System of Records Notice

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by DHS components to perform hiring/
recruitment related activities. As part of
the effort to consolidate and modernize
the HR systems, the OCHCO is leading
an effort to consolidate towards an
automated enterprise solution that can
contribute to material improvements in
the overall hiring process.
Working in close collaboration,
OCHCO’s Human Capital Business
System (HCBS) and Human Capital
units defined the key project goals. The
overall vision for the e-Recruitment
initiative is to implement a state-of-theart system that automates hiring/
recruitment processes across DHS and
seamlessly integrates with other related
DHS services.
The Office of Management and Budget
is particularly interested in comments
which:
1. Evaluate whether the proposed
collection of information is necessary
for the proper performance of the
functions of the agency, including
whether the information will have
practical utility;
2. Evaluate the accuracy of the
agency’s estimate of the burden of the
proposed collection of information,
including the validity of the
methodology and assumptions used;
3. Enhance the quality, utility, and
clarity of the information to be
collected; and
4. Minimize the burden of the
collection of information on those who
are to respond, including through the
use of appropriate automated,
electronic, mechanical, or other
technological collection techniques or
other forms of information technology,
e.g., permitting electronic submissions
of responses.
This collection is designed to further
allow DHS to plan recruitment efforts
based on workforce analytics regarding
turnover rates and expected budget/FTE
allocations; proactively recruit for
anticipated vacancies to reduce the
time-to-hire; automate employee
referrals, applications, pre-screening,
resume management, candidate
tracking, and candidate rating and
ranking; provide applicant workflow,
communications, interview
management, reference/background
checking, and ‘‘on-boarding’’ services;
provide regulatory and analytical
reports for both recruiters and hiring
managers. Response by applicants is
optional. Any information obtained by
DHS will be used only for evaluating
applicants for job opportunities by
rating and ranking the applications
based upon the qualifications and skills
outlined by the job vacancy
announcement. All responses are
treated in a highly confidential manner

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and responses may be verified for
accuracy and completeness.
Analysis
AGENCY: Department of Homeland
Security, Office of the Chief Human
Capital Officer.
Title: DHS Enterprise e-Recruitment
System.
OMB Number: 1601–New.
Frequency: On-going collection.
Affected Public: All individuals
anticipating applying for an
employment opportunity with the
Department of Homeland Security
Headquarters Division.
Number of Respondents: 10,000.
Estimated Time Per Respondent: 2
Hours.
Total Burden Hours: 10,000 × 2 =
20,000.
Total Burden Cost (capital/startup):
$20,341,958.00.
Total Burden Cost (operating/
maintaining): $39,845,675.00.
Dated: November 18, 2008.
Richard Mangogna,
Chief Information Officer.
[FR Doc. E8–28036 Filed 11–24–08; 8:45 am]
BILLING CODE 4410–10–P

DEPARTMENT OF HOMELAND
SECURITY
Office of the Secretary
[Docket No. DHS–2008–0136]

Privacy Act of 1974; Department of
Homeland Security General Training
Records 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 is giving notice that
it proposes to update one record system
titled, DHS/ALL–003 Department of
Homeland Security General Training
Records. Categories of individuals,
categories of records, routine uses, and
exemptions of this system of records
notice have been updated to better
reflect the Department’s updated general
training record systems. Additionally,
the Department will be issuing a Final
Rule on the exemptions elsewhere in
the Federal Register concurrent with
the publishing of this updated System of
Records Notice. This updated system
will be included in the Department of
Homeland Security’s inventory of
record systems.
DATES: Comments must be received on
or before December 26, 2008.

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You may submit comments,
identified by docket number DHS–
2008–0136 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: Hugo Teufel III, 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 and may be read at
http://www.regulations.gov, including
any personally identifiable information
provided.
• Docket: For access to the docket to
read background documents or
comments received, go to http://
www.regulations.gov.

ADDRESSES:

For
general questions and privacy issues
please contact: Hugo Teufel III (703–
235–0780), Chief Privacy Officer,
Privacy Office, Department of Homeland
Security, Washington, DC 20528.
SUPPLEMENTARY INFORMATION:
FOR FURTHER INFORMATION CONTACT:

I. Background
The Department of Homeland
Security (DHS) is updating and
reissuing an agency-wide system of
records under the Privacy Act (5 U.S.C.
552a) for DHS general training records.
This system collects and maintains
training records on current and former
Departmental employees, contractors,
and other individuals.
In accordance with the Privacy Act of
1974, DHS is giving notice that it
proposes to update one record system
titled, DHS/ALL–003 Department of
Homeland Security General Training
Records (71 FR 26767 May 8, 2006).
Categories of individuals have been
updated to include volunteers and
contractors; other participants in
training programs, including instructors,
course developers, observers, and
interpreters; categories of records have
been updated to include more extensive
records for processing and tracking
training activities; routine uses have
been updated to allow for the sharing of
information for an audit of the
Department or it’s components; to share
with the supervisor of those individuals
seeking training as it relates to the
individual’s fitness and qualifications
for training and to provide training
status; and to allow for sharing in the
event the Department has a possible loss
of personally identifiable information.
Additionally, the Department will be

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issuing a Final Rule on the exemptions
elsewhere in the Federal Register
concurrent with the publishing of this
updated 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 the United States 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
United States citizens and legal
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. 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 each agency
to publish in the Federal Register a
description denoting the type and
character of each system of records that
the agency maintains, and the routine
uses that are contained in each system
in order to make agency record keeping
practices transparent, to notify
individuals regarding the uses to which
their records are put, and to assist
individuals to more easily find such
files within the agency. Below is the
description of the DHS Mailing and
Other Lists System of Records.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this
updated system of records to the Office
of Management and Budget and to
Congress.
SYSTEM OF RECORDS

SYSTEM NAME:

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Department of Homeland Security
General Training Records.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

Records are maintained at several
Headquarters locations and in

17:01 Nov 24, 2008

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Homeland Security Act of 2002,
Pub. L. 107–296, 6 U.S.C. 121; Federal
Records Act, 44 U.S.C. 3101; 6 CFR Part
5; 5 U.S.C. app. 3; 5 U.S.C. 301 and Ch.
41; Executive Order 11348, as amended
by Executive Order 12107; and
Executive Order 9397 (SSN).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:

Current and former employees of
DHS, volunteers and contractors; any
individual who is or has been an
employee of DHS and who has applied
for, participated in or assisted with a
training program; any other Federal
employee or private individual,
including contractors and others, who
has participated in or assisted with
training programs recommended,
sponsored or operated by the
Department of Homeland Security; and
other participants in training programs,
including instructors, course
developers, observers, and interpreters.
CATEGORIES OF RECORDS IN THE SYSTEM:

The system includes all records
pertaining to training, including:
• Individual’s name;
• Date of birth;
• Social security number;
• Address;
• Phone numbers;
• Email addresses;
• Occupation;
• Nomination forms;
• Registration forms;
• Course rosters and sign-in sheets;
• Instructor lists;
• Schedules;
• Payment records, including
financial, travel and related
expenditures;
• Examination and testing materials;
• Grades and student evaluations;
• Course and instructor critiques;
• Equipment issued to trainees and
other training participants; and other
reports pertaining to training; and
• Individuals who apply for but are
not accepted for training.
PURPOSE:

DHS/All-003.

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component offices of the Department of
Homeland Security, in both
Washington, DC and field locations.

Jkt 217001

This record system will collect and
document training given to DHS
employees, contractors, and others who
are provided DHS training. This system
will provide DHS with a means to track
the particular training that is provided,
identify training trends and needs,
monitor and track the expenditure of
training and related travel funds,
schedule training classes and programs,
schedule instructors, track training

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items issued to students, assess the
effectiveness of training, identify
patterns, respond to requests for
information related to the training of
DHS personnel and other individuals,
and facilitate the compilation of
statistical information about training.
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 Department of
Homeland Security (DHS) as a routine
use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
A. To the Department of Justice 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 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 United States 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 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
confirmed compromise there is a risk of
harm to economic or property interests,

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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 a Federal, State, tribal, local or
foreign government agency or
professional licensing authority in
response to its request, in connection
with 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 or status
of a license, grant, or other benefit by
the requesting entity, to the extent that
the information is relevant and
necessary to the requesting entity’s
decision on the matter.
I. To educational institutions or
training facilities for purposes of
enrollment and verification of employee
attendance and performance.
J. To the Equal Employment
Opportunity Commission, Merit
Systems Protection Board, Office of the
Special Counsel, Federal Labor
Relations Authority, or Office of
Personnel Management or to arbitrators
and other parties responsible for
processing any personnel actions or
conducting administrative hearings or

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Jkt 217001

appeals, or if needed in the performance
of authorized duties.
K. To the Department of Justice or a
consumer reporting agency for further
action on a delinquent debt when
circumstances warrant.
L. To employers to the extent
necessary to obtain information
pertinent to the individual’s fitness and
qualifications for training and to
provide training status.
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:

Yes.
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:

Data may be retrieved by the
individual’s name, social security
number, or other personal identifier.
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.
RETENTION AND DISPOSAL:

Records are maintained and disposed
in accordance with National Archives
and Records Administration General
Records Schedule, No. 1.

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SYSTEM MANAGER(S) AND ADDRESS:

For Headquarters components of the
Department of Homeland Security, the
System Manager is the Director of
Departmental Disclosure, Department of
Homeland Security, Washington, DC
20528. For components of the
Department of Homeland Security, the
System Manager can be found at
http://www.dhs.gov/foia under
‘‘contacts.’’
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 component’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, Department of
Homeland Security, 245 Murray Drive,
SW., Building 410, STOP–0550,
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 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,
• 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,
• 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 this bulleted information the
component(s) will not be able to
conduct an effective search, and your

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request may be denied due to lack of
specificity or lack of compliance with
applicable regulations.
RECORD ACCESS PROCEDURE:

See ‘‘Notification Procedure’’ above.
CONTESTING RECORD PROCEDURES:

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

Information originates within DHS
and from the individual to whom the
record pertains.
EXEMPTIONS CLAIMED FOR THE SYSTEM:

The Secretary of Homeland Security
has exempted certain records in this
system on the basis of 5 U.S.C.
552a(k)(6) in order to preserve the
objectivity and fairness of testing and
examination material.
Dated: November 18, 2008.
Hugo Teufel III,
Chief Privacy Officer, Department of
Homeland Security.
[FR Doc. E8–28037 Filed 11–24–08; 8:45 am]
BILLING CODE 4410–10–P

DEPARTMENT OF HOMELAND
SECURITY

[Docket No. DHS–2008–0092]

Privacy Act of 1974; Department of
Homeland Security Mailing and Other
Lists System of Records
Privacy Office; DHS.
Notice of Privacy Act system of

AGENCY:

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records.
SUMMARY: In accordance with the
Privacy Act of 1974, the Department of
Homeland Security is giving notice that
it proposes to update one record system
titled, DHS/ALL–002 Department of
Homeland Security Mailing and Other
Lists System. Categories of records have
been changed to reflect the removal of
emergency contact information which
has been moved to the Emergency
Personnel Location System of Records
(October 17, 2008). The routine uses of
this system of records have been
updated to include the ability to share
information for audits; for breach
mitigation; with Federal, State and local
agencies; with the Department of
Justice; and with the news media. This
updated system will be included in
DHS’s inventory of record systems.
DATES: Written comments must be
submitted on or before December 26,
2008.

You may submit comments,
identified by docket number DHS–

ADDRESSES:

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Jkt 217001

For
general questions and privacy issues
please contact: Hugo Teufel III (703–
235–0780), Chief Privacy Officer,
Privacy Office, Department of Homeland
Security, Washington, DC 20528.
SUPPLEMENTARY INFORMATION:
FOR FURTHER INFORMATION CONTACT:

I. Background

Office of the Secretary

ACTION:

2008–0092 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: Hugo Teufel III, 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 and may be read at
http://www.regulations.gov, including
any personally identifiable information
provided.
• Docket: For access to the docket to
read background documents or
comments received, go to http://
www.regulations.gov.

The Department of Homeland
Security (DHS) is updating and
reissuing an agency-wide system of
records under the Privacy Act (5 U.S.C.
552a) for DHS mailing and other lists.
These lists are used to facilitate mailings
to multiple addressees and other
activities in furtherance of DHS duties.
DHS and its components and offices use
the system to account for all persons
appearing on mailing lists collected and
maintained throughout DHS to facilitate
mailings to multiple addressees and
other activities in furtherance of DHS
duties.
In accordance with the Privacy Act of
1974, DHS is giving notice that it
proposes to update one record system
titled, DHS/ALL–002 Department of
Homeland Security Mailing and Other
Lists System (69 FR 70460 December 9,
2004). Categories of records have been
changed to reflect the removal of
emergency contact information which
has been moved to Emergency
Personnel Location System of Records
(73 FR 61888 October 17, 2008). The
routine uses of this system of records
have been changed to reflect the
addition of information sharing for
audits of the Department and it’s
components; for breach mitigation to
prevent the unauthorized use or
disclosure of information and to prepare
for privacy related incidents; with
Federal, State and local agencies related
to tracking and completion of training;

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with the Department of Justice; with the
news media. 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 the United States 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
United States citizens and legal
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. 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 each agency
to publish in the Federal Register a
description denoting the type and
character of each system of records that
the agency maintains, and the routine
uses that are contained in each system
in order to make agency recordkeeping
practices transparent, to notify
individuals regarding the uses to which
their records are put, and to assist
individuals to more easily find such
files within the agency. Below is the
description of the DHS Mailing and
Other Lists System of Records.
In accordance with 5 U.S.C. 552a(r),
DHS has provided a report of this
updated system of records to the Office
of Management and Budget and to
Congress.
SYSTEM OF RECORDS
DHS/ALL–002
SYSTEM NAME:

Department of Homeland Security
Mailing and Other Lists System of
Records.
SECURITY CLASSIFICATION:

Unclassified.
SYSTEM LOCATION:

This system of records is located in
the Department of Homeland Security,

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