[Federal Register: September 22, 2004 (Volume 69, Number 183)]
[Notices]
[Page 56781-56782]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr22se04-68]
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DEPARTMENT OF HOMELAND SECURITY
Privacy Office; Privacy Act of 1974; System of Records
AGENCY: Privacy Office, DHS.
ACTION: Notice of Privacy Act system of records.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, the Privacy Office of the Department of Homeland Security (DHS)
is giving notice that it proposes to implement a new system of records
entitled ``Oral History Program: The History of the Department of
Homeland Security.'' This system will consist of information that is
created and used by the DHS Office of Public Affairs (OPA) in creating
and maintaining the history of DHS. The system will allow OPA to store
and retrieve information pertaining to DHS employees and former
employees, including political appointees, civilian and military
personnel assigned or detailed to DHS, and other individuals who
volunteer to be interviewed for the purpose of providing information
for this history. No exemptions are claimed for this system.
DATES: Comments must be received on or before November 22, 2004 to be
assured of consideration. This notice will be effective September 22,
2004.
ADDRESSES: You may submit comments, identified by [docket number DHS-
2004-0004], by any of the following methods:
Federal e-Docket Portal: http://docket.epa.gov/edkfed/index.jsp.
Follow the instructions for submitting comments.
Mail: Nuala O'Connor Kelly, Chief Privacy Officer,
Department of Homeland Security, Washington, DC 20528.
All submissions received must include the agency name and docket
number. All comments received will be posted without change to http://docket.epa.gov/edkfed/index.jsp
, including any personal information
provided.
FOR FURTHER INFORMATION CONTACT: Elizabeth Withnell, (202) 772-5015.
SUPPLEMENTARY INFORMATION:
Statutory Basis
5 U.S.C. 301; 5 U.S.C. 552a; 44 U.S.C. 3101.
Background
The Department of Homeland Security's Office of Public Affairs
(OPA) is responsible for DHS public outreach and media relations. In
that capacity, it frequently receives inquiries from the public, the
media, and other organizations regarding the history of DHS. In order
to facilitate this exchange and promote an accurate and complete
portrayal of DHS history, the OPA has engaged the services of a
Departmental Historian who is developing a complete history of the
department by conducting interviews with the individuals who
participated in its creation and development.
This system of records contains personal information about
individuals (i.e., names, addresses, etc.) that is retrieved by a
personal identifier. Therefore, the Privacy Act of 1974, as amended,
requires publication of a notice in the Federal Register announcing the
existence and character of the system of records and its routine uses.
A ``Report on a New System,'' required by 5 U.S.C. 552a(r), as
implemented by Office of Management and Budget (OMB) Circular A-130,
was sent to: the Chair, Senate Committee on Governmental Affairs; the
Chair, House Committee on Government Reform; and the Administrator,
Office of Information and Regulatory Affairs, OMB on or before
September 22, 2004.
Nuala O'Connor Kelly,
Chief Privacy Officer.
DEPARTMENT OF HOMELAND SECURITY
SYSTEM NAME:
Oral History Program: The History of the Department of Homeland
Security (DHS).
SYSTEM LOCATION:
U.S. Department of Homeland Security, Office of Public Affairs,
Washington, DC 20528.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DHS employees and former employees, including political appointees,
civilian, and military personnel assigned or detailed to the DHS, and
other individuals who volunteer to be interviewed for the purpose of
providing information for a history of DHS.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records consist of oral history interviews that are stored on
magnetic tape. Records may also include transcriptions of some or all
of the interviews and photographs of some or all of the interviewees.
Interviews may include: a brief summary of the interviewee's
biographical information; the interviewee's occupational background and
position(s) at DHS; the interviewee's personal account and recollection
of the events of September 11, 2001; the interviewee's account of the
establishment and history of the Department; and the interviewee's
comments on the major issues dealt with during DHS employment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101.
PURPOSE(S)
Interviews are conducted to support the DHS policy to inform its
current and future leadership and employees, and the U.S. public, about
the history of the Department. Interviews may be used as resource
documents in preparing news releases or other public information
material and may be used to respond to queries from government
officials or members of the public.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE 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 these records or
information contained therein may specifically be disclosed outside DHS
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) To the Government Printing Office or other publishing offices
for production of a final document;
(2) To the news media and the public, unless it is determined that
release of the specific information would constitute an unwarranted
invasion of personal privacy;
(3) To the Department of Justice for the purpose of representing
the DHS or any officer, employee, or member of the Department in
pending or potential
[[Page 56782]]
litigation to which the record is relevant and necessary to the
litigation;
(4) To a Congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual;
(5) To the National Archives and Records Administration for records
management inspections conducted under the authority of 44 U.S.C. 2904
and 2906;
(6) To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the Federal Government, when
necessary to accomplish an agency function related to this system of
records;
(7) To the National Archives and/or other government libraries in
order to respond to inquiries about DHS.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained on magnetic tape. Transcripts of
interviews may also be maintained in paper or electronic format.
RETRIEVABILITY:
Information may be retrieved by subject, by the interviewee's
surname, or by the interviewee's DHS employment position title.
SAFEGUARDS:
The records are stored in a secure, guarded, gated facility, at
which a badge must be shown to enter. The records may be accessed and
used by employees only if there is a need to know the information to
perform official duties or with permission of the DHS Historian.
RETENTION AND DISPOSAL:
DHS has sought an appropriate retention schedule from the National
Archives and Records Administration. Until that schedule is approved,
neither the recorded tapes nor any transcriptions may be destroyed.
SYSTEM MANAGER AND ADDRESS:
Historian, U.S. Department of Homeland Security, Office of Public
Affairs, Washington, DC 20528.
NOTIFICATION PROCEDURE:
Address inquiries to the System Manager named above.
RECORD ACCESS PROCEDURE:
A request for access to records in this system may be made by
writing to the System Manager, identified above, in conformance with 6
CFR Part 5, Subpart B, which provides the rules for requesting access
to Privacy Act records maintained by DHS.
CONTESTING RECORD PROCEDURES:
Same as ``Records access procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from interviews
granted on a voluntary basis to the Historian and the Historian's
staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Dated: September 13, 2004.
Nuala O'Connor Kelly,
Chief Privacy Officer.
[FR Doc. 04-21279 Filed 9-21-04; 8:45 am]
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