Privacy Act of 1974; System of Records

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Published

November 27, 2024

Issuing agencies

Justice Department

Abstract

Pursuant to the Privacy Act of 1974, Office of Management and Budget (OMB) Circular No. A-108, and Federal law, notice is hereby given that the DOJ's Office of Justice Programs (OJP) proposes a new system of records notice titled the Peer Review Management System (PRMS), JUSTICE/OJP-020. The DOJ uses the PRMS, a web-based tool, to manage the planning, selection, and assignment of peer reviewers as part of the merit review of DOJ's funding opportunities.

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<title>Federal Register, Volume 89 Issue 229 (Wednesday, November 27, 2024)</title>
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[Federal Register Volume 89, Number 229 (Wednesday, November 27, 2024)]
[Notices]
[Pages 93656-93658]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-27570]

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DEPARTMENT OF JUSTICE

[CPCLO Order No. 007-2024

Privacy Act of 1974; System of Records

AGENCY: Office of Justice Programs, United States Department of
Justice.

ACTION: Notice of a new system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, Office of Management and
Budget (OMB) Circular No. A-108, and Federal law, notice is hereby
given that the DOJ's Office of Justice Programs (OJP) proposes a new
system of records notice titled the Peer Review Management System
(PRMS), JUSTICE/OJP-020. The DOJ uses the PRMS, a web-based tool, to
manage the planning, selection, and assignment of peer reviewers as
part of the merit review of DOJ's funding opportunities.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of
records is effective upon publication, subject to a 30-day period in
which to comment on the routine uses described below. Please submit any
comments by December 27, 2024.

ADDRESSES: The public, OMB, and Congress are invited to submit any
comments by mail to the United States Department of Justice, Office of
Privacy and Civil Liberties, ATTN: Privacy Analyst, 145 N St. NE, Suite
8W, Washington, DC 20002; by facsimile at 202-307-0693; or by email at
<a href="/cdn-cgi/l/email-protection#4333312a3522203a6d202c2e332f2a222d2026033630272c296d242c35">[email&#160;protected]</a>. To ensure proper handling, please
reference the above CPCLO Order No. on your correspondence.

FOR FURTHER INFORMATION CONTACT: Bryce Mitchell, Division Director;
Enterprise Application Development Division, Office of the Chief
Information Officer, Office of Justice Programs; 999 North Capitol
Street NE, Washington, DC 20002, <a href="/cdn-cgi/l/email-protection#fdbf8f849e98d3b094899e95989191bd888e999297d39a928b">[email&#160;protected]</a>, (202) 598-
9418.
Jennifer Tyson, Deputy Director, Grants Management Division, Audit,
Assessment, and Management, Office of Justice Programs; 999 North
Capitol Street NE, Washington, DC 20002, <a href="/cdn-cgi/l/email-protection#a7edc2c9c9cec1c2d589f3ded4c8c9e7d2d4c3c8cd89c0c8d1">[email&#160;protected]</a>,
(202) 307-0750.

SUPPLEMENTARY INFORMATION:
Potential peer reviewers, who may be members of the public or
Federal Government personnel, use the PRMS online tool to enter their
records via enrollment applications (i.e., profiles) to be considered
for peer review assignments. Authorized DOJ users (i.e. DOJ program
office and contract staff) can search these profiles to nominate and
invite a peer reviewer to review and score DOJ funding opportunity
applications. Authorized users (i.e., those members of the public or
Federal Government personnel invited by a DOJ program office staff to
serve as peer reviewer) may log into PRMS to review their profiles and
obtain access to assigned peer review tasks.
In accordance with 5 U.S.C. 552a(r), the DOJ has provided a report
to OMB and Congress on this new system of records.

Dated: November 19, 2024
Peter A. Winn,
Acting Chief Privacy and Civil Liberties Officer, United States
Department of Justice.
JUSTICE/OJP--020

SYSTEM NAME AND NUMBER: \
Peer Review Management System (PRMS), JUSTICE/OJP--020

SECURITY CLASSIFICATION:
The system is unclassified.

SYSTEM LOCATION:
Records in this system are maintained at the following locations:
Office of Justice Programs (OJP); 999 North Capitol Street NE,
Washington, DC 20002; and cloud service providers at AWS GovCloud; 1200
12th Avenue; South Seattle, WA 98144. The cloud computing service
providers and their location may change from time to time, and this
document may not reflect the most current information available. To
confirm information about the current cloud computing service provider,
please contact OJP through the OJP service desk at email address
<a href="/cdn-cgi/l/email-protection#347b7e641a7d60475146425d57515051475f745b5e441a4147505b5e1a535b42">[email&#160;protected]</a>.

SYSTEM MANAGER(S):
Bryce Mitchell, Division Director, Enterprise Application
Development Division, Office of the Chief Information Officer, Office
of Justice Programs, 999 North Capitol Street NE, Washington, DC 20002,
<a href="/cdn-cgi/l/email-protection#2260505b41470c6f4b56414a474e4e625751464d480c454d54">[email&#160;protected]</a>, (202) 514-2412.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
28 U.S.C. 530C, Authority to use available funds; 34 U.S.C.
10226(b), Personnel and Administrative Authority

PURPOSE(S) OF THE SYSTEM:
The Peer Review Management System (PRMS) supports DOJ's overall
grantmaking and research efforts toward fair, equitable, and objective
funding decisions by providing a centralized directory for DOJ staff to
obtain peer reviewers. DOJ peer reviewers consist of Federal Government
staff or members of the public, who offer their expertise in merit
reviewing and scoring OJP funding opportunities. The system achieves
this purpose through its two main components, the Peer Reviewer
Database (PRD) and the Peer Review Support System (PRSS).
The PRD maintains and disseminates records of peer reviewers and
potential peer reviewers, including their electronic enrollment
information. This component collects records about potential peer
reviewers who voluntarily complete a multi-step online application
process to be assigned peer review as needed by DOJ. The PRD allows
authorized DOJ users (DOJ program and contractor staff) to nominate and
invite a potential peer reviewer for a peer review assignment.
Authorized DOJ users can also review and evaluate work performed once a
peer reviewer completes an assignment.
The PRSS maintains details of the peer review process necessary for
authorized DOJ users to manage the peer review process, including
application review criteria from funding opportunities, application
data, and peer reviewer assignments. The PRSS also converts raw peer
review scores into normalized scores or tiers, which are uploaded into
OJP's grants

[[Page 93657]]

management system for programmatic review.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals applying to serve as peer reviewers and individuals
selected by DOJ to serve as peer reviewers (including members of the
public or Federal Government personnel); and DOJ personnel and DOJ
contractors who have access to the system as permitted and authorized
by the DOJ.

CATEGORIES OF RECORDS IN THE SYSTEM:
Records in the PRMS include an individual's name, mailing address,
personal email address, telephone number, work-related information
(e.g., current occupation, job title, work address, email address, work
address, and work history), areas of expertise, and information on any
relevant lived justice-involved experience. In addition, information
regarding potential peer reviewers' education level, race, cultural or
ethnic identity, education, sex or gender identity, Tribal affiliation,
and former incarceration (as self-reported by the potential peer
reviewers) may be provided.

RECORD SOURCE CATEGORIES:
The records in the system may obtained from, among other sources,
individuals applying to serve as peer reviewers, individuals selected
by DOJ to serve as peer reviewers, and OJP's grants management system,
which provides grant application data.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b), all or a portion of the records contained in this system of
records may be disclosed as a routine use pursuant to 5 U.S.C.
552a(b)(3) under the circumstances or for the purposes described below,
to the extent such disclosures are compatible with the purposes for
which the information was collected:
1. Where a record, either alone or in conjunction with other
information, may be relevant to investigating a violation or potential
violation of law--criminal, civil, or regulatory in nature--the
relevant records may be referred to the appropriate Federal, State,
local, territorial, Tribal, or foreign law enforcement authority or
other appropriate entity charged with the responsibility for
investigating or prosecuting such violation or charged with enforcing
or implementing such law.
2. To appropriate officials and employees of a Federal agency or
entity to the extent necessary for making decisions about peer review
assignments, such as but not limited to knowledge and skills needed to
evaluate DOJ funding opportunities.
3. To any person or entity that the DOJ has reason to believe
possesses knowledge regarding matters pertaining to DOJ programs and
activities, to the extent deemed to be necessary by the DOJ to elicit
information about the potential peer reviewer for use in conferring the
DOJ peer reviewer assignments.
4. To any person or entity that the DOJ has reason to believe
possesses information regarding a matter within the jurisdiction of the
DOJ, to the extent deemed to be necessary by the DOJ to elicit such
information or cooperation from the recipient for use in the
performance of an authorized activity.
5. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body, when the DOJ determines that the
records are arguably relevant to the proceeding; or in an appropriate
proceeding before an administrative or adjudicative body when the
adjudicator determines the records to be relevant to the proceeding.
6. To the news media and the public, including but not limited to
disclosures pursuant to 28 CFR 50.2, unless it is determined that
release of the specific information in the context of a particular case
or matter would constitute an unwarranted invasion of personal privacy.
While disclosures under 28 CFR 50.2 are in connection with a civil or
criminal proceeding, disclosures under this routine use may also
pertain to administrative proceedings as well as investigations of
Federal employee misconduct prejudicial to the interests of members of
the public.
7. To contractors, recipients, 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.
8. To a former employee of the DOJ for official purposes where the
DOJ requires information and/or consultation assistance from the former
employee regarding a matter within that person's former area of
responsibility.
9. To a Member of Congress or staff acting upon the Member's behalf
when the Member or staff requests the information on behalf of, and at
the request of, the individual who is the subject of the record.
10. To the National Archives and Records Administration for
purposes of records management inspections conducted under the
authority of 44 U.S.C. 2904 and 2906.
11. To appropriate agencies, entities, and persons when (1) the DOJ
suspects or has confirmed that there has been a breach of the system of
records; (2) the DOJ has determined that as a result of the suspected
or confirmed breach there is a risk of harm to individuals, the DOJ
(including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with the DOJ's efforts to respond to the suspected
or confirmed breach or to prevent, minimize, or remedy such harm.
12. To another Federal agency or Federal entity, when the DOJ
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.
13. To any agency, organization, or individual for the purpose of
performing authorized audit or oversight operations of DOJ and meeting
related reporting requirements.
14. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records in the PRMS are stored in electronic format in the OJP
cloud platforms. Records are stored securely in accordance with
applicable Federal laws, regulations, Department directives, and
guidance.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records can be retrieved within PRMS by a peer reviewer's personal
identifier to obtain profiles or other data matching the search
criteria necessary for the merit review of DOJ funding opportunities.
The records are retrievable by the peer reviewer's name, employee
type (other Federal agency or other), education level, job category,
race, cultural and ethnic identities, subject matter expertise,
research expertise, business organization, organization unit, job
title,

[[Page 93658]]

phone number (home and business), address (home and business), and
gender and sexual identities. The records are searchable and
retrievable using those identifiers for diversifying the pool of
reviewers needed to meet the objectives conducive to a full and fair
evaluation of the relevant OJP funding opportunities.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are stored in electronic format and retained
as well as disposed of in accordance with the National Archives and
Records Administration, General Records Schedule 1.2, which covers
grant and cooperative agreement records.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
This system meets all DOJ requirements for authorization to operate
per DOJ Order 0904, Cybersecurity Program. Specifically, information in
this system is maintained in accordance with applicable laws, rules,
and policies on protecting individual privacy.
The system leverages cloud service providers that maintain an
authority to operate in accordance with applicable laws, rules, and
policies, including Federal Risk and Authorization Management Program
(FedRAMP) requirements.
Backup information is maintained in accordance with a government
contract that requires adherence to applicable laws, rules, and
policies. Internet connections are protected by multiple firewalls.
Security personnel conduct periodic vulnerability scans using DOJ-
approved software to ensure security compliance and security logs are
enabled for all computers to assist in troubleshooting and forensics
analysis during incident investigations. Users of individual computers
can only gain access to the data by a valid user's identification and
authentication.

RECORD ACCESS PROCEDURES:
All requests for access to records must be in writing and should be
addressed to the relevant component:
OJP FOIA Officer; Office of Justice Programs; Office of the General
Counsel; 999 North Capitol Street NE, Washington, DC 20002.
The envelope and letter should be clearly marked ``Privacy Act
Access Request.'' The request must describe the records sought in
sufficient detail to enable DOJ personnel to locate them with a
reasonable amount of effort. The request must include a general
description of the records sought and must include the requester's full
name, current address, and date and place of birth. The request must be
signed and either notarized or submitted under penalty of perjury.
Although no specific form is required, you may obtain forms for this
purpose from the FOIA/Privacy Act Mail Referral Unit, United States
Department of Justice, 950 Pennsylvania Avenue NW, Washington, DC
20530, or on the Department of Justice website at <a href="https://www.justice.gov/oip/oip-request.html">https://www.justice.gov/oip/oip-request.html</a>.
More information regarding the DOJ's procedures for accessing
records in accordance with the Privacy Act can be found at 28 CFR part
16 Subpart D, ``Protection of Privacy and Access to Individual Records
Under the Privacy Act of 1974.''

CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records pertaining to them,
maintained in this system of records, must direct their requests to the
address indicated in the ``RECORD ACCESS PROCEDURES'' paragraph, above.
All requests to contest or amend records must be in writing and the
envelope and letter should be clearly marked ``Privacy Act Amendment
Request.'' All requests must state clearly and concisely what record is
being contested, the reasons for contesting it, and the proposed
amendment to the record.
More information regarding the DOJ's procedures for amending or
contesting records in accordance with the Privacy Act can be found at
28 CFR 16.46, ``Requests for Amendment or Correction of Records.''

NOTIFICATION PROCEDURES:
Individuals may request to be notified if a record in this system
of records pertains to them by utilizing the same procedures as those
identified in the ``RECORD ACCESS PROCEDURES'' paragraph, above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.

HISTORY:
None.
[FR Doc. 2024-27570 Filed 11-26-24; 8:45 am]
BILLING CODE 4410-18-P

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