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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   component thereof, or any employee of FEMA in his or her official 
   capacity; or any employee of FEMA in his or her individual capacity, 
   where FEMA has agreed to represent the employer; or the United 
   States, where FEMA determines that litigation is likely to affect 
   FEMA or any of its components--is a party to litigation or has an 
   interest in such litigation, and FEMA determines that the use of such 
   records is relevant and necessary to the litigation; provided, 
   however, that in each case FEMA determines that disclosure of the 
   records is a use of the information contained in the records that is 
   compatible with the purpose for which the records were collected.
       (s) Disclosure to FEMA's legal representation, to include the 
   Department of Justice and other outside counsel, where FEMA is a 
   party in litigation or has an interest in litigation. A record may be 
   disclosed to the Department of Justice when FEMA, or any of its 
   components thereof; or any employee of FEMA in his or her official 
   capacity; or any employee of FEMA in his or her individual capacity, 
   where the Department of Justice has agreed or is considering a 
   request to represent the employee; or the United States, where FEMA 
   determines that litigation is likely to affect FEMA or any of its 
   components--is a party to litigation or has an interest in such 
   litigation, and FEMA determines that the use of such records by the 
   Department of Justice is relevant and necessary to the litigation; 
   provided, however, that in each case, FEMA determines that disclosure 
   of the records to the Department of Justice is a use of the 
   information contained in the records that is compatible with the 
   purpose for which the records were collected.
       (t) Disclosure to State Insurance Departments and Insurance 
   Companies. A record may be disclosed to State Insurance Departments 
   and insurance companies and/or their agents investigating fraud or 
   potential fraud in connection with burglary, robbery or flood claims.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders, index cards, and in 
   data processing storage media.
     Retrievability: 
       By name, file number, and subpoena number.
     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 accessible only to 
   authorized personnel who are properly screened, cleared and trained. 
   To the extent that this system includes records or information which 
   is classified under an existing Executive Order, such records or 
   information would be provided security safeguards equivalent to the 
   protection of Top Secret classified information and access would only 
   be provided on a verified need-to-know basis.
     Retention and disposal: 
       Records are covered by General Records Schedule 22. Investigative 
   files containing information or allegations which are of an 
   investigative nature but do not relate to a specific investigation 
   are destroyed when 5 years old. All other investigative case files 
   are placed in inactive file when case is closed. Cut off inactive 
   file at end of fiscal year. Destroy 10 years after cutoff date. Index 
   references to investigative files are destroyed when superseded or 
   obsolete.
     System manager(s) and address: 
       Inspector General, Federal Emergency Management Agency, 
   Washington, DC 20472.
     Notification procedure: 
       During an investigation, information from other systems of 
   records may be incorporated into the case file. In certain instances, 
   the incorporated information may be material which the Privacy Act, 
   at 5 U.S.C. 552a(j)(2), (k)(1), (2), and (5), permits an agency to 
   exempt from certain provisions of the Act. To the extent that such 
   exempt material is incorporated into the investigative file, the 
   Director, Federal Emergency Management Agency, has determined that 
   the material as it appears in this system should be exempted from 
   subsections (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the 
   Privacy Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(j)(2), (k)(1), 
   (2), and (5). To the extent that this system of records is not 
   subject to exemption, it is subject to notification, access and 
   contesting procedures. A determination as to the applicability of an 
   exemption as to a specific record shall be made at the time a request 
   for notification, access, or contesting is received. 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 of the individual, some type of appropriate 
   personal identification, and current address.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should 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: 
       (1) Federal, State, local or foreign government agencies 
   concerned with the administration of criminal justice and non-law 
   enforcement agencies both public and private; (2) Members of the 
   public; (3) Government employees; (4) Published material; (5) 
   Witnesses and informants. Systems exempted from certain provisions of 
   the act: During an investigation, information from other systems of 
   records may be incorporated into the case file. In certain instances, 
   the incorporated information may be material which the Privacy Act, 
   at 5 U.S.C. 552a(j)(2), (k) (1), (2), and (5), permits an agency to 
   exempt from certain provisions of the Act. To the extent that such 
   exempt material is incorporated into the investigative file, the 
   Director, Federal Emergency Management Agency, has determined that 
   the material as it appears in this system should be exempted from 
   subsections (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the 
   Privacy Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(j)(2), (k) (1), 
   (2), and (5). Rules have been promulgated in accordance with the 
   requirements of 5 U.S.C. 553 (b), (c) and (e) and have been published 
   in 44 CFR 6.87.

   #..FEMA/MIT-7

   #....System name: 

       Flood Map Customer Records.
     Security classification: 
       Unclassified.
     System location: 
       Offices of the map sales servicing agent under contract with the 
   Federal Emergency Management Agency, Washington, DC 20472.
     Categories of individuals covered by the system:  
       Individuals who purchase flood-related map products or whose 
   requests have been forwarded to the map sales servicing contractor. 
   The system also contains records concerning individuals in their 
   entrepreneurial capacity, corporations and other business entities 
   whose records are not subject to the Privacy Act.
     Categories of records in the system:  
       Electronic database contains name, address, phone number, credit 
   card number and expiration date, account number, order number, 
   product requested and appropriate accounting entries. Information 
   from paper orders is entered into database and paper orders are 
   destroyed after three months.
     Authority for maintenance of the system:  
       The National Flood Insurance Act of 1968, as amended, and the 
   Flood Disaster Protection Act of 1973, as amended, 42 U.S.C. 4001 et 
   seq., 5 U.S.C 301, Reorganization Plan No. 3 of 1978 and E.O. 12127.
   Purpose(s): 
       The primary use of the records is for reference by the map sales 
   servicing contractor in processing customer inquiries, orders and 
   complaints. The contractor must comply with the requirements of the 
   Privacy Act of 1974, as amended, 5 U.S.C. 552a.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  
       In addition to use of the records by a contractor engaged to 
   assist the Agency in performing a contract service related to this 
   system of records and who requires access to the records in order to 
   perform the activity, disclosure of records outside FEMA or the map 
   sales contractor may be made to:
       (1) The U.S. Department of Justice or a court or adjudicative 
   body when (a) the United States, FEMA, a component of FEMA, the map 
   sales servicing contractor or, when represented by the Government, an 
   employee of FEMA is a party to litigation or anticipated litigation 
   or has an interest in such litigation, and (b) FEMA determines that 
   the disclosure is relevant or necessary to the litigation and is 
   compatible with the purpose for which the records were compiled;
       (2) An appropriate Federal, State, local or foreign agency 
   responsible for investigating, prosecuting, enforcing, or 
   implementing a statute, regulation, rule or order, where FEMA becomes 
   aware of an indication of a violation or potential violation of civil 
   or criminal law or regulation;
       (3) A Congressional office when disclosure from the record of an 
   individual is necessary to respond to an inquiry the individual has 
   made to the Congressional office.
       (4) 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 a ``consumer reporting agency'' as defined in the 
   Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims 
   Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records in this system are temporarily stored in a database 
   (i.e., on computer hard drives and computer disks) and subsequently 
   archived in magnetic media. Paper printouts of these data may be made 
   as necessary. Paper copies of customer orders are stored in manual 
   files and destroyed after three months.
     Retrievability: 
       Retrievable by name of organization, individual, account number 
   or order number.
     Safeguards: 
       Records are maintained by the FEMA map sales servicing contractor 
   in areas occupied by contractor personnel during working hours with 
   the building locked and secured by alarm during off hours. In 
   addition, the risk of unauthorized access to or disclosure of 
   personal data in the proposed system is minimized through the use of 
   passwords and security profiles and permissions to enter the computer 
   system in which data are maintained. The computerized records and 
   paper records are stored 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. All personnel with 
   access to records are screened, cleared and trained.
     Retention and disposal: 
       Records are retained and disposed of in accordance with the 
   retention and disposition schedules set forth in FEMA Manual 5400 
   (August 1989), ``Records Management: Disposition, Retention and Files 
   Plan.'' Means of disposal are appropriate to the storage medium 
   (e.g., erasure of disks, shredding of paper records, etc.).
     System manager(s) and address:  
       Project Officer, Map Service Center, Technical Services Division, 
   Mitigation Directorate, Federal Emergency Management Agency, 
   Washington, DC 20472.
       Notification procedure:
       Inquiries should be addressed to the System Manager following 
   procedures set forth at 44 CFR part 6, subpart C.
     Record access procedures:
       See Notification procedure.
     Contesting recORDS PROCEDURE:
       A petition for amendment should be addressed to the System 
   Manager and must meet the content requirements set forth at 44 CFR 
   part 6, subpart D.
     Record source categories: 
       Customers on whom record(s) are maintained.
     System exempted from certain provisions of the Act:
       None.

   #.. FEMA/NETC-1

   #....System name: Student Application and Registration Records.

     Security classification: 
       Unclassified.
     System location: 
       National Emergency Training Center, Federal Emergency Management 
   Agency, Emmitsburg, Maryland 21727.
     Categories of individuals covered by the system: 
       Individuals who apply for and complete resident and field 
   emergency management training conducted under the auspices of the 
   National Emergency Training Center. This system includes individuals 
   who apply for and complete courses for the National Fire Academy and 
   Emergency Management Institute.
     Categories of records in the system: 
       Files include student application form, FEMA Form 75-5 containing 
   name, address, educational level, social security number, ethnic/
   racial origin, emergency management courses taken and where, 
   emergency management organization and program affiliation, emergency 
   management title, emergency management telephone number and length of 
   emergency management service, employer, business title and business 
   telephone number, individual training records; individual and 
   business file for National Emergency Training Center Catalogs, 
   Information Bulletins, etc.; Career Development directory; Student 
   Expense files, completed Grant-in-aid Forms; State recommendations, 
   attendance and progress reports, student locators, and related 
   academic documents. Authority for maintenance of the system: Pub. L. 
   93-498, Federal Fire Prevention and Control Act of 1974, 15 U.S.C. 
   2206; 44 U.S.C. 3101; Federal Civil Defense Act of 1950, 50 U.S.C. 
   App. 2253, 2281; 5 U.S.C. 301; Pub. L. 93-288, the Disaster Relief 
   Act of 1974 as amended; E.O. 12127; E.O. 12148; and Reorganization 
   Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of determining eligibility and effectiveness of 
   National Emergency Training Center courses; to maintain necessary 
   student records; to supply students with information of courses, 
   credits and grades (if any), to supply the Registrar with record of 
   student enrollment in National Emergency Training Center courses by 
   geographical location to determine who has or has not been trained, 
   to assess use of course material in the field, and to assess the 
   impact of course material on the community.
   Disclosure to consumer reporting agencies:
       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) or the Federal Claims Collection Act of 1966 (31 U.S.C. 
   3701(a)(3)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To State and local jurisdictions to maintain up-to-date 
   statistics of National Emergency Training Center graduates completing 
   courses within their respective jurisdiction. Information relating to 
   participation of courses in the National Fire Academy may be 
   disclosed to Members of the Board of Visitors for the purpose of 
   evaluating the participants of courses.
       Additional routine uses may include Nos. 2, 3, 5 and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper files and computerized records.
     Retrievability: 
       Academic records are filed alphabetically by course title; 
   student expense files are filed alphabetically by course and fiscal 
   year.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures. Paper records are retained in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building security personnel during non-business hours. Records are 
   retained in areas accessible only to authorized personnel who are 
   properly screened, cleared and trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-88-2. 
   Applications and registrations records accepted for admission are 
   held until the end of the fiscal year. Inactive files are destroyed 
   after 40 years. Students not accepted for admission are cut off at 
   the end of the fiscal year and destroyed one year after cut off. 
   Student stipend agreements are destroyed after 6 years and 3 months.
     System manager(s) and address: 
       Director, Office of Training, Federal Emergency Management 
   Agency, National Emergency Management Training Center, 16825 South 
   Seton Avenue, Emmitsburg, Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 

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