Recruiting Files SORN - 027

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emcdonald on DSK2BSOYB1PROD with NOTICES

as amended. The grant applications and
the discussions could disclose
confidential trade secrets or commercial
property such as patentable material,
and personal information concerning
individuals associated with the grant
applications, the disclosure of which
would constitute a clearly unwarranted
invasion of personal privacy.

DEPARTMENT OF HEALTH AND
HUMAN SERVICES

DEPARTMENT OF HOMELAND
SECURITY

National Institutes of Health

Office of the Secretary

National Institute on Alcohol Abuse
and Alcoholism; Notice of Closed
Meeting
Pursuant to section 10(d) of the
Federal Advisory Committee Act, as
amended (5 U.S.C. App.), notice is
hereby given of a meeting of the Board
of Scientific Counselors, NIAAA.
The meeting will be closed to the
public as indicated below in accordance
with the provisions set forth in section
552b(c)(6), Title 5 U.S.C., as amended
for the review, discussion, and
evaluation of individual intramural
programs and projects conducted by the
NATIONAL INSTITUTE ON ALCOHOL
ABUSE AND ALCOHOLISM, including
consideration of personnel
qualifications and performance, and the
competence of individual investigators,
the disclosure of which would
constitute a clearly unwarranted
invasion of personal privacy.

Name of Committee: National Institute on
Deafness and Other Communication
Disorders Special Emphasis Panel; P50
Review.
Date: September 1, 2011.
Time: 11 a.m. to 2 p.m.
Agenda: To review and evaluate grant
applications.
Place: National Institutes of Health, 6120
Executive Blvd., Rockville, MD 20852,
(Telephone Conference Call)
Contact Person: Kausik Ray, PhD, National
Institute on Deafness and Other
Communication Disorders, National
Institutes of Health, 6120 Executive Blvd.,
Bethesda, MD 20892, 301–496–8683,
[email protected]
Name of Committee: National Institute on
Deafness and Other Communication
Disorders Special Emphasis Panel; P30
Review.
Date: September 7, 2011.
Time: 8 a.m. to 5 p.m.
Agenda: To review and evaluate grant
applications.
Place: Hyatt Regency Bethesda, One
Bethesda Metro Center, 7400 Wisconsin
Avenue, Bethesda, MD 20814.
Contact Person: Shiguang Yang, DVM,
PhD, Scientific Review Officer, Division of
Extramural Activities, NIDCD, NIH, 6120
Executive Blvd., Bethesda, MD 20892, 301–
496–8683.
Name of Committee: National Institute on
Deafness and Other Communication
Disorders Special Emphasis Panel; P50 Grant
Review.
Date: September 14, 2011.
Time: 11 a.m. to 4 p.m.
Agenda: To review and evaluate grant
applications.
Place: National Institutes of Health, 6120
Executive Blvd,. Rockville, MD 20852,
(Telephone Conference Call)
Contact Person: Shiguang Yang, DVM,
PhD, Scientific Review Officer, Division of
Extramural Activities, NIDCD, NIH, 6120
Executive Blvd., Bethesda, MD 20892, 301–
496–8683.
(Catalogue of Federal Domestic Assistance
Program Nos. 93.173, Biological Research
Related to Deafness and Communicative
Disorders, National Institutes of Health, HHS)

Name of Committee: Board of Scientific
Counselors, NIAAA.
Date: August 31–September 1, 2011.
Time: August 31, 2011, 7:45 a.m. to 5:30
p.m.
Agenda: To review and evaluate
Laboratory of Clinical and Translational
Studies.
Place: National Institutes of Health,
Building 10, 10 Center Drive, Bethesda, MD
20892.
Time: September 1, 2011, 7:45 a.m. to 5:30
p.m.
Agenda: To review and evaluate
Laboratory of Neuroimaging.
Place: National Institutes of Alcohol Abuse
and Alcoholism, 5635 Fishers Lane, Terrance
Level Room 508/509, Bethesda, MD 20892.
Contact Person: Trish Scullion, Chief of
Administrative Branch, National Institute of
Health, National Institute on Alcohol Abuse
and Alcoholism, 5635 Fishers Lane, Room
3061, Rockville, MD 20852, 301–443–6076.
(Catalogue of Federal Domestic Assistance
Program Nos. 93.271, Alcohol Research
Career Development Awards for Scientists
and Clinicians; 93.272, Alcohol National
Research Service Awards for Research
Training; 93.273, Alcohol Research Programs;
93.891, Alcohol Research Center Grants;
93.701, ARRA Related Biomedical Research
and Research Support Awards., National
Institutes of Health, HHS)

Dated: August 4, 2011.
Jennifer S. Spaeth,
Director, Office of Federal Advisory
Committee Policy.

Dated: August 4, 2011.
Jennifer S. Spaeth,
Director, Office of Federal Advisory
Committee Policy.

[FR Doc. 2011–20320 Filed 8–9–11; 8:45 am]

[FR Doc. 2011–20317 Filed 8–9–11; 8:45 am]

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[Docket No. DHS–2011–0062]

Privacy Act of 1974; Department of
Homeland Security United States
Coast Guard DHS/USCG–027
Recruiting Files System of Records
Privacy Office, DHS.
Notice of Privacy Act system of

AGENCY:
ACTION:

records.
SUMMARY: In accordance with the
Privacy Act of 1974 the Department of
Homeland Security proposes to update
and reissue an existing Department of
Homeland Security system of records
titled, ‘‘Department of Homeland
Security/United States Coast Guard–027
Recruiting Files System of Records.’’
This system of records allows the
Department of Homeland Security/
United States Coast Guard to collect and
maintain records regarding its enlistee
recruiting program. As a result of the
required biennial review of this system,
category of records and retention and
disposal have been updated and one
routine use has been added to allow for
sharing with Department of Defense.
This updated system will replace the
existing system of records.
DATES: Submit comments on or before
September 9, 2011. This new system
will be effective September 9, 2011.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2011–0062 by one of the following
methods:
• Federal e-Rulemaking Portal: http://
www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 1–703–483–2999.
• 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 to 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:
Marilyn Scott-Perez (202–475–3515),
Privacy Officer, United States Coast
Guard, 2100 2nd Street, SW., Stop 7101,
Washington, DC 20593. For privacy
issues please contact: Mary Ellen

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Callahan (703–235–0780), Chief Privacy
Officer, Privacy Office, U.S. 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 an existing DHS system of
records titled, ‘‘DHS/United States Coast
Guard–027 Recruiting Files System of
Records.’’ This record system will allow
DHS/USCG to collect and preserve
records related to the recruiting
program. The collection and
maintenance of this information will
assist DHS/USCG in meeting its
obligation to administer the USCG’s
recruiting program.
As a result of the biennial review of
this system, records have been updated
in the ‘‘Categories of Records in the
system’’ section to include an
individual’s home address. The
‘‘Retention and disposal’’ category was
amended to reflect:
• Completed Coast Guard Selection
Test (CGST), including Short Basic Test
Battery (SBTB) answer sheets sent to
Coast Guard Institute by Recruiting
Offices are destroyed when two years
old (SSIC 1500 Item 17a, (NC1–26–80–
4, item 338j(1)) and 17b (NC1–26–80–4,
item 338j(2))).
• Officer candidate files for selected
applicants are filed in the permanent
Official Military Personnel Folder (SSIC
1100, item 1a, NC1–26–76–2, item
583a). Files for non-selected applicants
are destroyed six months after deadline
dates for class which application is
made (SSIC1100, item 1b, NC1–26–76–
2, item 583b). Direct Commission
Programs Applicant files; selected
applicants records are filed in the
permanent Official Military Personnel
Folder (SSIC 1100, item 2a, NC1–26–
79–2, item 584a); non-selected
applicants files are destroyed one year
from date of board by which considered
(SSIC 1100, item 2b, NC1–26–79–2, item
584b). OCS and direct commission
applicant files containing copies of
applications for appointment in the
Coast Guard Reserve are destroyed
when one year old (SSIC 100, Item 3b,
NC1–26–80–4, item 337b).
• Recruiting office jackets of
successful and unsuccessful applicants
for enlistment are destroyed one year
after enlistment or rejection (SSIC 1100,
Item 3a, NC1–26–80–4, item 337a).
• General information files with the
recruiting and enlistment are destroyed
after two years (SSIC 1100 item 4, NC1–
26–76–2, Item 587).

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One routine use (I) was added to
allow DHS to share these records with
officials and employees of the
Department of Defense in the
performance of their official duties
related to the qualification of applicants
for enlistment or commissioning, and
for the analysis of and recordation of
military forces levels.
II. Privacy Act
The Privacy Act embodies fair
information principles in a statutory
framework governing the means by
which the U.S. 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 U.S.
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.
Below is the description of the DHS/
United States Coast Guard–027
Recruiting 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
DHS/USCG–027
SYSTEM NAME:

DHS/USCG–027 Recruiting Files
System of Records.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

Records are maintained within the
Recruiting Analysis and Tracking
System (RATS) at the United States
Coast Guard Recruiting Command,
Arlington, Virginia, United States Coast
Guard Operations Systems Center,
Kearneysville, West Virginia, USCG
Headquarters in Washington, DC, and
field offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Categories of individuals covered by
this system include records and
correspondence pertaining to
prospective applicants, applicants for

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regular and reserve enlisted and officer
programs, and any other individuals
who have initiated correspondence
pertaining to enlistment in the United
States Coast Guard. This system also
covers civilians and military personnel
who have taken the following tests:
Armed Services Vocational Aptitude
Battery; United States Navy Officer
Qualification Test; OQT; United States
Navy and United States Marine Corps
Aviation Selection Test, AST; United
States Navy Basic Test Battery (BTB),
BTB (retests); the Cooperative Tests for
Advanced Electronic Training (AET
TESTS); the 16 Personality Fact Test
used for screening of enlisted personnel
for recruiting duty; and Professional
Examination for Merchant Mariners.
CATEGORIES OF RECORDS IN THE SYSTEM:

Categories of records in this system
include:
• Individual’s name;
• Individual’s home address;
• Date of birth;
• Social security number;
• Program of interest;
• Citizenship;
• Marital status;
• Race;
• Ethnicity;
• Gender;
• Personal history;
• E-mail and phone contact
information;
• Education;
• Test scores, college majors, grades
and transcripts;
• Professional qualifications;
• Adverse or disqualifying
information, such as criminal record,
medical data, and credit history;
• Mental aptitude;
• Medical documentation;
• Medical waivers;
• Physical qualifications;
• Character and interview appraisals;
• National Agency Checks and
certifications;
• Service performance;
• Advertising responses;
• Applicant initiated inquiries;
• Congressional or special interests;
• Marketing data collected through
the USCG recruiting Web site and
telephone queries made by prospects;
and
• Credit report results (per Homeland
Security Presidential Directive–12).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; 10 U.S.C. 503; 14 U.S.C.
350–373, 632; COMDTINST M1100.2E,
Coast Guard Recruiting Manual.
PURPOSE(S):

The purpose of this system is to
document recruiting efforts and

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maintain recruiting files for the United
States Coast Guard and United States
Coast Guard Reserves. This system also
provides test results if an applicant
(military or civilian) applies for an
officer program, or is already in the
military and is recruited to a training
program.

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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 of 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 U.S. 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 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 U.S. 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 and the use of
such records is compatible with the
purpose for which DHS collected the
records.
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
other Federal government agencies
pursuant to records management
inspections being conducted under the
authority of 44 U.S.C. 2904 and 2906.
D. To an 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

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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 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, where 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 officials and employees of the
Veterans Administration and Selective
Service System in the performance of
their official duties related to enlistment
and reenlistment eligibility and related
benefits.
I. To officials and employees of the
Department of Defense in the
performance of their official duties
related to the qualification of applicants
for enlistment or commissioning, and
for the analysis of and recordation of
military force levels.
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 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

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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:

Records in this system are stored
electronically 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:

Records may be retrieved
alphabetically by name and social
security number.
SAFEGUARDS:

Records in this system are
safeguarded in accordance with
applicable rules and policies, including
all applicable DHS automated systems
security and access policies. Strict
controls have been imposed 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.
The system maintains a real-time
auditing function of individuals who
access the system.
RETENTION AND DISPOSAL:

Completed Coast Guard Selection Test
(CGST), including Short Basic Test
Battery (SBTB) answer sheets sent to
Coast Guard Institute by Recruiting
Offices are destroyed when two years
old (SSIC 1500 Item 17a, (NC1–26–80–
4, item 338j(1)) and 17b (NC1–26–80–4,
item 338j(2))).
Officer candidate files for selected
applicants are filed in the permanent
Official Military Personnel Folder (SSIC
1100, item 1a, NC1–26–76–2, item 583a)
Files for non-selected applicants are
destroyed 6 months after deadline dates
for class which application is made
(SSIC1100, item 1b, NC1–26–76–2, item
583b) Direct Commission Programs
Applicant files; selected applicants
records are filed in the permanent
Official Military Personnel Folder (SSIC
1100, item 2a, NC1–26–79–2, item
584a); Non-selected Applicants files are
destroyed 1 year from date of board by
which considered. (SSIC 1100, item 2b,
NC1–26–79–2, item 584b) OCS and

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direct commission applicant files
containing copies of applications for
appointment in the Coast Guard Reserve
are destroyed when 1 year old. (SSIC
1100, Item 3b, NC1–26–80–4, item 337b)
Recruiting office jackets of successful
and unsuccessful applicants for
enlistment are destroyed one year after
enlistment or rejection. (SSIC 1100, Item
3a, NC1–26–80–4, item 337a) General
information files with the recruiting and
enlistment are destroyed after two years
(SSIC 1100 item 4, NC1–26–76–2, Item
587).
SYSTEM MANAGER AND ADDRESS:

Commander, United States Coast
Guard Personnel Command, 2100 2nd
Street, SW., Stop 7801, Washington, DC
20539.

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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), U.S. Coast Guard, Attn: FOIA
Coordinator, 2100 2nd Street, SW., Stop
7101, Washington, DC 20593.
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,
• Specify when you believe the
records would have been created,
• 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
USCG will 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.

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CONTESTING RECORD PROCEDURES:

See ‘‘Notification procedure’’ above.
RECORD SOURCE CATEGORIES:

Records are obtained from USCG
recruiting personnel and administrative
staff. Medical personnel or private
physicians providing consultations or
patient history. Character and employee
references. Educational institutions,
staff and faculty members. Selective
Service System. Local, state, and
Federal law enforcement agencies. Prior
or current military service records.
Members of Congress. Other officials
and employees of the Coast Guard,
Department of Defense and components
thereof, in the performance of their
duties and as specified by current
instructions and regulations
promulgated by competent authority.
Recruiting officials and individuals
being recruited or who have been
recruited by the United States Coast
Guard, United States Marine Corps,
United States Navy, and the United
States Navy Bureau of Medicine.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.
Dated: July 8, 2011.
Mary Ellen Callahan,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. 2011–20225 Filed 8–9–11; 8:45 am]
BILLING CODE 9110–04–P

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2011–0068]

Privacy Act of 1974; Department of
Homeland Security/United States
Secret Service—001 Criminal
Investigation Information System of
Records
Privacy Office; DHS.
Notice of Privacy Act system of

AGENCY:
ACTION:

records.
SUMMARY: In accordance with the
Privacy Act of 1974 and as part of the
Department of Homeland Security’s
biennial review of system of record
notices, 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 Secret Service—001
Criminal Investigation Information
System of Records.’’ As a result of
biennial review of this system, records
have been updated within the categories
of records, routine uses, and notification

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49497

procedures of this system of records
notice. Additionally, the Department of
Homeland Security previously
published a Final Rule in the Federal
Register to exempt this system of
records from certain provisions of the
Privacy Act; the current updates to this
system of records do not impact the
nature of the exemptions claimed. This
updated system will be included in the
Department of Homeland Security’s
inventory of record systems.
DATES: Written comments must be
submitted on or before September 9,
2011.
ADDRESSES: You may submit comments,
identified by docket number DHS–
2011–0068 by one of the following
methods:
• Federal e-Rulemaking Portal:
http://www.regulations.gov. Follow the
instructions for submitting comments.
• Fax: 1–866–466–5370.
• 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 to 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: Latita
Payne (202–406–6370), Privacy Officer,
United States Secret Service, 245
Murray Lane, SW., Building T–5,
Washington, DC 20223. 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
In accordance with the Privacy Act of
1974, 5 U.S.C. 552a, and as part of the
Department of Homeland Security’s
(DHS) biennial review of system of
record notices, DHS/United States
Secret Service (USSS) proposes to
update and reissue a current DHS
system of records titled, DHS/USSS–001
Criminal Investigation Information
System. As a result of biennial review
of this system, records have been
updated within the categories of
individuals covered in this system and
categories of records in this system in
order to further define, narrow, and
eliminate duplicative categories.

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