[Federal Register: April 18, 2005 (Volume 70, Number 73)]
[Notices]
[Page 20154-20156]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr18ap05-70]
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DEPARTMENT OF HOMELAND SECURITY
[DHS2005-0024]
Office of Inspector General; Privacy Act of 1974; Systems of
Records
AGENCY: Office of Information Technology and Office of Audits, Office
of Inspector General, Department of Homeland Security.
ACTION: Notice of Privacy Act systems of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the Department of
Homeland Security Office of Inspector General is giving notice that it
proposes to establish a new system of records titled, ``Audit Training
Tracking System.''
DATES: Comments must be received on or before May 18, 2005.
ADDRESSES: You may submit comments, identified by Docket Number DHS-
OIG-2005-0024, by one of the following methods:
EPA Federal Partner EDOCKET Web site: http://www.epa.gov/feddocket.
Follow instructions for submitting comments on the Web site.
DHS has joined the Environmental Protection Agency (EPA) online public
docket and comment system on its Partner Electronic Docket System
(Partner EDOCKET).
Federal eRulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
Fax: (202) 254-4285 (This is not a toll-free number).
Mail: Richard N. Reback, DHS, Office of Inspector General/
STOP 2600, 245 Murray Drive, SW., Building 410, Washington, DC 20528.
Hand Delivery / Courier: Richard N. Reback, DHS, Office of
Inspector General/STOP 2600, 245 Murray Drive, S.W., Building 410,
Washington, D.C. 20528.
Instructions: All submissions received must include the agency name
and docket number for this notice. All comments received will be posted
without change to http://www.epa.gov/feddocket, including any personal
information provided.
Docket: For access to the docket to read background documents or
comments received, go to http://www.epa.gov/feddocket You may also access the Federal eRulemaking Portal at http://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: Richard N. Reback, Department of
Homeland Security, Office of Inspector General/STOP 2600, 245 Murray
Drive, SW., Building 410, Washington, DC 20528 by telephone (202) 254-
4100 or facsimile (202) 254-4285; Nuala O'Connor Kelly, Chief Privacy
Officer, Department of Homeland Security, 245 Murray Drive, SW.,
Building 410, Washington, DC 20528 by telephone (202) 772-9848 or
facsimile (202) 772-5036.
SUPPLEMENTARY INFORMATION: The Department of Homeland Security (DHS),
Office of Inspector General (OIG) is establishing a new system of
records within OIG Headquarters under the Privacy Act of 1974 (5 U.S.C.
552a).
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 personally identifiable
information. 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 the individual or by some identifying number,
symbol, or other identifying particular assigned to the individual.
Individuals may request their own records that are maintained in a
system of records in the possession or under the control of DHS-OIG 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 personally identifiable information is put, and to assist the
individual to more easily find such files within the Agency.
OIG is therefore publishing this system of records to cover
training records relating to OIG auditors'
[[Page 20155]]
continuing professional education. The system is maintained for the
purpose of tracking training completed by OIG auditors to ensure that
OIG has met the requirements for continuing professional education
under the Government Accountability Office, Government Auditing
Standards, section 3.45, at 55 (2003)(GAO-03-673G; the ``Yellow
Book''). The Yellow Book standards require auditors performing work
under generally accepted government auditing standards (GAGAS) to
maintain their professional competence through continuing professional
education (CPE). The system of records being published today will allow
OIG to track training information and ensure these standards are met.
In accordance with 5 U.S.C. 552a(r), OIG has provided a report of
this new system of records to the Office of Management and Budget (OMB)
and to the Congress.
DHS-OIG-001
System name:
Department of Homeland Security (DHS) Office of Inspector General
(OIG) Audit Training Tracking System
Security classification:
Unclassified.
System location:
This system of records is located in the OIG Office of Audits and
Office of Information Technology, 1120 Vermont Avenue, NW., Washington,
DC 20528.
Categories of individuals covered by the system:
OIG auditors who are required to complete and track continuing
education courses.
Categories of records in the system:
Records received, created, and compiled that document training
requested and received by OIG auditors for purposes of continuing
professional education. Types of information in the records include
training registration and verification forms; course syllabi and
materials; Standard Forms 182 (Request, Authorization, and
Certification of Training); auditors' names and Social Security
Numbers; auditors' office addresses and telephone numbers; hours of
training completed; and names of training courses completed along with
dates, cost (including travel costs), hours, and location of training.
Authority for maintenance of the system:
5 U.S.C. 301; 5 U.S.C. App. 3, section 4(b); Government Auditing
Standards at section 3.45 (2003 Revision), GAO-03-673G, June 2003.
Purpose(s):
The system is maintained for the purpose of tracking training
completed by OIG auditors to ensure that OIG has met the requirements
for continuing professional education under the Government
Accountability Office, Government Auditing Standards, section 3.45, at
55 (2003)(GAO-03-673G; the ``Yellow Book''). OIG will use this system
of records to track training and ensure that the Yellow Book standards
are met.
Routine uses of these records:
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:
(1) 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.
(2) To a Federal, State, territorial, tribal, local, international,
or foreign agency or entity for the purpose of consulting with that
agency or entity (a) to assist in making a determination regarding
access to or amendment of information, or (b) for the purpose of
verifying the identity of an individual or the accuracy of information
submitted by an individual who has requested access to or amendment of
information.
(3) To the Department of Justice (DOJ) or other Federal agency
conducting litigation or in proceedings before any court, adjudicative
or administrative body, when: (a) DHS, or (b) any employee of DHS in
his/her official capacity, or (c) any employee of DHS in his/her
individual capacity where DOJ or DHS has agreed to represent the
employee, or (d) the United States or any agency thereof, is a party to
the litigation or has an interest in such litigation.
(4) 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.
(5) 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.
(6) To a Federal, State, or local government entity or professional
licensing authority for purposes of responding to an official inquiry
relating to professional licensing or certification requirements.
Referral of information to State boards of accountancy will be made
only after the auditor has been notified that the OIG is contemplating
disclosing the information to an appropriate State board of
accountancy, and the auditor has been provided with an opportunity to
respond in writing to the OIG's findings.
(7) To appropriate persons engaged in conducting and reviewing
internal and external peer reviews of the OIG to ensure adequate
internal safeguards and management procedures exist or to ensure
auditing standards applicable to Government audits are applied and
followed.
(8) To the President's Council on Integrity and Efficiency (PCIE)
and other Federal agencies, as necessary, if the records respond to an
audit, investigation or review which is conducted pursuant to an
authorizing law, rule or regulation, and in particular those conducted
at the request of the PCIE pursuant to Executive Order No. 12993.
(9) To educational institutions for purposes of enrollment and
verification of employee attendance and performance.
(10) To an appropriate Federal, State, territorial, tribal, local,
international, or foreign agency law enforcement agency or other
appropriate authority charged with investigating or prosecuting such a
violation or enforcing or implementing such law, where a record, either
on its face or in conjunction with other information, indicates a
violation or potential violation of law (i.e. criminal, civil,
administrative, or regulatory).
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 on paper media and in digital or
other electronic form in a secure Local Area Network (LAN)-server and/
or Wide Area Network (WAN) environment.
Retrievability:
Records are retrieved by an identification number assigned by
computer, by the name of the OIG auditor, by course, and by audit
division.
Safeguards:
Information in this system is safeguarded in accordance with
[[Page 20156]]
applicable laws, rules and policies, including the DHS Information
Technology Security Program Handbook. All records are protected from
unauthorized access through appropriate administrative, physical, and
technical safeguards. These safeguards include restricting access to
authorized personnel who have a need-to-know, and using locks and
password protection identification features. OIG file areas are locked
after normal duty hours and facilities are protected from the outside
by security personnel.
Retention and disposal:
Records are retained and disposed of in accordance with the
National Archives and Records Administration General Records Schedule
1, Item 29, Transmittal No. 12 (July 2004). Files may be retained for
up to five years. For requests that result in litigation, the files
related to that litigation will be retained for three years after final
court adjudication.
System manager(s) and addresses:
The System Managers are System Manager/OIG Office of Technology and
System Manager/OIG Office of Audits, 1120 Vermont Avenue, NW.,
Washington, DC 20528.
Notification procedures:
To determine whether this system contains records relating to you,
write to the System Manager identified above.
Record access procedures:
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 agencies.
Contesting record procedures:
Same as ``Record Access Procedures,'' above.
Record source categories:
Information contained in this system is obtained from OIG auditors
and government and non-government entities conducting continuing
professional education courses and conferences.
Exemptions claimed for the system:
None.
Dated: April 7, 2005.
Nuala O'Connor Kelly,
Chief Privacy Officer, Department of Homeland Security.
[FR Doc. 05-7703 Filed 4-15-05; 8:45 am]
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