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Privacy Documents for the Federal Emergency Management Agency (FEMA)

DHS/FEMA/PIA-001 - EP&R Individual Assistance Privacy Impact Assessment

EP&R Individual Assistance Privacy Impact Assessment, September 21, 2004 (PDF, 12 pages - 449 KB) The purpose of this Privacy Impact Assessment (PIA) is to provide details about this collection of information and how privacy may be impacted by permitting victims of a disaster to submit personal information via an Internet-based version of the Federal Emergency Management Agency Form 90-69. The data is the same as the existing paper-based version of the same form, which is covered by an existing approved system of records.

Associated SORN(s):

DHS/FEMA/PIA-002 - 9/11 Heroes Stamp Act of 2001 File System

9/11 Heroes Stamp Act of 2001 File System, July 26, 2005 (PDF, 13 pages - 229 KB) This Privacy Impact Assessment (PIA) applies to the systems and procedures implemented by FEMA to distribute the funds raised from the sale of the Heroes semipostal stamp to benefit eligible emergency relief personnel killed or permanently disabled in the line of duty and to their families. The Heroes Stamp Act, Public Law 107-67, directed the United States Postal Service (USPS) to issue a semipostal stamp and distribute the proceeds through the Federal Emergency Management Agency to the families of emergency relief personnel killed or permanently disabled while serving in the line of duty in connection with the terrorist attacks against the United States on September 11, 2001. In order to distribute the funds, it is necessary for FEMA to collect and maintain in a database, which is used to track agency activities, personal information from either the victims or their personal representatives. Associated with the above PIA and published concurrently is a Privacy Act of 1974, System of Records Notice for the Department of Homeland Security (DHS), Emergency Preparedness and Response Directorate (ERP), Federal Emergency Management Agency , 9/11 Heroes Stamp Act of 2001 File System, July 26, 2005 (PDF, 13 pages - 169 KB) and Notice of Availability of Privacy Impact Assessment, July 26, 2005 (PDF, 2 pages - 72 KB)

Associated SORN(s):

DHS/FEMA/PIA-005 - FEMA National Disaster Medical System Professional Credentials

FEMA National Disaster Medical System Professional Credentials, October 13, 2006 (PDF, 19 pages - 279 KB) The National Disaster Medical System Medical Professional Credentials (NDMS) provides health services, health-related social services, other appropriate human services, and appropriate auxiliary services including mortuary and veterinary medical services in times of national emergency, and providers respond to the needs of victims of a public health emergency or other public emergency, as defined in 42 USC §§ 300hh-11(b)(3)(A). The NDMS program collects and maintains personally identifiable information in order to hire and retain qualified medical professionals and other professionals that can be activated and deployed in times of emergency.

Associated SORN(s):

DHS/FEMA/PIA-006 - FEMA National Emergency Management Information System Mitigation Electronic Grants Management System

FEMA National Emergency Management Information System Mitigation Electronic Grants Management system, January 16, 2007 (PDF, 26 pages - 390 KB) The Federal Emergency Management Agency operates the National Emergency Management Information System (NEMIS) Mitigation (MT) Electronic Grants Management (eGrants) system. The eGrants system is an online grant application and grant management system. This privacy impact assessment (PIA) is being conducted because personally identifiable information may be included in grant applications made by States or local communities.

Associated SORN(s):

DHS/FEMA/PIA-008 - First Responder Training System (FRTS)

First Responder Training System (FRTS), July 16, 2008 (PDF, 15 Pages - 277 KB) The Department of Homeland Security (DHS) Federal Emergency Management Agency has developed the First Responder Training System (FRTS), FirstResponderTraining.gov. FRTS serves as a central access point to validate, FEMA-approved Weapons of Mass Destruction (WMDs) training and information. FRTS is an internet-based tool used to guarantee the provision of critical training for First Responders. The purpose of this PIA is to ensure the privacy risks associated with the collection of personally identifiable information (PII) are addressed for this new system.

Associated SORN(s):

DHS/FEMA/PIA-009(a) - Document Management and Records Tracking System (DMARTS)

Document Management and Records Tracking System (DMARTS), May 15, 2013, (PDF, 18 pages-283KB).  FEMA Mission Support Bureau (MSB), Office of the Chief Information Officer (OCIO) operates the Document Management and Records Tracking System (DMARTS). DMARTS is an electronic document management and records management system that retrieves, stores, and disseminates PII on individuals applying for disaster assistance benefits.  FEMA conducted this PIA because DMARTS retrieves, stores, and disseminates PII about members of the public seeking disaster assistance from FEMA.

Associated SORN(s):

DHS/FEMA/PIA-010 - Homeland Security Virtual Assistance Center (HSVAC)

Homeland Security Virtual Assistance Center (HSVAC), November 3, 2008 (PDF, 14 pages - 246 KB) The Department of Homeland Security (DHS) Federal Emergency Management Agency National Preparedness Directorate (NPD) operates the Homeland Security Virtual Assistance Center (HSVAC). HSVAC is an advanced web-based, technical assistance management solution that supports FEMA in the scheduling, coordination, and management of training provided to First Responders, including state and local government entities and organizations. FEMA has conducted this privacy impact assessment (PIA) because HSVAC will use and maintain personally identifiable information (PII) to authenticate user identities of those individuals requesting access to the application.

Associated SORN(s):

DHS/FEMA/PIA-011 - National Flood Insurance Program (NFIP)

National Flood Insurance Program Information Technology System October 12, 2012 (PDF, 23 pages-211.26 KB) The Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Federal Insurance and Mitigation Administration (FIMA) National Flood Insurance Program (NFIP) owns and operates the NFIP Information Technology System (ITS). The NFIP ITS processes flood insurance policies and claims, specifically, policies and claims from the FEMA Direct Servicing Agent (DSA) contractor on behalf of the NFIP and by Write Your Own Companies (WYO) that sell and service flood insurance policies. An NFIP flood insurance policy can be obtained directly from a DSA through a licensed insurance broker or from WYOs. Since 1983, participating insurance companies have delivered and serviced NFIP policies in their own names, through the “Write Your Own” arrangement. The policy coverage and premiums do not differ if purchased from the DSA or WYOs. FEMA is conducting this Privacy Impact Assessment (PIA) because NFIP ITS collects, uses, maintains, retrieves, and disseminates personally identifiable information (PII) about individuals who purchase, as well as those who process, flood insurance policies from NFIP and individuals requesting access to the system.

DHS/FEMA/PIA-007 FEMA National Flood Insurance Program Map Service Center, February 12, 2007 (PDF, 21 Pages - 440 KB) The National Flood Insurance Program (NFIP) Map Service Center or MSC (formerly known as the NFIP Information Exchange) exists to provide immediate access to flood map information for any area in the United States to anyone needing map information. The NFIP Map Service Center is the Federal Emergency Management Agency's distribution center for the NFIP's 100,000 Flood Insurance Rate Maps, 12,000 flood studies, and other related material. A user may freely view the entire map online or purchase a paper map, purchase a digital version of the map on compact disc, or download the map from the website. It is the collection of personally identifiable information associated with the collection of customer information that is the reason for and subject of this privacy impact assessment (PIA).

DHS/FEMA/PIA-004 FEMA National Flood Insurance Program Appeals Procedure, February 9, 2006 (PDF, 13 pages - 183 KB). The intent of the National Flood Insurance Program (NFIP) is to reduce future flood damage through effective community floodplain management, and insurance protection for property owners. Congress designated FEMA to be the administrator of the NFIP and the FEMA Mitigation Division has responsibility for program management and oversight. The NFIP Appeal Procedure will provide the individual policyholder a voluntary option for resolving problems by requesting an appeal of their NFIP insurance claim without proceeding to a lawsuit.

Associated SORN(s):

DHS/FEMA/PIA-012(a) - Disaster Assistance Improvement Plan (DAIP)

Disaster Assistance Improvement Program (DAIP) November 16, 2012 (PDF, 27 pages-384 KB). FEMA’s Office of Response & Recovery (OR&R), Recovery Directorate, National Processing Service Center (NPSC) Operations Branch  sponsors and funds the DAIP.  In accordance with Executive Order 13411 “Improving Assistance for Disaster Victims,” DAIP developed the Disaster Assistance Center (DAC) system. As a part of DAIP, DAC maintains disaster survivor application and registration information collected through various media including: (1) DAIP paper forms (attached at Appendix A), (2) the www.disasterassistance.gov website, (3) the http://m.fema.gov mobile website, and (4) via telephone.  DAIP/DAC shares the information with the National Emergency Management Information System (NEMIS) – Individual Assistance (IA) module to facilitate eligibility determinations and with other federal, tribal, state, local, and non-profit agencies/organizations that also service disaster survivors.  FEMA is conducting this Privacy Impact Assessment (PIA) because DAIP/DAC collects, uses, maintains, retrieves, and disseminates personally identifiable information (PII) of disaster survivors who either request IA benefits from FEMA or whom FEMA may refer to its partners.

Associated SORN(s):

DHS/FEMA/PIA-013 - Grant Management Programs

Grant Management Programs, July 14, 2009 (PDF, 14 pages - 250 KB) Many of the Department of Homeland Security Federal Emergency Management Agency grant operations and projects collect a minimum amount of contact information. The information is collected in order to determine awards for both disaster and non-disaster grants and for the issuance of awarded funds. This Privacy Impact Assessment (PIA) is conducted because the information provided by applicants includes personal identifiable information (PII).

Associated SORN(s):

DHS/FEMA/PIA-014(a) - National Emergency Family Registry and Locator System (NEFRLS)

National Emergency Family Registry and Locator System (NEFRLS), July 14, 2011 (PDF, 9 pages - 193 KB) The Department of Homeland Security Federal Emergency Management Agency (FEMA) operates the National Emergency Family Registry and Locator System (NEFRLS). The NEFRLS system is a Web-based system that, when activated, collects information from individuals to assist in reuniting family that have been displaced as a result of a presidentially-declared disaster or emergency. An initial Privacy Impact Assessment (PIA) was completed and approved for the NEFRLS system on August 27, 2009. This PIA update outlines and analyzes substantive enhancements made to the NEFRLS system including new information collected on law enforcement officers for identity verification and authentication purposes. When FEMA is conducting a search on behalf of a displaced individual the collection of cell phone numbers allows the FEMA Disaster Assistance Improvement Program system to use its text messaging functions to notify the individual when an official missing person report has been submitted.

DHS/FEMA/PIA-014 National Emergency Family Registry and Locator System (NEFRLS), August 27, 2009 (PDF, 18 pages - 272 KB)

Associated SORN(s):

DHS/FEMA/PIA-015 - Quality Assurance Recording System (QARS)

Quality Assurance Recording System (QARS), August 15, 2014 (PDF, 20 pages)FEMA’s Office of Response and Recovery (ORR), Recovery Directorate, National Processing Service Center (NPSC) Division operates the Quality Assurance Recording System (QARS). QARS captures telephone and computer screen recordings for the purpose of evaluating employee and contractor performance. These evaluations are designed to improve customer service to disaster assistance applicants requesting assistance under the Robert T Stafford Disaster Relief and Emergency Assistance Act. FEMA conducted this PIA because QARS captures PII about Individual Assistance and Public Assistance applicants, as well as FEMA employees and contractors.

Associated SORN:

DHS/FEMA/PIA-016 - Application and Registration Records for Training and Exercise Programs (ARRTEP)

Application and Registration Records for Training and Exercise Programs (ARRTEP),March 3, 2011 (PDF, 20 pages – 275 KB) The Department of Homeland Security Federal Emergency Management Agency (FEMA) sponsors, hosts and conducts numerous training and exercise programs in support of its mission. These programs collect personally identifiable information (PII) to register individuals for the respective training and exercise programs and to coordinate field exercises and provide training to FEMA employees, contractors, and members of the first responder and emergency management communities. This Privacy Impact Assessment (PIA) covers programs that collect basic PII but do not require sensitive PII such as Social Security numbers, dates of birth, financial and medical information for registration purposes.

Associated SORN:

DHS/FEMA/PIA-017 - Federal/Emergency Response Official (F/ERO) Repository

Federal/Emergency Response Official (F/ERO) Repository, June 20, 2011 (PDF, 21 pages – 274 KB) The Federal Emergency Management Agency (FEMA) Office of National Capital Region Coordination (NCRC) owns and operates the Federal Emergency Response Official (F/ERO) Repository. FEMA uses the F/ERO Repository as the authoritative data source to identify and verify federal employees/contractors, and participating non-federal employees/contractors likely to respond during times of response and recovery for natural disasters, terrorism, or other emergencies. The F/ERO Repository allows for immediate electronic verification of an employee/contractor’s personal identity and emergency management attribute at a given disaster zone. The purpose of this PIA is to document how FEMA collects, uses, maintains, and disseminates PII.

Associated SORN(s):

DHS/FEMA/PIA-018 Suspicious Activity Reporting (SAR)

Suspicious Activity Reporting (SAR), September 9, 2011 (PDF, 12 pages - 158.56 KB) The Federal Emergency Management Agency (FEMA), a component of the Department of Homeland Security (DHS), manages a process for Suspicious Activity Reporting (SAR). This process, assigned to FEMA’s Office of the Chief Security Officer (OCSO), is designed to collect, investigate, analyze, and report suspicious activities to the Federal Bureau of Investigations (FBI) Joint Terrorism Task Force (JTTF), Federal Protective Service (FPS), and/or other federal, state, or local law enforcement authorities required to investigate and respond to terrorist threats or hazards to homeland security. FEMA is conducting this privacy impact assessment (PIA) because this SAR process collects, maintains, and uses personally identifiable information (PII).

Associated SORN(s):

DHS/FEMA/PIA-019 Firehouse Database (Unclassified and Classified) Assistance Privacy Impact Assessment

Firehouse Database (Unclassified and Classified) Privacy Impact Assessment, December 15, 2011 (PDF, 15 pages - 211 KB). The U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Mount Weather Emergency Operations Center (MWEOC) Emergency Services Division (ESD) owns and operates two Firehouse Databases: 1) Firehouse Database (classified); and 2) Firehouse Database (unclassified). The difference between the two databases is that the classified Firehouse Database contains classified locations on which MWEOC ESD may respond at the MWEOC facility. FEMA uses the unclassified and unclassified Firehouse Database to manage the collection, documentation, and reporting of information about emergency incidents, incident investigations, site inventory and inspections, staffing, scheduling, and personnel certifications and training of FEMA paramedics, emergency management technicians, firefighters, and other first responders at MWEOC ESD. FEMA is conducting this Privacy Impact Assessment (PIA) because FEMA’s unclassified and classified Firehouse Database collects, uses, maintains, retrieves, and disseminates personally identifiable information (PII) of MWEOC residents, employees and contractors, visitors, as well as members of the immediate local community surrounding MWEOC. This PIA covers both the unclassified and classified Firehouse Databases.

Associated SORN(s):

DHS/FEMA/PIA-020(a) Web Integrated Financial Management Information System (Web-IFMIS)

Web-IFMIS (Integrated Financial Management Information System), August 16, 2013, (PDF, 176 KB, 14 pages).  FEMA’s Office of the Chief Financial Officer (OCFO) owns and operates Web-IFMIS. Web-IFMIS is FEMA’s official accounting and financial management system that pulls all of FEMA’s financial data from other FEMA, DHS, and Government-wide systems (subsystems), and is the source of data for both internal and external financial reporting. The system records and tracks all financial transactions. FEMA is conducting this PIA because Web-IFMIS collects, uses, maintains, retrieves, and disseminates PII from the subsystems. This PIA replaces the previously published DHS/FEMA/PIA-020 Integrated Financial Management Information System Merger (IFMIS - Merger), located in the Retirement section below.

Associated SORN(s):

DHS/FEMA/PIA-021- Advanced Call Center Network (ACCN) Platform

Advanced Call Center Network (ACCN) Platform, March 23, 2012 (PDF, 12 pages - 205.41 KB) The Federal Emergency Management Agency (FEMA), Office of Response and Recovery (OR&R), Recovery Directorate, Individual Assistance (IA) Division, operates the Advanced Call Center Network (ACCN) Platform. ACCN provides intelligent call routing for FEMA's National Processing and Service Centers (NPSCs) in support of disaster survivors who are applicants for FEMA individual assistance (hereafter referred to as "individual assistance disaster applicants"). The purpose of this system is to provide applicants requesting assistance under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), the highest quality of technology and support services. FEMA is conducting this Privacy Impact Assessment (PIA) because ACCN uses individual assistance disaster applicants' personally identifiable information (PII) to provide status updates regarding their individual assistance disaster application.

Associated SORN(s):

DHS/FEMA/PIA-022 – Student Training/Exercise Application and Registration Records (STARRS)

Student Training/Exercise Application and Registration Records (STARRS), March 29, 2012 (PDF, 20 pages – 15.55 MB) The DHS FEMA collects, uses, maintains, retrieves, and disseminates STARRS of sponsors, hosts, and attendees and conducts numerous training and exercise programs/systems, including conferences and seminars hosted by FEMA, in support of its mission. These programs collect PII to register individuals for the respective training and exercise programs/systems; coordinate field exercises; and support the general administration of all registration, training, and exercise delivery and course evaluation for FEMA employees, contractors, members of the first responder community, as well as others. Where possible, FEMA’s training and exercise programs/systems collect non-sensitive PII such as contact information, business card information, biographies, and phone lists, as published in the FEMA Application and Registration Records for Training and Exercise Programs PIA. Those include some programs within FEMA’s Office of the Component Chief Human Capital Officer (OCCHCO), Federal Employee Knowledge Center, and Learning Management System. Other programs, such as those sponsored by the National Training and Education Division, National Emergency Training Center, Emergency Management Institute, National Fire Academy, Center for Domestic Preparedness, and others from OCCHCO collect Sensitive PII such as Social Security Numbers, performance information, financial information, name plus date of birth, and medical information because of the nature of the training or exercise program. This PIA documents how FEMA collects, uses, maintains, retrieves, and disseminates SPII in support of its training and exercise missions.

Associated SORN(s):

DHS/FEMA/PIA-023 - Enterprise Coordination and Approval Processing System (eCAPS)

Enterprise Coordination and Approval Processing System (eCAPS), May 21, 2012 (PDF, 17 pages – 180 KB) The U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA), Office of Response and Recovery (OR&R) operates the Enterprise Coordination and Approvals Processing System (eCAPS) application. Following a Presidentially-declared disaster, OR&R utilizes eCAPS, a FEMA intranet-based application, to collect, use, maintain, and disseminate personally identifiable information (PII) from federal and state points of contact (POCs) who request disaster support from FEMA. eCAPS tracks action requests, electronic coordination and approval of internal requisitions for services and supplies, and mission assignments. This Privacy Impact Assessment (PIA) is being conducted because eCAPS collects, uses, maintains, and disseminates PII from federal and state POCs.

DHS/FEMA/PIA-024- Accounting Package (ACCPAC)

Accounting Package (ACCPAC), June 8, 2012 (PDF, 13 pages - 192 KB) ACCPAC is a commercial off the shelf product that assists FEMA Accounts Receivable personnel track, monitor, and manage debts owed to the Agency. FEMA conducted this PIA because ACCPAC collects, uses, maintains, retrieves, and disseminates personally identifiable information (PII), including Employer Identification Numbers (EIN) and Social Security Numbers (SSN) to perform its tasks.

Associated SORN(s):

DHS/FEMA/PIA-025 – Hazard Mitigation Grant Program (HMGP) System

Hazard Mitigation Grant Program (HMGP) System, June 28, 2012 (PDF, 15 pages- 3 MB) The Federal Emergency Management Agency’s (FEMA) Federal Insurance and Mitigation Administration (FIMA) operates the Hazard Mitigation Grant Program (HMGP) system. The HMGP system is a grant application and management system. This privacy impact assessment (PIA) is being conducted because the FEMA FIMA HMGP system may collect, use, maintain, retrieve, and disseminate personally identifiable information (PII) of grantees or sub-grantees as well PII on individual property owners associated with the grants or sub-grants.

Associated SORN(s):

DHS/FEMA/PIA-026 – Operational Data Store and Enterprise Data Warehouse

Operational Data Store (ODS) and Enterprise Data Warehouse (EDW), June 29, 2012 (PDF, 26 pages - 225 KB) ODS and EDW replicate source system-provided data from other operational FEMA systems and provides a simplified way of producing Agency reports for internal use as well for external stakeholders. FEMA conducted this PIA because ODS and EDW collect, use, maintain, retrieve, and disseminate personally identifiable information (PII) pulled from the source systems.

Associated SORN(s):

  • Since ODS and EDW do not collect information directly from individuals and no new information is created through the system about individuals, the information contained in the source systems performing the original collection is covered by the individual SORNs for those systems as listed in the PIA above.

DHS/FEMA/PIA-027 – National Emergency Management Information System-Individual Assistance (NEMIS-IA) Web-based and Client-based Modules

National Emergency Management Information System-Individual Assistance (NEMIS-IA) Web-based and Client-based Modules, June 29, 2012 (PDF, 19 pages - 274 KB). FEMA conducted this Privacy Impact Assessment (PIA) because NEMIS-IA collects, uses, maintains, retrieves, and disseminates the personally identifiable information (PII) of applicants to FEMA’s disaster recovery individual assistance programs.

Associated SORN(s):

DHS/FEMA/PIA-028 - Mapping Information Platform (MIP)

Mapping Information Platform, April 30, 2013, (PDF 4MB, 20 pages).  FEMA’s Federal Insurance and Mitigation Administration (FIMA) owns and operates the Mapping Information Platform (MIP).  MIP supports the National Flood Insurance Program (NFIP) and provides an online method for property owners and certifiers to reference and petition to update the maps that define floodplains throughout the United States and its territories.  FEMA is conducting this PIA because the MIP collects, uses, maintains, retrieves, and disseminates the PII of property owners seeking changes to FEMA flood maps or purchasing flood mapping services and products through MIP; certifiers (i.e., Registered Professional Engineers and Licensed Land Surveyors) acting on behalf of property owners; and state and local government officials with authority over a community’s floodplain management activities. This PIA replaces the previously published DHS/FEMA/PIA-003.

Associated SORNs:

DHS/FEMA/PIA-029 - Citizen Corps Program

Citizen Corps Program, June 28, 2013 (PDF, 160 KB, 12 pages).  FEMA’s Office of Protection and National Preparedness (PNP), Individual and Community Preparedness Division (ICPD) administers the Citizen Corps Program, which also includes the Citizen Corps web-based application, and the Citizen Corps Database. Citizen Corps’ mission is to strengthen the collaboration between government and community leaders from all sectors to encourage citizens’ preparedness through education, training, and volunteer service to make communities safer, stronger, and better prepared to respond to all hazards and all threats. Through Citizen Corps, communities can establish and register Citizen Corps Councils (Councils) and Community Emergency Response Team (CERT) programs. This PIA analyzes Citizen Corps’ collection, use, maintenance, retrieval, and dissemination of PII associated with points of contacts designated by Councils, CERTs, and other Citizen Corps partners.

Associated SORN:

DHS/FEMA/PIA-030, FEMA Smartphone Application with Disaster Reporter Feature

FEMA Smartphone Application with Disaster Reporter Feature, July 29, 2013 (PDF 2.42 MB, 12 pages).

FEMA’s Office of External Affairs, Public Affairs Division sponsors the Smartphone Application with the Disaster Reporter feature, which provides users the ability to upload and transmit photos and text descriptions from the scene of a disaster via any smartphone to FEMA. FEMA then displays the user provided information on a public-facing map which allows FEMA, its stakeholders, and members of the public to view the compiled crowd source information for situational awareness, and to help inform decision making. The Disaster Reporter Application does not collect, use, or transmit PII from users; however, it does collect geospatial information (location data) pertaining to where the photos were taken. FEMA conducted this PIA to address the privacy impact of FEMA’s use of the smartphone geospatial functions with mobile media for delivering information to the public.

No associated SORN.

DHS/FEMA/PIA-031-Authentication and Provisioning Services (APS)

Authentication and Provisioning Services (APS), August 6, 2013, (PDF, 311 KB, 16 pages).  FEMA Mission Support, Office of the Chief Information Officer (OCIO), manages and operates the APS system.  APS is FEMA’s enterprise platform system that provides identification, authentication, account management, and Active Directory account provisioning to internal and external users, through Microsoft Active Directory Servers.  FEMA is conducting this PIA because APS collects, uses, maintains, and retrieves PII about employees; contractors; members of the public; and federal, state, local, and tribal government officials. 

Associated SORN:

DHS/FEMA/PIA-032-Deployment Programs

Deployment Programs, August 16, 2013, (PDF, 230 KB, 26 pages).  FEMA’s Office of Response and Recovery (OR&R), Response Directorate, Incident Workforce Management Office (IWMO) Deployment Unit, coordinates deployment programs under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act). To deploy disaster response and recovery personnel, the IWMO Deployment Unit operates the Automated Deployment Database (ADD) system. FEMA collects information from FEMA disaster response and recovery personnel assigned to support disaster response and recovery operations and uses that information to coordinate and manage deployments. FEMA is conducting this PIA because FEMA collects, uses, maintains, retrieves, and disseminates PII through ADD for the purpose of coordinating and managing deployments.

Associated SORNs:

DHS/FEMA/PIA-033-Deployment Qualifications Program

Deployment Qualifications Program, August 16, 2013, (PDF, 190 KB, 15 pages).  FEMA’s Office of Response and Recovery, Response Directorate, Incident Workforce Management Office (IWMO) Deployment Unit, maintains the FEMA Qualification System (FQS), a set of performance measures and criteria used to establish and evaluate disaster response and recovery personnel competency. To assign and qualify deployment personnel, FEMA leverages the FQS doctrine with the Automated Deployment Database (ADD), Learning Management System (LMS), Enterprise Data Warehouse/Operational Data Store (EDW/ODS), and the Department of Interior (DOI), Bureau of Land Management (BLM), Incident Qualifications and Certification System (IQCS), to track job titles, certifications, and training of participants in FEMA’s deployment programs. FEMA is conducting this PIA because, in conjunction with FQS, FEMA collects, uses, maintains, retrieves, and disseminates PII through ADD and other systems, and shares it with DOI/BLM for the purpose of qualifying disaster response and recovery personnel for deployment.

Associated SORNS:

DHS/FEMA/PIA-034 Electronic Fingerprint System

Electronic Fingerprint System, September 24, 2013, PDF 17 pages, 228KB.  FEMA’s Office of the Chief Security Officer (OSCO) initiated the Electronic Fingerprint System (EFS) as part of the security suitability, clearance, and badging process for FEMA employees, contractors, and affiliates.  FEMA conducted this PIA because EFS collects PII and leverages NPPD OBIM’s Automated Biometric Identification System (IDENT) to conduct background investigations.

Associated SORNs:

DHS/FEMA/PIA-035 Customer Satisfaction Analysis System (CSAS)

Customer Satisfaction Analysis System (CSAS), February 27, 2014, PDF, 19 pages.  The FEMA Recovery Directorate, Customer Satisfaction Analysis (CSA) Section owns and administers the Customer Satisfaction Analysis System (CSAS). CSAS collects, stores, and reports on responses received through surveys, questionnaires, focus groups, and/or one-on-one interviews designed to assess customer satisfaction and improving FEMA services. FEMA conducted this PIA because CSAS stores PII from FEMA employees and members of the public in order to conduct CSA’s customer service satisfaction assessments.

Associated SORNs:

DHS/FEMA/PIA – 036 Emergency Notification System (ENS)

Emergency Notification System, April 7, 2014, PDF, 14 pages.  FEMA’s Office of Response and Recovery (ORR), Response Directorate, Operations Division, FEMA Operations Center, operates and directs the Emergency Notification System (ENS).  ENS provides alerts, notifications, warnings, and other similar operations during all hazards, threats, and emergencies to designated FEMA personnel, DHS employees, detailees, contractors, and employees of other participating federal, state, and local agencies and non-governmental organizations (NGO) in the event of a scheduled exercise or an actual emergency. FEMA conducted this PIA because ENS collects, uses, maintains, retrieves, and disseminates PII in order to provide this service to DHS.

Associated SORNs:

DHS/FEMA/PIA – 037 National Responder Support Camp (NRSC)

National Responder Support Camp, May 28, 2014, PDF 16 pages.  FEMA established the National Responder Support Camp (RSC) initiative to support FEMA’s mission to improve its ability to prepare for, protect against, respond to, recover from, and mitigate all hazards. RSCs are contractor-built and operated structures that are assembled (as requested) during emergencies and disasters to provide shelter, food, and other basic needs to emergency response personnel. FEMA published this PIA for the initiative because FEMA collects PII from the emergency response personnel to provide secured access to the RSC.

Associated SORNs:

The following SORNs cover the collection of medical information from the responders:

DHS-FEMA-PIA-038(a) Virginia Systems Repository (VSR): Data Repositories

Virginia Systems Repository (VSR): Data Repositories, May 12, 2014 PDF, 8 pages.  FEMA’s Office of Response and Recovery (OR&R) Recovery Directorate, develops, maintains, and supports the Virginia Systems Repository (VSR). VSR is a multifaceted system that develops and deploys applications and services to support the rapidly changing needs of FEMA programs. VSR also has data repository capabilities that systematically ingest and store information from various FEMA source systems for the explicit purpose of replication and use by VSR applications.  FEMA conducted this PIA to document the retrieval, replication, and storage of PII held in VSR data repositories.

Associated SORNs:

None.

DHS-FEMA-PIA–039 Federal Insurance and Mitigation Administration Risk Insurance Division Underwriting and Claims Operation Review Tool (U-CORT)

U-CORT, August 29, 2014, PDF, 16 pages.  FEMA’s Federal Insurance and Mitigation Administration (FIMA) Risk Insurance Division (RID) owns and operates the Underwriting and Claims Operation Review Tool (“U-CORT” or “Tool”).   U-CORT is a modernization of previously manual oversight mechanisms to improve the management of the National Flood Insurance Program (NFIP) underwriting and claim loss adjustment process. This PIA documents how U-CORT collects, uses, disseminates, and maintains PII of NFIP policy holders associated with underwriting and claim operation reviews.

Associated SORNs:

Retired PIAs

DHS/FEMA/PIA-003 Mapping Information Platform (MIP), January 20, 2006 (PDF, 17 pages - 244 KB).

DHS/FEMA/PIA-011 National Flood Insurance Program (NFIP) Modernization/Business Process Improvement/Systems Engineering Management Support, November 26, 2008 (PDF, 18 pages - 348 KB)

DHS/FEMA/PIA-015 - Quality Assurance Recording System (QARS) Quality Assurance Recording System (QARS),November 10, 2010 (PDF, 19 pages – 274 KB).  Note: this PIA was replaced by a new version in 2014.

DHS/FEMA/PIA-020 Integrated Financial Management Information System (IFMIS) Merger, December 16, 2011 (PDF, 16 pages – 213.47 KB).

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Last Published Date: September 8, 2014
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