Notice2026-17962
Privacy Act of 1974; Systems of Records
Primary source
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Published
September 2, 2026
Issuing agencies
Justice Department
Abstract
Pursuant to the Privacy Act of 1974 and Office of Management and Budget (OMB) Circular No. A-108, notice is hereby given that the Department of Justice (Department or DOJ) proposes to develop a new system of records titled "Department of Justice Learning Management and Training Records, JUSTICE/DOJ-023," which contains training records, forms, requests, surveys, and learning modules. Currently, DOJ learning management and training records are covered by the government- wide SORN OPM/GOVT-1, General Personnel Records. However, OPM/GOVT-01 only covers records related to current and former Federal employees. The DOJ proposes to establish this system of records to include learning management and training records related to both DOJ personnel, including contractors, volunteers, interns and grantees, as well as guest lecturers, partner law enforcement officers, members of the public, and the press who participate in and/or facilitate learning and training functions for the Department. The records in this system may include enrollment and participation information, class schedules, programs, names, business or personal contact information, and feedback about the training provided. Much of the information in the records, such as learning and training requests, completed training, and training feedback, will be supplied by the individuals to which the information pertains.
Full Text
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<title>Federal Register, Volume 91 Issue 169 (Wednesday, September 2, 2026)</title>
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[Federal Register Volume 91, Number 169 (Wednesday, September 2, 2026)]
[Notices]
[Pages 56476-56480]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-17962]
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DEPARTMENT OF JUSTICE
[CPCLO Order No. 006-2026]
Privacy Act of 1974; Systems of Records
AGENCY: 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 and Office of Management
and Budget (OMB) Circular No. A-108, notice is hereby given that the
Department of Justice (Department or DOJ) proposes to develop a new
system of records titled ``Department of Justice Learning Management
and Training Records, JUSTICE/DOJ-023,'' which contains training
records, forms, requests, surveys, and learning modules. Currently, DOJ
learning management and training records are covered by the government-
wide SORN OPM/GOVT-1, General Personnel Records. However, OPM/GOVT-01
only covers records related to current and former Federal employees.
The DOJ proposes to establish this system of records to include
learning management and training records related to both DOJ personnel,
including contractors, volunteers, interns and grantees, as well as
guest lecturers, partner law enforcement officers, members of the
public, and the press who participate in and/or facilitate learning and
training functions for the Department. The records in this system may
include enrollment and participation information, class schedules,
programs, names, business or personal contact information, and feedback
about the training provided. Much of the information in the records,
such as learning and training requests, completed training, and
training feedback, will be supplied by the individuals to which the
information pertains.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this notice 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 October 2, 2026.
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, Two Constitution
Square, 145 N St. NE, Suite 8W-300, Washington, DC 20530; by facsimile
at 202-307- 0693; or by email at <a href="/cdn-cgi/l/email-protection#2e5e5c47584f4d57004d41435e42474f404d4b6e5b5d4a414400494158"><span class="__cf_email__" data-cfemail="7c0c0e150a1d1f05521f13110c10151d121f193c090f181316521b130a">[email protected]</span></a>. To
ensure proper handling, please refer to the above CPCLO Order No. in
your correspondence.
FOR FURTHER INFORMATION CONTACT: William N. Taylor II, Deputy Assistant
Attorney General, Policy, Management, and Procurement, 950 Pennsylvania
Avenue NW, Washington, DC 20530-0001, (202) 514-3102.
SUPPLEMENTARY INFORMATION: The U.S. Department of Justice Learning
Management and Training system of records supports DOJ efforts related
to Executive Order 13111, the President's Management Agenda (PMA)--
Strategic Management of Human Capital, and the e-Government Human
Resources Line of Business--Human Resources Development (HR LOB/HRD).
The system is designed to facilitate the delivery and record-keeping of
training to DOJ personnel, various DOJ partners, and members of the
public.
This system of records captures information identifying individual
users and the DOJ-sponsored training they take. This system of records
is maintained to provide educational and training programs, including
access to commercial and component-specific web-based courseware,
management of an online catalog of course offerings, automated training
registration and approval processes, online individual development
planning, online testing and surveys, tracking of training resources,
management of and reporting on training data, and tracking of training
completion.
OPM policy requires the collection and reporting of training data
for all Federal employees, as outlined in the OPM Guide to Human
Resources Reporting (available at <a href="https://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/hr-reporting/ghrr4-4.pdf">https://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/hr-reporting/ghrr4-4.pdf</a>). In addition, maintaining detailed records about
the training offered and
[[Page 56477]]
the individuals that have participated as instructors, attendees, and/
or observers, as well as feedback and satisfaction surveys, is
necessary to measure human resource development program effectiveness,
as well as respond to Department and Government training records
requests and reporting requirements.
Pursuant to 5 U.S.C. 552a(b)(13), records maintained in this system
of records may be disclosed to a consumer reporting agency without the
prior written consent of the individual to whom the record pertains.
Such disclosures will only be made in accordance with 31 U.S.C.
3711(e).
In accordance with 5 U.S.C. 552a(r), the Department has provided a
report to OMB and Congress on this new system of records.
Dated: August 27, 2026.
Laurence E. Rothenberg,
Chief Privacy and Civil Liberties Officer, United States Department of
Justice.
JUSTICE/DOJ-023
SYSTEM NAME AND NUMBER:
Department of Justice Learning Management and Training Records,
JUSTICE/DOJ-023.
SECURITY CLASSIFICATION:
Classified and unclassified.
SYSTEM LOCATION:
Records may be maintained at all locations where the Department of
Justice (DOJ) or its contractors operate, or where DOJ operations are
supported, including the Robert F. Kennedy Main Justice Department
Building, 950 Pennsylvania Avenue NW, Washington, DC 20530-0001.
Additionally, records may be maintained electronically at one or
more DOJ data centers, including, but not limited to, the Department's
Core Enterprise Facilities (CEF), the Department's CEF East, in
Clarksburg, WV 26306, and CEF West, Pocatello, ID 83201. Records may
also be transferred to a DOJ-authorized cloud service provider within
the Continental United States.
Access to these electronic records may occur from any location the
DOJ operates or other locations where DOJ Office of the Chief
Information Officer (OCIO) operations are supported. Some or all of the
records in the system may be duplicated at other locations where the
Department has granted direct access to support DOJ operations, system
backup, emergency preparedness, and/or continuity of operations.
Training records maintained in a former Federal employee's Official
Personnel Folder (OPF), which is generally electronic, are located at
the National Personnel Records Center, National Archives and Records
Administration (NARA).
SYSTEM MANAGER(S):
For all DOJ offices and agencies other than Federal Bureau of
Investigation (FBI) and Federal Bureau of Prisons (FBOP): William N.
Taylor, II, Deputy Assistant Attorney General, Policy, Management, and
Procurement, 950 Pennsylvania Avenue NW, Washington, DC 20530-0001,
202-514-3102.
For the FBI: Virtual Academy System Owner, Unit Chief, Learning
Systems Unit, Curriculum Management Section, Training Division, Federal
Bureau of Investigation, Quantico, VA 22135, 703-632-1000.
For the FBOP: Chung-Hi Grace, Associate General Counsel, Branch
Chief, Office of General Counsel, 320 First Street NW, Washington, DC
20156, 202-307-2804.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101; the Government Employees Training Act (GETA), 5
U.S.C. 4101-4118; 5 CFR 410.311 and 410.601; Executive Order 11348, as
amended by Executive Order 12107; and DOJ Order 1200.1, Human
Resources.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system of records is to capture records
necessary to manage DOJ-sponsored training programs. The records in
this system of records are maintained to provide educational and
training programs, including access to commercial and component-
specific web-based courseware, management of online catalogs of course
offerings, automated training registration and approval processes,
online individual development planning, online testing and surveys,
tracking of training resources, management of and reporting on training
data, and tracking of training completion.
OPM policy requires the collection and reporting of training data
for all Federal employees, as outlined in the OPM Guide to Human
Resources Reporting (available at <a href="https://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/hr-reporting/ghrr4-4.pdf">https://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/hr-reporting/ghrr4-4.pdf</a>). Maintaining detailed records about training
offered and the individuals who have participated as instructors,
attendees, and/or observers is also necessary to measure human resource
development program effectiveness, and to respond to Department and
government-wide training information requests or reporting
requirements.
Summary data from the system is used to track specific measures
outlined in the Department of Justice Human Capital Strategic Plan.
Demographic data, such as race and national origin, is collected to
meet obligations under EEOC Management Directive 715. User data, such
as promotion date and entry on position, is used to identify groups of
individuals with specific training requirements and to facilitate
assignment of curricula. Mandatory training information is tracked for
professional development purposes. Instructor data is collected by the
Department to identify instructors, assign them to scheduled offerings,
and track instructor utilization. Attendee and observer information is
collected to administer satisfaction surveys and to facilitate training
logistics and planning functions. Administrator data is collected to
identify administrators, track their roles, and review their access to
and use of the system containing records in this system of records. The
Department employs data minimization practices (e.g., truncated SSNs,
health data relating to accommodations) to further protect Personally
Identifiable Information (PII).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former Federal employees as defined in 5 U.S.C. 2105;
other DOJ personnel, including contractors, volunteers, interns and
grantees; other non-DOJ individuals who attend, participate in, or
observe DOJ training, including (but not limited to) military, tribal,
state, and local law enforcement, investigators, attorneys, social
welfare professionals, inmates, and members of the press and public;
training instructors and support staff; possible emergency contacts
and/or supervisors whose names are collected from attendees; and
individuals affiliated with training business processes in connection
with training facilities, conferences, and trainings at or with
laboratories, vehicles, and firearms.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system include information pertaining to the
training, development, and performance of its learners, instructors,
participants, observers, and administrators, including support staff.
These records may include:
Personal information (e.g., name, date of birth, race/ethnicity,
national origin, sex, partial Social Security numbers, business and
personal contact
[[Page 56478]]
information, emergency contact information, photographic images of
trainees); education information (e.g., learning history, including
dates and locations of institutions or courses attended. date
registered, internal and external courses taken or taught, internal and
external requests or applications for training); professional
development information (e.g., professional development plans, progress
reviews); select personal health information (e.g., medical
accommodation information, fitness for duty measures); employment
information (e.g., current or previous positions held, job title,
scale, grade and salary, professional licenses and certifications, work
specialty code, performance evaluations and reviews, supervisory
information for approvals); course and training data (e.g., course
descriptions, course numbers, dates offered, education credits earned
evaluation reports, attendance records, survey results and other
feedback); and other information as needed or required for training or
learning management. The system also includes administrative and audit
data to include user identification credentials, internet protocol (IP)
addresses, and access dates and times.
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from the
following sources:
A. The individual about whom the record pertains; training
personnel and entities; Department officials; records collected from
other federal, state, local, tribal, and territorial agencies and other
authorized individuals or entities; personnel records; and other
existing systems of records, including but not limited to OPM/GOVT-01,
General Personnel Records, DOJ-014, Department of Justice Employee
Directory Systems, DOJ/USM-006, United States Marshals Service Training
Files, and DOJ/DEA-015, Training Files.
B. DOJ's Global Address List (GAL), National Finance Center, and
the U.S. Department of Treasury's HR Connect, which populate user
profiles for federal employees and contractors.
C. Information collected directly from non-DOJ individuals by DOJ
employees to create accounts in the learning management IT system for
the purpose of tracking training and development.
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 or information 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:
Records may be disclosed for the following purposes:
A. To government training facilities (federal, state, and local)
and non-government training entities or facilities (e.g., private
vendors of training courses or programs) for training purposes.
B. To the trained individual's employer or sponsor for the
training, and to organizations responsible for tracking or maintaining
records of training certifications and compliance.
C. To appropriate federal, state, local, territorial, tribal, or
foreign law enforcement authorities, or other appropriate entities,
where a record--alone or in conjunction with other information--
indicates a violation or potential violation of law (criminal, civil,
or regulatory in nature), and that referred entity is charged with
investigating, prosecuting, or enforcing or implementing such law.
D. To any person or entity that the Department has reason to
believe possesses information regarding a matter within the
jurisdiction of the Department, to the extent deemed necessary by the
Department to elicit such information or cooperation from the recipient
for use in the performance of an authorized activity.
E. To a court, grand jury, or administrative or adjudicative body
in any appropriate proceeding where the Department of Justice
determines 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.
F. An actual or potential party to litigation or the party's
authorized representative, for purposes of settlement negotiations,
plea bargaining, or informal discovery proceedings.
G. The news media and the public, including disclosures pursuant to
28 CFR 50.2, unless it is determined that release of the specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
H. Contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the agency, when necessary to
accomplish an agency function related to this system of records.
I. Designated officers and employees of state, local, territorial,
or tribal law enforcement or detention agencies, in connection with the
hiring or continued employment of an employee or contractor who would
occupy, or does occupy, a position of public trust as a law enforcement
officer or detention officer having direct contact with the public or
with prisoners/detainees, to the extent that the information is
relevant and necessary to the recipient agency's decision.
J. Appropriate officials and employees of a Federal agency or
entity, including the White House, that require information relevant to
a decision concerning hiring, appointment, or retention of an employee;
assignment, detail, or deployment of an employee; issuance, renewal,
suspension, or revocation of a security clearance; execution of a
security or suitability investigation; letting of a contract, or the
issuance of a grant or benefit.
K. A former employee of the Department, for purposes of: responding
to an official inquiry by a federal, state, or local government entity
or professional licensing authority, or to facilitate communications
with a former employee that may be necessary for personal related or
other official purposes where the Department requires information and/
or consultation assistance from the former employee regarding a matter
within that person's former area of responsibility, in accordance with
applicable Department regulations.
L. Federal, state, local, territorial, tribal, foreign, or
international licensing agencies or associations that require
information concerning an individual's suitability or eligibility for a
license or permit.
M. A Member of Congress or staff acting upon the Member's behalf
when the request is made on behalf of, and at the request of, the
individual who is the subject of the record.
N. The National Archives and Records Administration, for records
management inspections conducted under 44 U.S.C. 2904 and 2906.
O. Appropriate agencies, entities, and persons when: (1) the
Department suspects or has confirmed that there has been a breach of
the system of records; (2) the Department has determined that as a
result of the suspected or confirmed breach there is a risk of harm to
individuals, the Department (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
Department's
[[Page 56479]]
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
P. Another Federal agency or Federal entity, when the Department
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.
Q. To any agency, organization, or individual, such as the
Government Accountability Office, the Department's Office of the
Inspector General, or the Office of Special Counsel, for the purpose of
performing authorized audit or oversight operations of the Department,
including those related to fraud, waste, and abuse, and meeting related
reporting requirements.
R. Recipients under circumstances and procedures as mandated by
federal statutes or treaties.
S. An organization or individual in either the public or private
sector, where there is reason to believe the recipient is or could
become the target of a particular criminal activity or conspiracy, to
the extent the information is relevant to the protection of life or
property.
T. Individuals and organizations, to the extent necessary, to
verify their qualifications or eligibility for training.
U. Treasury Department, Alcohol and Tobacco Tax and Trade Bureau
employees, when necessary to accomplish a Treasury Department or
Department of Justice function related to this system of records.
V. Unions recognized as exclusive bargaining representatives in
accordance with provisions contained in the Civil Service Reform Act of
1978, 5 U.S.C. 7111 and 7114.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
All records in this system of records are maintained either in
electronic or paper form and are stored in compliance with applicable
executive orders, statutes, regulations, and agency implementing
recommendations. Electronic records are stored in databases or on hard
disks, removable storage devices, or other electronic media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The Department will retrieve records by any category of records,
including name, component, course name, course number, and date
registered.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained and disposed of in accordance
with all applicable statutory and regulatory requirements, including
applicable records schedules issued by the National Archives and
Records Administration. After the appropriate retention period, records
will be destroyed/deleted in accordance with appropriate media
sanitization procedures.
To the extent that records in this system are a part of the OPF,
those records are maintained in the OPF for the period of the
employee's service in the agency. They are then, if in a paper format,
transferred to the National Personnel Records Center for storage or, as
appropriate, to the next employing Federal agency. If the OPF is
maintained in an electronic format, the transfer and storage are in
accordance with the requirements of the electronic system. Other
records are either retained at the agency for various lengths of time
in accordance with the NARA records schedules or destroyed when they
have served their purpose or when the employee leaves the agency.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
This system of records 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. Electronic
files and working copies are safeguarded in accordance with DOJ rules
and policy governing information systems security and access. The
system is protected by physical security methods, administrative
processes, and electronic means, including dissemination and access
controls. Records and technical equipment are maintained in secure
areas with restricted access. Cloud Service Providers maintain system
backup information in accordance with a government contract that
requires adherence to applicable laws, rules, and policies.
Internet connections are protected by multiple firewalls. Role-
based access controls are employed to allocate logical access to a
specific job function or area of responsibility. Users of individual
DOJ computers can only gain access to that computer by a valid user
identification and password or other method of authentication. 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. Additionally, an automated log of
queries is maintained on all systems.
RECORD ACCESS PROCEDURES:
All requests for access to records must be in writing and should be
addressed to the Justice Management Division, ATTN: FOIA Contact,
Department of Justice, Rm. 1111, 950 Pennsylvania Avenue NW,
Washington, DC 20530, phone: 202-616-0253, email: <a href="/cdn-cgi/l/email-protection#97dddad3d1d8ded6d7e2e4f3f8fdb9f0f8e1"><span class="__cf_email__" data-cfemail="de94939a9891979f9eabadbab1b4f0b9b1a8">[email protected]</span></a>.
The envelope and letter should be clearly marked ``Privacy Act Access
Request.'' The letter must include the requester's full name, current
address, and date of birth. The request must include a general
description of the records sought in sufficient detail to enable
Department personnel to locate them with a reasonable amount of effort.
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 Department'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 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 Department'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.''
[[Page 56480]]
NOTIFICATION PROCEDURES:
Individuals may be notified if a record in this system of records
pertains to them when the individuals request information utilizing the
same procedures as those identified in the ``RECORD ACCESS PROCEDURES''
paragraph above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Individual SORNs pertaining to this system of records have also
been published by the Bureau of Alcohol, Tobacco, Firearms and
Explosives (ATF), the Drug Enforcement Administration (DEA), and the
U.S. Marshalls Service (USMS) and cover certain training records in
their components (ATF-010, Training and Professional Development Record
System, 68 FR 3562 (Jan. 24, 2003); DEA-015, Training Files, 52 FR
47217 (Dec. 11, 1987); and USM-006, United States Marshals Service
Training Files, 72 FR 33515 (June 18, 2007)).
[FR Doc. 2026-17962 Filed 9-1-26; 8:45 am]
BILLING CODE 4410-JK-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.