Privacy Act of 1974; Department of Homeland Security/Federal Emergency Management Agency-011 Training and Exercise Program Records 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/Federal Emergency Management Agency-011 Training and Exercise Program Records System of Records." This system of records allows the Department of Homeland Security/Federal Emergency Management Agency to collect and maintain records on its training and exercise programs. This system of records includes personally identifiable information of current and former Federal Emergency Management Agency employees and contractors, current and former members of the first responder and emergency management communities, and other individuals who have applied or registered to participate in training and exercise programs or who have assisted with Federal Emergency Management Agency's training and exercise programs. As a result of a biennial review of this system, DHS updated the (1) security classification, (2) system location, (3) purpose, and (4) routine uses of information. The Final Rule to exempt this system of records from certain provisions of the Privacy Act has not been changed and remains in effect. Additionally, this notice includes non-substantive 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 February 23, 2015. This updated system will be effective February 23, 2015.

ADDRESSES: You may submit comments, identified by docket number DHS-2014-0081 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: Eric M. Leckey, (202) 212-5100, Privacy Officer, Federal Emergency Management Agency, Department of Homeland Security, Washington, DC 20478. 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)/Federal Emergency Management Agency (FEMA) proposes to update and reissue a current DHS system of records titled, "DHS/FEMA-011 Training and Exercise Program Records System of Records."

In support of its mission, FEMA'sOffice of Protection and National Preparedness (PNP), the National Processing Service Centers (NPSC), the United States Fire Administration (USFA), the Federal Insurance Mitigation Administration (FIMA), and the Mission Support program offices sponsor a wide range of training and exercise programs for FEMA's employees and contractors as well as its partners in the first responder, emergency management, and flood insurance communities. FEMA</org> provides training to first responder and emergency management personnel from federal, state, local, tribal, territorial, foreign, or international government agencies such as fire, medical, emergency management, and law enforcement professionals. FEMA also provides training to nongovernmental and volunteer disaster relief organizations, as well as certain private sector professionals such as flood insurance representatives. These programs train participants on situational awareness and emergency management skills necessary to effectively prevent, respond to, recover from, and mitigate all hazards.

FEMA established this system of records in order to collect and maintain personally identifiable information (PII) on individuals who apply or register for FEMA training and exercise programs and information about the organizations employing or sponsoring these individuals. FEMA uses this information to facilitate an individual's participation and determine eligibility for training, housing, and stipend reimbursement programs. FEMA also uses this information to compile statistical information, administer, and measure effectiveness of FEMA training and exercise programs. FEMA uses the Social Security number (SSN) to ensure accuracy of academic records, reimburse funds to registered students, and to distinguish the identity of individuals with identical names and birth dates. The type and amount of PII FEMA collects varies depending on the programs. FEMA collects this information through paper forms and electronically through information technology (IT) systems.

As a result of a biennial review of this system, FEMA updated the following categories within this system of records. First, the security classification was updated to include classified information. Second, FEMA updated the system location to include records that may be located in IT systems. Third, FEMA amended the purpose to include expense reimbursements to program participants. Finally, FEMA updated routine use (C) to specify that FEMA may share information with the General Services Administration (GSA); modified routine uses (D) and (E) for clarity; and added routine use (P) to allow information to be shared with other federal agencies when DHS/FEMA has an agreement to use another federal agency's IT system for purposes consistent with the original collection of the information as detailed in this system of records notice.

The purpose of this system is to facilitate registration for, participation in, and completion and documentation of training and exercise programs sponsored by FEMA in support of its mission.

FEMA collects, uses, maintains, retrieves, and disseminates the records within this system under the authority of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C. 5121; the Federal Fire Prevention and Control Act of 1974, as amended, 15 U.S.C. 2201; 44 U.S.C. 3101; 6 U.S.C. 748; Homeland Security Presidential Directives, and several Executive Orders, as described in the authorities section of this notice. This updated system of records strengthens privacy protections and provides greater transparency regarding FEMA's training and exercise records by encompassing the full range of the Agency's training and exercise programs into a single system of records. FEMA limits access to the information in this system by verifying the status and "need to know" of individuals registering for and participating in the Agency's training and exercise programs to further safeguard individuals' privacy.

The updated routine uses are compatible with the purpose for original collection of the information; FEMA shares exercise information with a federal agency when FEMA needs to use the recipient agency's IT system is for registration and participation in FEMA's training and exercise programs.

FEMA also collects, uses, maintains, retrieves, and disseminates information about individuals who register or apply for training and exercise programs, including DHS employees and contractors, other federal government employees, and volunteers or members of the first responder or emergency management communities. FEMA conducts and hosts training and exercise programs to foster the development of mission critical skills among these communities through participation in programs. FEMA shares exercise and training information with federal, state, local, tribal, territorial, foreign, or international government agencies, nongovernmental/volunteer organizations, and private sector organizations when necessary to facilitate the development of training and exercise programs, coordinate, facilitate, and track participation in training and exercise programs, and for statistical purposes. FEMA also shares academic records such as transcripts with educational institutions; however, FEMA's information sharing with education institutions for transcript purposes only takes place if it is requested by the student.

FEMA updated the security classification to include classified information. FEMA's exercises may involve classified locations or information to fully test the nation's disaster preparedness and response capability. Additionally, FEMA may use other federal agency's IT systems for exercises that may be categorized unclassified and classified.

Consistent with DHS's information-sharing mission, information stored in the DHS/FEMA-011 Training and Exercise Program 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, information may be shared 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.

Additionally, the Final Rule to exempt this system of records from certain provisions of the Privacy Act remains unchanged and in effect. This updated system will be included in DHS's inventory of record systems.

II. Privacy Act

--This is a summary of a Federal Register article originally published on the page number listed below--

Notice of Privacy Act System of Records.

Citation: "80 FR 3241"

Document Number: "Docket No. DHS-2014-0081"

Federal Register Page Number: "3241"

"Notices"