Home > 1995 Privacy Act Documents > Privacy Act: [ FEMA/REG-1] State and local Civil Preparedness Instructional Program (SLCPIP)....

Privacy Act: [ FEMA/REG-1] State and local Civil Preparedness Instructional Program (SLCPIP)....


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   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested the reasons 
   for contesting it, and the proposed amendment to the information 
   sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Biographical information submitted by government or 
   nongovernmental individuals nominated for membership on Federal 
   advisory committees.
     Systems exempted from certain provisions of the act: 
       None.

   #..FEMA CGC-1

   #....System name: 

       FEMA/CGC-1, Cerro Grande Fire Assistance Act Claim Files.
     Security classification: 
       Unclassified.
     System location: 
       Cerro Grande Fire Assistance Claims Office, New Mexico.
     Categories of individuals covered by the system: 
       Injured parties claiming compensation for injury to person, 
   property, and economic losses resulting from the Cerro Grande fire of 
   May 2000, and subrogees of such injured parties.
     Categories of records in the system: 
       (a) Records of claims include names, addresses, telephone 
   numbers, nature and amount of claim, insurance coverage information, 
   and evidence to support claim for the purpose of receiving 
   compensation.
       (b) Inspection and appraisal reports containing identification 
   information relating to the claim and results of survey of damaged 
   property and goods.
       (c) Supporting medical documentation.
       (d) Notice of Loss forms, Proof of Loss forms, documents from 
   other agencies relating to the claim, general administrative and 
   fiscal information, payment schedules, and disposition of claims, 
   general correspondence, including requests for disbursement of 
   payments, contracts, leases, estimates for repair or replacement of 
   fire damaged/ destroyed residence or business.
       (e) Claim decisions and appeals.
       (f) Arbitration decisions, settlement/mediation agreements, and 
   other documents related to the arbitration or settlement process.
     Authority for maintenance of the system: 
       Cerro Grande Fire Assistance Act, Pub. L. 106-246, 106th 
   Congress, 2d Session (2000), 114 Stat. 511, 584.
   Purpose(s): 
       To register claims, evaluate and verify information provided by 
   claimants, inspect damaged property, make determinations for 
   compensation, and make determinations on claims relating to 
   reasonable mitigation efforts that reduce the risk of wildfire, 
   flood, or other natural disasters in the affected counties.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       The Privacy Act permits us to disclose information about 
   individuals without their consent for a routine use, i.e., when the 
   information will be used for a purpose that is compatible with the 
   purpose for which we collected the information. The routine uses of 
   this system are:
       (a) Disclosure may be made to agency contractors who have been 
   engaged to assist the agency in the performance of a contract service 
   related to this system of records and who need to have access to the 
   records in order to perform the activity. Recipients must comply with 
   the requirements of the Privacy Act of 1974, as amended, 5 USC 552a.
       (b) Disclosure may be made to a member of Congress or to a 
   Congressional staff member in response to an inquiry of the 
   Congressional office made at the written request of the constituent 
   about whom the record is maintained.
       (c) Disclosure may be made to other Federal agencies that FEMA 
   has determined provided Cerro Grande fire-related assistance to 
   claimant in order to ensure that benefits are not duplicated.
       (d) Disclosure of information submitted by an individual Claimant 
   may be made to an insurance company or other third party that has 
   submitted a subrogation claim relating to such Claimant when it is 
   necessary in FEMA's opinion to ensure that benefits are not 
   duplicated and to efficiently coordinate the processing of claims 
   brought by individuals and subrogees.
       (e) Disclosure of property loss information may be made to local 
   governments in Los Alamos, Rio Arriba, Sandoval and Santa Fe counties 
   and the Pueblos of San Ildefonso and Santa Clara for the purpose of 
   preparing community-wide mitigation plans.
       (f) When a record on its face, or in conjunction with other 
   records, indicates a violation or potential violation of law, whether 
   civil, criminal or regulatory in nature, and whether arising by 
   general statute or particular program statute, or by regulation, 
   rule, or order issued pursuant thereto, disclosure may be made to the 
   appropriate agency, whether Federal, foreign, State, local, or tribal 
   or other public authority responsible for enforcing, investigating or 
   prosecuting such violation or charged with enforcing or implementing 
   the statute, or rule, regulation, or order issued pursuant thereto, 
   if the information disclosed is relevant to any enforcement, 
   regulatory, investigative or prosecutive responsibility of the 
   receiving entity.
       (g) Disclosure may be made to the National Archives and Records 
   Administration for the purpose of conducting records management 
   studies under the authority of 44 U.S.C. 2904 and 2906.
   Disclosure to consumer reporting agencies:
       Disclosures under 5 U.S.C. 552a (b)(12): Disclosures may be made 
   from this system to ``consumer reporting agencies'' as defined in the 
   Fair Credit Reporting Act, 15 U.S.C. 1681a(f).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are stored in magnetic media (e.g., 
   computer hard drives and computer disks) and on paper. Paper 
   printouts of these data are made when required for study. The system 
   may also contain photocopies of numerous documents and records, which 
   are filed in appropriate file folders.
     Retrievability: 
       By name, address, and claim number.
     Safeguards: 
       We will employ a number of security measures to minimize the risk 
   of unauthorized access to or disclosure of personal data in the 
   proposed system. These measures include the use of passwords and 
   access codes to enter the computer system which will maintain the 
   data, and storage of the computerized records and paper records in 
   secured areas that are accessible only to employees who require the 
   information in performing their official duties. Paper documents are 
   stored either in lockable file cabinets within locked rooms or in 
   otherwise secured areas. In addition, we will require contract 
   employees to comply with the safeguards that must be followed to 
   protect the data.
     Retention and disposal: 
       The files are maintained at the Cerro Grande Fire Assistance 
   Claims Office until completion of a claim. After such time, the files 
   will be transferred to FEMA, 500 C Street, SW, Washington, DC for 
   three years, and then they will be transferred to the appropriate 
   Federal Records Center for seven years until they are destroyed. 
   Means of disposal are appropriate to the storage medium (e.g., 
   erasure of disks, shredding of paper records, etc.)
     System manager(s) and address: 
       Director, Cerro Grande Fire Administration Office, Federal 
   Emergency Management Agency, 1549 6th Street, Suite H, Santa Fe, NM 
   87505; and Federal Emergency Management Agency, Office of the General 
   Counsel, room 840, 500 C Street, SW, Washington, DC 20472.
     Notification procedure:
       An individual can find out whether this system of records 
   contains information about him/her by writing to the system manager 
   at the address shown above and providing his/her name and address. 
   Inquiries should be addressed to the System Manager. Written requests 
   should be clearly marked, ``Privacy Act Request'' on the envelope and 
   letter. Include full name, some type of appropriate personal 
   identification, and current address.
       When requesting notification of records in person, the individual 
   should be able to provide some acceptable identification, such as a 
   driver's license, passport, employing office's identification card, 
   military identification card, student identification card or other 
   identification data.
     Record access procedures:
       Same as notification procedures described above. Individuals 
   requesting access to their records should also reasonably describe 
   the record(s) they are seeking.
     Contesting records procedure:
       Same as notification procedures described above. Individuals 
   contesting the contents of a record in the system should also 
   reasonably describe the record(s), specify the information being 
   contested, and state the corrective action sought with supporting 
   justification showing how the record is untimely, incomplete, 
   inaccurate, or irrelevant. FEMA Privacy Act regulations are located 
   at 44 CFR part 6.
     Record source categories: 
       We obtain information in this system from claimants seeking 
   compensation under the Cerro Grande Fire Assistance Act, Pub. L. 106-
   246, attorneys, claims adjusters, inspectors and appraisers, 
   insurance companies, medical officials, and Federal, State, and local 
   agencies.
     System exempted from certain provisions of the act: 
       None.

   #.. FEMA/EX-1

   #....System name: Biographies.

     Security classification: 
       Unclassified.
     System location: 
       Office of External Affairs, Public Affairs and Intergovernmental 
   Affairs Division, Federal Emergency Management Agency, Washington, DC 
   20472; National Emergency Training Center, Federal Emergency 
   Management Agency, Emmitsburg, Maryland 21727; and Regional Directors 
   of FEMA, addresses are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Key FEMA Headquarters and Regional staff, State and local 
   Emergency Management Directors/Coordinators, members of the FEMA 
   Advisory Board, and guest lecturers at the National Emergency 
   Training Center.
     Categories of records in the system: 
       (a) Office of Public and Intergovernmental Affairs files contain 
   biographies of key officials from FEMA, including Headquarters and 
   Regional offices, state and local emergency management officials, key 
   State and local emergency management officials and members of the 
   FEMA Advisory Board; (b) Regional files contain biographies of key 
   Regional officials and State and local Emergency Management 
   Directors/Coordinators within regional geographical boundaries. 
   Includes FEMA Form 70-16, Notice of Appointment of Emergency 
   Management Directors/Coordinators; (c) National Emergency Training 
   Center files contain biographies of guest lecturers and other key 
   officials.
     Authority for maintenance of the system: 
       44 U.S.C. 3101; E.O. 12148; E.O. 12127, and Reorganization Plan 
   No. 3 of 1978.
   Purpose(s): 
       For the purpose of preparing speeches, correspondence and other 
   public releases in connection with emergency management programs.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       In response to requests from the media and any member of the 
   public requesting biographical data on key FEMA officials, names and 
   addresses of the State and local Emergency Management Directors/
   Coordinators, and through issuance of public releases. The 
   biographies of guest lecturers are used as background in introducing 
   the lecturers to audiences attending the particular event.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders.
     Retrievability: 
       (a) Key FEMA officials and guest lecturers at the National 
   Emergency Training Center are filed alphabetically by name; (b) State 
   and local Emergency Management Directors/Coordinators are filed 
   alphabetically by State.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessbile only to 
   authorized personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 14 and FEMA 
   Schedule N1-311-86-1, 1C-1a. Biographies for FEMA officials, 
   headquarters and regional offices retained in active file until end 
   of calendar year after separation of employee, then retired Federal 
   Records Center for permanent retention. The biographies of State and 
   local Directors/Coordinators are retained in active file until end of 
   the calendar year after termination, then destroyed. The biographies 
   of guest lecturers are retained for purposes of the lecturer and if 
   no longer needed for future lecturers, they are destroyed.
     System manager(s) and address: 
       For the biographies of key FEMA officials--Assistant Associate 
   Director, Public and Intergovernmental Affairs Division, Office of 
   External Affairs, Federal Emergency Management Agency, Washington, DC 
   20472; For State and local Emergency Management Directors/
   Coordinators--Regional Director for the specific State, addresses are 
   listed in Appendix AA; For National Emergency Training Center files--
   Director, Office of Training, Federal Emergency Management Agency, 
   National Emergency Training Center, 16825 Seton Avenue, Emmitsburg, 
   Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the appropriate system manager. 
   Written requests should be clearly marked, ``Privacy Act Request'' on 
   the envelope and letter. Include full name of the individual, some 
   type of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       The key officials on whom biographies are maintained and other 
   knowledgeable sources.
     Systems exempted from certain provisions of the act: 
       None.

   #.. FEMA/EX-2

   #....System name: President's and Director's Award Nominees.

     Security classification: 
       Unclassified.
     System location: 
       Office of External Affairs, Public Affairs and Intergovernmental 
   Affairs Division, Federal Emergency Management Agency, Washington, DC 
   20472.
     Categories of individuals covered by the system: 
       Individuals nominated to receive the President's Award for 
   Outstanding Public Safety Service and individuals nominated to 
   receive the Director's Award for Distinguished Public Safety Service.
     Categories of records in the system: 
       Name and address of the candidate, his/her position and title, 
   whether the nomination is for the President's or Director's Award, 
   the public agency served, the locale where the candidate performs 
   his/her duties, the name of the nominating official, a summary 
   description of the outstanding contribution, distinguished service or 
   extraordinary valor of the nominee, and the relevant duties relating 
   thereto, and copies of any published factual accounts of the 

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