More information and documentation can be found in our The United States or any agency thereof. should verify the contents of the documents against a final, official Again, this system of records will apply if it is determined that the circumstances permit the Department to legally collect the employee medical information at issue in the first instance. H. 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. Purpose This Directive establishes the Department of Homeland Security (DHS) Records and Information Management (RIM) Program and sets forth the policies for managing records regardless of medium, lifecycle stage, or environment. Other DHS Components and offices in the DHS CI Program also retain their individual authorities and capabilities provided to those Components through statute, executive order, or DHS Delegation (e.g. During a public health emergency, an employer may be permitted to collect certain employee medical information that it would not otherwise be permitted to collect depending upon the circumstances. Records are maintained at the DHS Headquarters and Component offices in Washington, DC and field offices, and contractor-owned and operated facilities. rendition of the daily Federal Register on FederalRegister.gov does not Only official editions of the Records cutoff date is at the end of the calendar year in which course or material is superseded and are destroyed or deleted 30 years after cutoff date. DHS Announces Six New Countries Eligible for the H-2A and H-2B Visa Register (ACFR) issues a regulation granting it official legal status. 1315; American with Disabilities Act, including 42 U.S.C. TY11 - US English These tools are designed to help you understand the official document In addition, to the extent permitted by law, DHS may share information with appropriate federal, state, local, tribal, territorial, foreign, or international government agencies consistent with the routine uses set forth in this SORN. Information about this document as published in the Federal Register. Furthermore, the DHS CI Program provides DHS employees with CI awareness training, during which PII is collected directly from DHS employees in order to maintain a record of when CI awareness training was last received. Records Management Directive 0550.1 [undated], An official website of the U.S. Department of Homeland Security. DHS may request the circumstances of an individual's suspected or actual exposure to a disease or illness that is the subject of a declared public health emergency, including the source of exposure. legal research should verify their results against an official edition of 2020-27204 Filed 12-10-20; 8:45 am]. 552a(b)(3) as follows: A. 12112(d)(3)(B); 42 U.S.C. H.R.2825 - DHS Authorization Act 115th Congress (2017-2018) Ext. 2000ff to ff-11. The Office of Management and Budget (OMB)/NARA Managing Government Records Directive (M-12-18)2 established goals for managing email and electronic records by Federal agencies. The United States or any agency thereof. In addition to those disclosures generally permitted under 5 U.S.C. 552a(c)(3), (c)(4); (d); (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(4)(I), (e)(5), (e)(8), (e)(12); (f); and (g)(1). (LockA locked padlock) DHS mission support individuals include those who are assigned from other federal, state, local, or private agencies to support DHS missions and operations at or on buildings, grounds, and properties that are owned, leased, or used by DHS. Relevant information about this document from Regulations.gov provides additional context. In the Privacy Act, an individual is defined to encompass U.S. citizens and lawful permanent residents. 2000ff to ff-11, and 29 CFR part 1635; and United States Coast Guard authorities, including 10 U.S.C. Anders expects artificial intelligence to play a vital role in electronic records management. However, to the extent applicable, to ensure compliance with Americans with Disabilities Act (ADA), the Rehabilitation Act, and the Genetic Information Nondiscrimination Act of 2008 (GINA), medical information must be maintained on separate forms and in separate medical files and be treated as a confidential medical record. 42 U.S.C. Mark Weiss. 12/10/2020 at 8:45 am. In addition, The JRA prohibits disclosures of covered records, except as otherwise permitted by the Privacy Act. S. 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, when disclosure is necessary to preserve confidence in the integrity of DHS, or when disclosure is necessary to demonstrate the accountability of DHS's officers, employees, or individuals covered by the system, except to the extent the Chief Privacy Officer determines that release of the specific information in the context of a particular case would constitute a clearly unwarranted invasion of personal privacy. Regulations are issued to carry out the intent of enacted legislation. Transfer of Plum Island Animal Disease Center, Department of Agri . 2135 (Nov. 25, 2002), as amended (6 U.S.C. This PDF is PDF U.S. Customs and Border Protection, Department of Homeland Security The request should identify each particular record in question, state the amendment or correction desired, and state why the individual believes that the record is not accurate, relevant, timely, or complete. 307. 597; 6 U.S.C. The functions of the Special Assistant are transferred to the Office of Partnership and Engagement. Federal Records are: - Made or received by an agency of the U.S. Government under Federal law or in connection These markup elements allow the user to see how the document follows the This repetition of headings to form internal navigation links Records are cutoff at the end of the calendar year in which the record was created, and are destroyed 10 years after cutoff. This information is not part of the official Federal Register document. edition of the Federal Register. 21 DHS/ALL-020 Department of Homeland Security Internal Affairs, 79 FR 23361 (April 28, 2014). The term includes foreign intelligence and security services, international terrorists, transnational criminal organizations, and drug trafficking organizations conducting intelligence-related activities. Inside One DHS Office's Journey to Electronic Records Management State and local agencies. Explain why he or she believes the Department would have information being requested; Identify which component(s) of the Department he or she believes may have the information; Specify when the individual believes the records would have been created; and. Until the ACFR grants it official status, the XML This modified system will be included in DHS's inventory of record systems. Information indicating plans on entering a DHS workspace, facility, or grounds in the near future; and, Other records covered by DHS/ALL-024 Facility and Perimeter Access Control and Visitor Management System of Records (. Counterintelligence Case Files are retained in accordance with N1-563-08-4-1, and are temporary. DHS is creating this new CI program system of records to account for the expansion of the Department's CI program beyond the Office of Intelligence and Analysis (I&A) and the United States Coast Guard (USCG) to include Cybersecurity and Infrastructure Security Agency (CISA), Countering Weapons of Mass Destruction Office (CWMD), Federal Emergency Management Agency (FEMA), Federal Protective Service (FPS), Transportation Security Administration (TSA), U.S. Customs and Border Protection (CBP), U.S. While no specific form is required, an individual may obtain forms for this purpose from the Chief Privacy Officer and Chief Freedom of Information Act Officer, http://www.dhs.gov/foia or 1-866-431-0486. Mission-Related Training records are retained in accordance with N1-563-08-11-2, and are temporary. Consistent with DHS's information sharing mission, information stored in the DHS/ALL-047 Records Related to DHS Personnel, Long-Term Trainees, Contractors, Mission Support Individuals, and Visitors During a Declared Public Health Emergency System of Records may be shared with other DHS Components that have a need to know the information to carry out their mission essential functions, but only if it is first determined that the information may be shared under all other applicable laws and DHS policies. In certain instances, depending on the type of record collected and maintained, for federal employees, this information will also be maintained and covered by Office of Personnel Management/Government-10 Employee Medical File System Records (75 FR 35099, June 21, 2010). Q. This site displays a prototype of a Web 2.0 version of the daily 31 (the Federal Records Act) and 44 U.S.C. The information collected may include identifying and contact information of individuals who have been suspected or confirmed to have contracted a disease or illness, or who have been exposed to an individual who had been suspected or confirmed to have contracted a disease or illness, related to a declared public health emergency; individual circumstances and dates of suspected exposure; testing results, symptoms, and treatments; and health status information. Records Management Branch Chief, Office . Chapter 15 (e.g., 29 U.S.C. USCG is working to update this instruction, and under the new version, will be permitted up to 5 years to determine if the USPER data may be permanently retained. DOD will request reimbursement from FEMA and FEMA will submit a bill to the State for the non-Federal share of the mission assignment. FIBF Components The FIBF includes five components: Federal Business Lifecycles, functional areas, functions, and activities serve as the basis for a common understanding of what services agencies need and solutions that should be offered. For instance, when collecting information on DHS employees, there are several employment laws that govern the collection, dissemination, and retention of employee medical information. Federal Register :: Privacy Act of 1974; System of Records 936, 14 U.S.C. In addition, the JRA prohibits disclosures of covered records, except as otherwise permitted by the Privacy Act. Additionally, this SORN is being published to update the authorities and categories of records to include records that are required to be reported to public health officials in accordance with the Coronavirus Aid, Relief, and Economic Security Act (CARES Act), as cited in the authorities' section below. November 1, 2002 (Started Operation on April 1, 2010) Major Operations. Federal Emergency Management Agency, Department of Homeland Security; . Utilization of Department of Energy national laboratories and sites in support of homeland security activities. to the courts under 44 U.S.C. c. Military options. Counts are subject to sampling, reprocessing and revision (up or down) throughout the day. 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, when 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. For complete information about, and access to, our official publications We are actively working to maintain, improve, or achieve compliance with each pertinent records management requirement. This feature is not available for this document. Whether an employer is permitted to collect otherwise confidential employee medical information during a public health emergency depends upon whether an employee or a potential employee poses a direct threat to others within the meaning of the Americans with Disabilities Act of 1990, the Americans with Disabilities Amendments Act of 2008, and the Rehabilitation Act of 1973. Records on U.S. Records cutoff date is the end of the calendar year in which certification was received. DHS Rulemaking The mission of the Department of Homeland Security is to ensure a homeland that is safe, secure, and resilient against terrorism and other hazards. to the courts under 44 U.S.C. establishing the XML-based Federal Register as an ACFR-sanctioned corresponding official PDF file on govinfo.gov. Offices & Leadership | FEMA.gov edition of the Federal Register. Records are destroyed when 5 years old from first collected. PDF Federal Register/ Vol. 88, No. 120 / Friday, June 23, 2023 / Notices Homeland Security Act of 2002 (PDF - 187 pages, 610 KB) This Act established the Department of Homeland Security and set forth the primary mission of the Department. This modified system will be effective upon publication. 2023-05835 Filed 3-21-23; 8:45 am] . Healthcare. Finally, uncategorized records that do not meet the required two-part test are temporary and must be destroyed and deleted within 180 days (90 days for USCG) from the date the information is collected. DHS stores records in this system electronically or on paper in secure facilities in a locked drawer behind a locked door. 552a(b) of the Privacy Act, all or a portion of the records or information Start Printed Page 80130contained in this system may be disclosed outside DHS as a routine use pursuant to 5 U.S.C. Only official editions of the Citizenship and Immigration Services (USCIS), U.S. Immigration and Customs Enforcement (ICE), and U.S. Secret Service (USSS). Data Center Services. Document page views are updated periodically throughout the day and are cumulative counts for this document. 464; 21 U.S.C. The individual must first verify his/her identity, meaning that the individual must provide his/her full name, current address, and date and place of birth. Classified and unclassified intelligence (national intelligence, foreign intelligence, and counterintelligence), counterterrorism, homeland security, and related law enforcement information, including source records and the reporting and results of any analysis of this information, obtained from all agencies, components and organizations of the Federal government, including the IC; foreign governments, organizations or entities, and international organizations; State, local, tribal and territorial government agencies (including law enforcement agencies); and private sector entities; Information provided by record subjects and individual members of the public; Information obtained from the Terrorist Screening Center, the National Counterterrorism Center, or from other organizations about individuals known or reasonably suspected of being engaged in conduct constituting, preparing for, aiding, or relating to terrorism; Information obtained from the National Counterintelligence Security Center, the Federal Bureau of Investigation, or from other organizations about individuals known or reasonably suspected of being engaged in conduct associated with espionage, other intelligence activities, sabotage, or assassinations; Active and historical law enforcement investigative information; Information related to lawful DHS security investigations, including authorized physical, personnel, and communications security investigations, and information systems security analysis and reporting; Operational and administrative records, including correspondence records; Financial information, when relevant to an authorized intelligence, counterterrorism, homeland security, or related law enforcement activity; Public source data such as that contained in media, including periodicals, newspapers, broadcast transcripts, and other public reports and commercial databases; Publicly available social media handles and aliases, associated identifiable information, and search results; and. Official websites use .gov the official SGML-based PDF version on govinfo.gov, those relying on it for Visitor processing records are covered by GRS 5.6, Items 110 and 111, and must be destroyed when either two or five years old, depending on security level, but may be retained longer if required for business use, pursuant to DAA-GRS-2017-0006-0014 and -0015. that agencies use to create their documents. Federal Register :: Privacy Act of 1974; System of Records PDF DEPARTMENT OF HOMELAND SECURITY Records Management Program This PDF is About the Federal Register F. To another federal agency or federal entity, when DHS determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the federal government, or national security, resulting from a suspected or confirmed breach. 1503 & 1507. Without the above information, the component(s) may not be able to conduct an effective search, and the individual's request may be denied due to lack of specificity or lack of compliance with applicable regulations. These markup elements allow the user to see how the document follows the are not part of the published document itself. DHS will use this system to conduct administrative inquiries to identify, analyze, and neutralize foreign intelligence threats to DHS personnel, facilities, equipment, networks, information and activities; report on foreign contacts and travel, including briefings and debriefings; conduct counterintelligence investigative activities and produce intelligence on foreign intelligence entities; provide counterintelligence awareness training; and other activities relating to the DHS CI Program's responsibilities. The applicable DHS Standard Terms and Conditions for grants, cooperative agreements, fixed amount awards, and other types of federal financial assistance are based on the fiscal year in which the financial assistance award was funded. Further, any records compiled under this SORN and incorporated into an occupational individual medical case record pursuant to the OSH Act must be maintained in accordance with 5 CFR part 293.511(b) and 29 CFR 1910.1020(d), and must be destroyed 30 years after employee separation or when the Official Personnel Folder (OPF) is destroyed, whichever is longer, in accordance with NARA General Records Schedule (GRS) 2.7, Item 60, and NARA records retention schedule DAA-GRS-2017-0010-0009, to the extent applicable. Federal Government. The Director of the Office of Operations Coordination (OPS): Docket: For access to the docket to read background documents or comments received, go to http://www.regulations.gov. Surrender. Any employee or former employee of DHS in his/her official capacity; 3. 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, when disclosure is necessary to preserve confidence in the integrity of DHS, or when disclosure is necessary to demonstrate the accountability of DHS's officers, employees, or individuals covered by the system, except to the extent the Chief Privacy Officer determines that release of the specific information in the context of a particular case would constitute a clearly unwarranted invasion of personal privacy. Persons, as defined in Executive Order 12333, are retained so long as there is a mission need, in accordance with N1-563-09-7-1. HEADQUARTERS, DEPARTMENT OF THE ARMY This publication is available at the Army Publishing Directorate site (https://armypubs.army.mil), and the Central Army Registry site (https://atiam.train.army.mil/catalog/dashboard). [FR Doc. More information on Adobe Acrobat PDF files is available on our Accessibility page. Submit comments on or before January 11, 2021. D. To an agency or organization 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. The DHS CI Program derives its authorities primarily from Executive Order 12333, United States Intelligence Activities, which authorizes all members of the Intelligence Community to collect information concerning, and conduct activities to protect against, amongst other things, intelligence activities directed against the United States. This prototype edition of the For records covered by the Privacy Act individuals may make a request for amendment or correction of a record of the Department about the individual by writing directly to the Department component that maintains the record, unless the record is not subject to amendment or correction. the material on FederalRegister.gov is accurately displayed, consistent with Chief Privacy Officer, U.S. Department of Homeland Security. Submit comments on or before January 13, 2021. Department of Homeland Security/ALL-046 Counterintelligence Program System of Records. This system of records allows DHS to collect and maintain records as part of the unified Start Printed Page 80801Counterintelligence Program across the Department. Records Management Regulations, Policy, and Guidance The provisions set to expire pertain to business records, roving wiretaps, and so-called "lone-wolf" investigations and continue to provide law enforcement agencies with broad discretion when gathering information. B. Date(s) and time(s) of entrance and exit from DHS workspaces, facilities, and grounds; Name(s) of all individuals encountered while in or at DHS workspaces, facilities, and grounds. [FR Doc. I. developer tools pages. DHS Standard Terms and Conditions | Homeland Security @solutionary.com. Records cutoff date is the end of the fiscal year of when the case has been closed and are destroyed 20 years after such cutoff date. publication in the future. 12/11/2020 at 8:45 am. Records Management Policy Issued by the EPA Chief Information Officer, Pursuant to Delegation 1-19, dated 07/07/2005 Records Management Policy PURPOSE To advance a focus on overall records management responsibilities under the Federal Records Act (FRA), as amended, and other applicable authorities Records Management Directive 0550.1. sec. [FR Doc. These can be useful Facility Guide. The records may be stored on magnetic disc, tape, and digital media. Congress must be notified of the declaration within 48 hours. Interception, Monitoring and Recording of Wire and Oral Communication Records are retained in accordance with N1-563-08-5, and are temporary. This document has been published in the Federal Register. Information collected in accordance with CARES Act reporting requirements or other HHS statutory, regulatory, and administrative reporting requirements. provide legal notice to the public or judicial notice to the courts. 2904 and 2906. Conduct of research, development, demonstration, testing and evaluation. that agencies use to create their documents. 274d); Coronavirus Aid, Relief, and Economic Security (CARES) Act, Public Law 116-136, Div. on NARA's archives.gov. [FR Doc. About U.S. Coast Guard Missions - United States Coast Guard and services, go to 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. O. Homeland Security Act, Patriot Act, Freedom of Information Act - AHIMA headings within the legal text of Federal Register documents. Follow the instructions for submitting comments. N. To an appropriate Federal, State, local, tribal, territorial, foreign, or international agency, if the information is relevant and necessary to a requesting agency's decision concerning the hiring or retention of an individual, or issuance of a security clearance, license, contract, grant, or other benefit, or if the information is relevant and necessary to a DHS decision concerning 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 of a license, grant or other benefit and when disclosure is appropriate to the proper performance of the official duties of the person making the request. On June 28, 2019, the Office of Management and Budget and the National Archives issued a memorandum: Transition to Electronic Records (M-19-21) to ensure that all Federal records are created, retained, and managed in electronic formats by December 31, 2022. 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 an individual or by some identifying number, symbol, or other identifying particular assigned to the individual. PDF Public Law 107-296 107th Congress An Act
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