<?xml version="1.0" encoding="UTF-8"?>


<pai>
<agency toc="yes">
<name>Department of Defense, Office of the Secretary of Defense</name>
<abbrev>
DOD
</abbrev>

<routineUses id="routine" toc="yes">
<xhtmlContent>
<p><b>How Systems of Records are Arranged</b></p>
<p>The Office of the Secretary of Defense (OSD) provides immediate staff assistance and advice to the Secretary of Defense, independently organized and identified offices function in full coordination and cooperation. Therefore, the Office of the Secretary of Defense systems of records are not maintained or arranged by subject but established in functional areas of a particular responsible staff office. The Office of the Secretary of Defense includes the offices of the Under Secretaries of Defense, the Assistant Secretaries of Defense, and Assistants to the Secretary of Defense, the General Counsel, DOD, and such other staff offices as the Secretary of Defense establishes to assist him in carrying out his duties and responsibilities.
</p><p><i>How to Use the Index Guide
</i></p><p>To assist in locating and reviewing the particular record system of interest, the various staff offices and the prefix letter symbols represented as part of the record system identification for that office are set for below.
</p><table>
<tr><th scope="col">OSD Office</th>
<th scope="col">System Identification</th></tr>
<tr><td>Defense Manpower Data Center</td>
<td>DMDC</td></tr>
<tr><td>Departmental Accounting Financial Information System</td>
<td>DAFIS</td></tr>
<tr><td>Special Assistant to the Secretary and Deputy Secretary of Defense</td>
<td>DATSD</td></tr>
<tr><td>Defense Counterintelligence Field Activity</td>
<td>DCIFA</td></tr>
<tr><td>Office of the Assistant Secretary of Defense (Force Management and Personnel) </td>
<td>DFMP</td></tr>
<tr><td>General Counsel, Department of Defense</td>
<td>DGC</td></tr>
<tr><td>Office of the Assistant Secretary of Defense (Health Affairs) </td>
<td>DHA</td></tr>
<tr><td>Defense Human Resources Activity</td>
<td>DHRA</td></tr>
<tr><td>Under Secretary of Defense (Personnel and Readiness) </td>
<td>DPR</td></tr>
<tr><td>Defense TRICARE Management Activity</td>
<td>DTMA</td></tr>
<tr><td>Office of Civilian Health and Medical Program of the Uniformed Services, DOD</td>
<td>DOCHA</td></tr>
<tr><td>Department of Defense Dependents Schools</td>
<td>DoDDS</td></tr>
<tr><td>Department of Defense Education Activity</td>
<td>DoDEA</td></tr>
<tr><td>National Defense University</td>
<td>DNDU</td></tr>
<tr><td>Office of the Assistant Secretary of Defense (Public Affairs) </td>
<td>DPA</td></tr>
<tr><td>Office of the Assistant Secretary of Defense (Program Analysis and Evaluation) </td>
<td>DPAE</td></tr>
<tr><td>Defense Security Cooperation Agency</td>
<td>DSCA</td></tr>
<tr><td>Defense Systems Management College</td>
<td>DSMC</td></tr>
<tr><td>Defense Acquisition University</td>
<td>DAU</td></tr>
<tr><td>Office of the Under Secretary of Defense for Acquisition</td>
<td>DUSDA</td></tr>
<tr><td>Office of the Under Secretary of Defense for Policy</td>
<td>DUSDP</td></tr>
<tr><td>Washington Headquarters Services</td>
<td>DWHS</td></tr>
<tr><td>Pentagon Force Protection Agency</td>
<td>DPFPA</td></tr>
<tr><td>Administration and Management</td>
<td>DA&amp;M</td></tr>
<tr><td>U.S. Strategic Command</td>
<td>FSTRATCOM</td></tr>
<tr><td>U.S. Central Command</td>
<td>FCENTCOM</td>
</tr>
<tr><td>U.S. European Command</td>
<td>AEUCOM</td>
</tr>
<tr><td>National Guard Bureau</td>
<td>INGB</td></tr>
</table>
<p><i>Requesting records
</i></p><p> Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record.
</p><p><i>Blanket routine uses
</i></p><p>Certain "Blanket Routine Uses" of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy.
</p><p><i>Law enforcement routine use
</i></p><p>In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto.
</p><p><i>Disclosure when requesting information routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
</p><p><i>Disclosure of requested information routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.
</p><p><i>Congressional inquiries routine use</i>
</p><p>Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.
</p><p><i>Private relief legislation routine use
</i></p><p>Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular.
</p><p><i>Disclosures required by international agreements routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel.
</p><p><i>Disclosure to State and local taxing authorities routine use
</i></p><p>Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07.
</p><p><i>Disclosure to the Office of Personnel Management routine use
</i></p><p>A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies.
</p><p><i>Disclosure to the Department of Justice for litigation routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.
</p><p><i>Disclosure to military banking facilities overseas routine use
</i></p><p>Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur.
</p><p><i>Disclosure of information to the General Services Administration routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p><p><i>Disclosure of information to the National Archives and Records Administration routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p><p><i>Disclosure to the Merit Systems Protection Board routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law.
</p><p><i>Counterintelligence purposes routine use
</i></p><p>A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States.
</p><p><i>Data breach remediation purposes routine use
</i></p><p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p></xhtmlContent></routineUses>
<section id="DMDC 01" toc="yes">
<systemNumber>DMDC 01</systemNumber>
<subsection type="systemName">Defense Manpower Data Center Data Base.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Army, Navy, Air Force, Marine Corps, and Coast Guard officer and enlisted personnel who served on active duty from July 1, 1968, and after or who have been a member of a reserve component since July 1975 (hereafter the "Armed Forces"); retired Armed Forces personnel; active and retired members of the commissioned corps of the National Oceanic and Atmospheric Administration (NOAA) and the Public Health Service (PHS) (with Armed Forces above, hereafter referred to as the "Uniformed Services"). All individuals examined to determine eligibility for military service at an Armed Forces Entrance and Examining Station from July 1, 1970, and later.
</p><p>Current and former DoD civilian employees since January 1, 1972. Veterans who used the Veterans Education Assistance Program (VEAP) from January 1977 through June 1985.
</p><p>Participants in the Department of Health and Human Services National Longitudinal Survey.
</p><p>Survivors of retired Armed Forces personnel who are eligible for or currently receiving disability payments or disability income compensation from the Department of Veterans Affairs; surviving spouses of active or retired deceased Armed Forces personnel; 100% disabled veterans and their survivors; and survivors of retired officers of NOAA and PHS who are eligible for, or are currently receiving, Federal payments due to the death of the retiree.
</p><p>Individuals receiving disability compensation from the Department of Veterans Affairs or who are covered by a Department of Veterans Affairs' insurance or benefit program; dependents of active and retired members of the Uniformed Services, selective service registrants.
</p><p>All Federal civilian retirees.
</p><p>All non-appropriated funded individuals who are employed by the Department of Defense.
</p><p>Individuals who were or may have been the subject of tests involving chemical or biological human subject testing; and individuals who have inquired or provided information to the Department of Defense concerning such testing.
</p><p>Individuals who are authorized web access to DMDC computer systems and databases.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Computerized personnel/employment/pay records consisting of name, Service Number, Selective Service Number, Social Security Number (SSN), DoD Identification Number, citizenship data, compensation data, demographic information such as home town, age, sex, race, and educational level; civilian occupational information; performance ratings of DoD civilian employees and military members; reasons given for leaving military service or DoD civilian service; civilian and military acquisition work force warrant location, training and job specialty information; military personnel information such as rank, assignment/deployment, length of service, military occupation, aptitude scores, post-service education, training, and employment information for veterans; participation in various in-service education and training programs; date of award of certification of military experience and training; military hospitalization and medical treatment, immunization, and pharmaceutical dosage records; home and work addresses; and identities of individuals involved in incidents of child and spouse abuse, and information about the nature of the abuse and services provided.
</p><p>CHAMPUS claim records containing enrollee, patient and health care facility, provided data such as cause of treatment, amount of payment, name and Social Security or tax identification number of providers or potential providers of care.
</p><p>Selective Service System registration data.
</p><p>Primary and secondary fingerprints of Military Entrance Processing Command (MEPCOM) applicants.
</p><p>Department of Veterans Affairs disability payment records.
</p><p>Credit or financial data as required for security background investigations.
</p><p>Criminal history information on individuals who subsequently enter the military.
</p><p>Extract from Office of Personnel Management (OPM) OPM/CENTRAL-1, Civil Service Retirement and Insurance Records, including postal workers covered by Civil Service Retirement, containing Civil Service Claim number, date of birth, name, provision of law retired under, gross annuity, length of service, annuity commencing date, former employing agency and home address. These records provided by OPM for approved computer matching.
</p><p>Non-appropriated fund employment/personnel records consist of Social Security Number (SSN), name, and work address.
</p><p>Military drug test records containing the Social Security Number (SSN), date of specimen collection, date test results reported, reason for test, test results, base/area code, unit, service, status (active/reserve), and location code of testing laboratory.
</p><p>Names of individuals, as well as DMDC assigned identification numbers, and other user-identifying data, such as organization, Social Security Number (SSN), email address, phone number, of those having web access to DMDC computer systems and databases, to include dates and times of access.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. App. 3 (Pub. L. 95-452, as amended (Inspector General Act of 1978)); 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1562, Database on Domestic Violence Incidents; 20 U.S.C. 1070(f)(4), Higher Education Opportunity Act; Pub. L. 106-265, Federal Long-Term Care Insurance; 10 U.S.C. 2358, Research and Development Projects; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of the system of records is to provide a single central facility within the Department of Defense to assess manpower trends, support personnel and readiness functions, to perform longitudinal statistical analyses, identify current and former DoD civilian and Armed Forces personnel for purposes of detecting fraud and abuse of pay and benefit programs, to register current and former DoD civilian and Armed Forces personnel and their authorized dependents for purposes of obtaining medical examination, treatment or other benefits to which they are qualified.
</p><p>To collect debts owed to the United States Government and state and local governments.
</p><p>Information will be used by agency officials and employees, or authorized contractors, and other DoD Components in the preparation of studies and policy as related to the health and well-being of current and past Armed Forces and DoD-affiliated personnel; to respond to Congressional and Executive branch inquiries; and to provide data or documentation relevant to the testing or exposure of individuals.
</p><p>Armed Forces drug test records will be maintained and used to conduct longitudinal, statistical, and analytical studies and computing demographic reports. No personal identifiers will be included in the demographic data reports. All requests for Service specific drug testing demographic data will be approved by the Service designated drug testing program office. All requests for DoD wide drug testing demographic data will be approved by the DoD Coordinator for Drug Enforcement Policy and Support, 1510 Defense Pentagon, Washington, DC 20301-1510.
</p><p>DMDC web usage data will be used to validate continued need for user access to DMDC computer systems and databases, to address problems associated with web access, and to ensure that access is only for official purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>1. To the Department of Veterans Affairs (DVA):
</p><p>a. To provide Uniformed Service personnel and pay data for present and former Uniformed Service personnel for the purpose of evaluating use of veterans' benefits, validating benefit eligibility and maintaining the health and well being of veterans and their family members.
</p><p>b. To provide identifying Armed Service personnel data to the DVA and its insurance program contractor for the purpose of notifying separating eligible Reservists of their right to apply for Veteran's Group Life Insurance coverage under the Veterans Benefits Improvement Act of 1996 (38 U.S.C. 1968).
</p><p>c. To register eligible veterans and their dependents for DVA programs.
</p><p>d. Providing identification of former Uniformed Service personnel and survivor's financial benefit data to DVA for the purpose of identifying military retired pay and survivor benefit payments for use in the administration of the DVA's Compensation and Pension program (38 U.S.C. 5106). The information is to be used to process all DVA award actions more efficiently, reduce subsequent overpayment collection actions, and minimize erroneous payments.
</p><p>e. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of:
</p><p>(1) Providing full identification of active duty Uniformed Service personnel, including full time National Guard/Reserve support personnel, for use in the administration of DVA's Compensation and Pension benefit program. The information is used to determine continued eligibility for DVA disability compensation to recipients who have returned to active duty so that benefits can be adjusted or terminated as required and steps taken by DVA to collect any resulting over payment (38 U.S.C. 5304(c)).
</p><p>(2) Providing identification of reserve duty, including full time support National Guard/Reserve Armed Forces personnel, to the DVA, for the purpose of deducting reserve time served from any DVA disability compensation paid or waiver of VA benefit. The law (10 U.S.C. 12316) prohibits receipt of reserve pay and DVA compensation for the same time period, however, it does permit waiver of DVA compensation to draw reserve pay.
</p><p>f. To provide identifying Uniformed Service personnel data to the DVA for the purpose of notifying such personnel of information relating to educational assistance as required by the Veterans Programs Enhancement Act of 1998 (38 U.S.C. 3011 and 3034).
</p><p>2. To the Office of Personnel Management (OPM):
</p><p>a. Consisting of personnel/employment/financial data for the purpose of carrying out OPM's management functions. Records disclosed concern pay, benefits, retirement deductions and any other information necessary for those management functions required by law (Pub.L. 83-598, 84-356, 86-724, 94-455 and 5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347).
</p><p>b. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a) for the purpose of:
</p><p>(1) Exchanging civil service and Reserve personnel data to identify those individuals of the Reserve forces who are employed by the Federal government in a civilian position. The purpose of the match is to identify those particular individuals occupying critical positions as civilians and cannot be released for extended active duty in the event of mobilization. Employing Federal agencies are informed of the reserve status of those affected personnel so that a choice of terminating the position or the reserve assignment can be made by the individual concerned. The authority for conducting the computer match is contained in E.O. 11190, Providing for the Screening of the Ready Reserve of the Armed Forces.
</p><p>c. Matching for administrative purposes to include updated employer addresses of Federal civil service employees who are reservists and demographic data on civil service employees who are reservists.
</p><p>3. To the Internal Revenue Service (IRS) for the purpose of obtaining home addresses to contact Reserve component members for mobilization purposes and for tax administration. For the purpose of conducting aggregate statistical analyses on the impact of Armed Forces personnel of actual changes in the tax laws and to conduct aggregate statistical analyses to lifestream earnings of current and former military personnel to be used in studying the comparability of civilian and military pay benefits. To aid in administration of Federal Income Tax laws and regulations, to identify non-compliance and delinquent filers.
</p><p>4. To the Department of Health and Human Services (DHHS):
</p><p>a. To the Office of the Inspector General, DHHS, for the purpose of identification and investigation of DoD civilian employees and Armed Forces members who may be improperly receiving funds under the Temporary Assistance for Needy Families (TANF).
</p><p>a. To the Office of Child Support Enforcement, Federal Parent Locator Service, DHHS, pursuant to 42 U.S.C. 653 and 653a; to assist in locating individuals for the purpose of establishing parentage; establishing, setting the amount of, modifying, or enforcing child support obligations; or enforcing child custody or visitation orders; and for conducting computer matching as authorized by E.O. 12953 to facilitate the enforcement of child support owed by delinquent obligors within the entire civilian Federal government and the Uniformed Services (active and retired). Identifying delinquent obligors will allow State Child Support Enforcement agencies to commence wage withholding or other enforcement actions against the obligors.
</p><p>Note 1:</p><p> Information requested by DHHS is not disclosed when it would contravene U.S. national policy or security interests (42 U.S.C. 653(e)).
</p><p>Note 2:</p><p> Quarterly wage information is not disclosed for those individuals performing intelligence or counter intelligence functions and a determination is made that disclosure could endanger the safety of the individual or compromise an ongoing investigation or intelligence mission (42 U.S.C. 653(n)).
</p><p>c. To the Health Care Financing Administration (HCFA), DHHS for the purpose of monitoring HCFA reimbursement to civilian hospitals for Medicare patient treatment. The data will ensure no Department of Defense physicians, interns, or residents are counted for HCFA reimbursement to hospitals.
</p><p>d. To the Centers for Disease Control and the National Institutes of Mental Health, DHHS, for the purpose of conducting studies concerned with the health and well being of Uniformed Services personnel or veterans, to include family members.
</p><p>e. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the Public Assistance Reporting Information System (PARIS) for the purpose of determining continued eligibility and help eliminate fraud and abuse in benefit programs by identifying individuals who are receiving Federal compensation or pension payments and also are receiving payments pursuant to Federal benefit programs being administered by the States.
</p><p>5. To the Social Security Administration (SSA):
</p><p>a. To the Office of Research and Statistics for the purpose of:
</p><p>(1) Conducting statistical analyses of impact of military service and use of GI Bill benefits on long term earnings.
</p><p>(2) Obtaining current earnings data on individuals who have voluntarily left military service or DoD civil employment so that analytical personnel studies regarding pay, retention and benefits may be conducted.
</p><p>Note 3:</p><p> Earnings data obtained from the SSA and used by DoD does not contain any information that identifies the individual about whom the earnings data pertains.
</p><p>b. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a) to the Bureau of Supplemental Security Income for the purpose of verifying information provided to the SSA by applicants and recipients/beneficiaries, who are retired members of the Uniformed Services or their survivors, for Supplemental Security Income (SSI) or Special Veterans' Benefits (SVB). By law (42 U.S.C. 1006 and 1383), the SSA is required to verify eligibility factors and other relevant information provided by the SSI or SVB applicant from independent or collateral sources and obtain additional information as necessary before making SSI or SVB determinations of eligibility, payment amounts, or adjustments thereto.
</p><p>c. To the Client Identification Branch for the purpose of validating the assigned Social Security Number for individuals in DoD personnel and pay files, using the SSA Enumeration Verification System (EVS).
</p><p>d. To the Office of Disability and Insurance Security Programs, for the purpose of expediting disability processing of wounded military service members and veterans.
</p><p>6. To the Selective Service System (SSS) for the purpose of facilitating compliance of members and former members of the Armed Forces, both active and reserve, with the provisions of the Selective Service registration regulations (50 U.S.C. App. 451 and E.O. 11623).
</p><p>7. To the Department of Labor (DOL) to reconcile the accuracy of unemployment compensation payments made to former DoD civilian employees and members of the Uniformed Services by the states. To the Department of Labor to survey Armed Forces separations to determine the effectiveness of programs assisting veterans to obtain employment.
</p><p>8. To Federal and Quasi Federal agencies, territorial, state, and local governments to support personnel functions requiring data on prior Armed Forces service credit for their employees or for job applicants. Information released includes name, Social Security Number, and military or civilian address of individuals. To detect fraud, waste and abuse pursuant to the authority contained in the Inspector General Act of 1978, as amended (Pub. L. 95-452) for the purpose of determining eligibility for, and/or continued compliance with, any Federal benefit program requirements.
</p><p>9. To state and local law enforcement investigative agencies to obtain military history information for the purpose of ongoing investigations.
</p><p>10. To Federal and Quasi Federal agencies, territorial, state and local governments, and contractors and grantees for the purpose of supporting research studies concerned with the health and well being of Uniformed Service and retired personnel or veterans, to include family members. DMDC will disclose information from this system of records for research purposes when DMDC:
</p><p>a. has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained;
</p><p>b. has determined that the research purpose (1) Cannot be reasonably accomplished unless the record is provided in individually identifiable form, and (2) warrants the risk to the privacy of the individual that additional exposure of the record might bring;
</p><p>c. has required the recipient to (1) Establish reasonable administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record, and (2) remove or destroy the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining such information, and (3) make no further use or disclosure of the record except (A) In emergency circumstances affecting the health or safety of any individual, (B) for use in another research project, under these same conditions, and with written authorization of the Department, (C) for disclosure to a properly identified person for the purpose of an audit related to the research project, if information that would enable research subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the audit, or (D) when required by law;
</p><p>d. has secured a written statement attesting to the recipient's understanding of, and willingness to abide by these provisions.
</p><p>11. To Federal and State agencies for purposes of obtaining socioeconomic information on Armed Forces personnel so that analytical studies can be conducted with a view to assessing the present needs and future requirements of such personnel.
</p><p>12. To Federal and state agencies for purposes of validating demographic data (<i>e.g.,</i> Social Security Number, citizenship status, date and place of birth, <i>etc.</i>) for individuals in Uniformed Service personnel and pay files so that accurate information is available in support of Uniformed Service requirements.
</p><p>13. To the Bureau of Citizenship and Immigration Services, Department of Homeland Security, for purposes of facilitating the verification of individuals who may be eligible for expedited naturalization (Pub.L. 108-136, Section 1701, and E.O. 13269, Expedited Naturalization).
</p><p>14. To Federal and State agencies, as well as their contractors and grantees, for purposes of providing military wage, training, and educational information so that Federal-reporting requirements, as mandated by statute, such as the Workforce Investment Act (29 U.S.C. 2801, <i>et seq.</i>) and the Carl D. Perkins Vocational and Applied Technology Act (20 U.S.C. 2301, <i>et seq.</i>) can be satisfied.
</p><p>15. To Federal Agencies, including the Department of Education, to conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of identifying dependent children of those Armed Forces members killed in Operation Iraqi Freedom and Operation Enduring Freedom (OIF/OEF) Afghanistan Only for possible benefits.
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.
</p><p>Note 5:</p><p> Military drug test information involving individuals participating in a drug abuse rehabilitation program shall be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The DoD "Blanket Routine Uses" do not apply to these types of records.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, Social Security Number (SSN), DoD ID number, occupation, or any other data element contained in the system.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to personal information is restricted to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of Common Access Cards (CAC). Physical entry is restricted by the use of locks, guards, and administrative procedures. All individuals granted access to this system of records are to have taken Information Assurance and Privacy Act training; all have been through the vetting process and have ADP ratings.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are used to provide a centralized system within the Department of Defense to assess manpower trends, support personnel functions, perform longitudinal statistical analyses, and conduct scientific studies or medical follow-up programs and other related studies/analyses. Records are retained as follows:
</p><p>(1) Input/source records are deleted or destroyed after data have been entered into the master file or when no longer needed for operational purposes, whichever is later. Exception: Apply NARA-approved disposition instructions to the data files residing in other DMDC data bases.
</p><p>(2) The Master File is retained permanently. At the end of the fiscal year, a snapshot is taken and transferred to the National Archives in accordance with 36 CFR part 1228.270 and 36 CFR part 1234.
</p><p>(3) Outputs records (electronic or paper summary reports) are deleted or destroyed when no longer needed for operational purposes. Note: This disposition instruction applies only to record keeping copies of the reports retained by DMDC. The DoD office requiring creation of the report should maintain its record keeping copy in accordance with NARA approved disposition instructions for such reports.
</p><p>(4) System documentation (codebooks, record layouts, and other system documentation) are retained permanently and transferred to the National Archives along with the master file in accordance with 36 CFR part 1228.270 and 36 CFR part 1234.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name, Social Security Number (SSN), date of birth, current address, and telephone number of the individual.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>If executed outside the United States: '˜I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the name and number of this system of records notice along with the full name, Social Security Number (SSN), date of birth, current address, and telephone number of the individual and be signed.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed within the United States, its territories, possessions, or commonwealths: '˜I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>If executed outside the United States: '˜I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Record sources are individuals via survey questionnaires, the Uniformed Services, the Department of Veterans Affairs, the Office of Personnel Management, Environmental Protection Agency, Department of Health and Human Services, Department of Energy, Executive Office of the President, and the Selective Service System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 02" toc="yes">
<systemNumber>DMDC 02</systemNumber>
<subsection type="systemName">Defense Enrollment Eligibility Reporting System (DEERS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>DMDC at DISA DECC Columbus, 3990 East Broad St, Bldg 23, Columbus, OH 43213-0240.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members, former members, retirees, civilian employees (includes non-appropriated fund) and contractor employees of the DoD and all of the Uniformed Services; Presidential appointees of all Federal Government agencies; Medal of Honor recipients; U.S. Military Academy students; DoD and Department of Veterans Affairs (DVA) beneficiaries (e.g. dependent family members, legal guardians and other protectors, prior military eligible for DVA benefits, beneficiaries of Servicemembers’ Group Life Insurance (SGLI)/Family SGLI (FSGLI)) non-Federal agency civilian associates and other individuals granted DoD privileges, benefits, or physical or logical access to military installations (e.g., American Red Cross paid employees, United Service Organization (USO), Intergovernmental Personnel Act Employees (IPA), Boy and Girl Scout Professionals, non-DoD contract employees); members of the public treated for a medical emergency in a DoD or joint DoD/DVA medical facility; and individuals requiring a Common Access Card to access DoD IT applications (i.e., Department of Homeland Security employees, state National Guard Employees, and Affiliated Volunteers).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual"s name; Service or Social Security Number (SSN); DoD ID number; residence address; mailing address; personal and work email addresses; date of birth; gender; mother's maiden name, branch of Service; primary and secondary fingerprints and photographs; Foreign National Identification Numbers; emergency contact person information; stored documents for proofing identity and association.</p>

<p>DEERS Benefits Number; relationship of beneficiary to sponsor, to include relationship and eligibility qualifiers (i.e. percent of support by sponsor, student or incapacitation status, guardian authorizations); SGLI/FSGLI beneficiaries information and amounts of coverage; pharmacy benefits; dates of beginning and ending eligibility; number of family members of sponsor; multiple birth code/birth order; primary unit duty location of sponsor; race and ethnic origin; occupation; rank/pay grade.</p>

<p>Disability documentation; wounded, ill and injured identification information; other health information (i.e., tumor/reportable disease registry, immunizations); Medicare eligibility and enrollment data; CHAMPVA and FEHB eligibility indicators; blood test results; Deoxyribonucleic Acid (DNA); dental care eligibility codes and dental x-rays.</p>

<p>Patient registration data for shared DoD/VA beneficiary populations, including VA Integration Control Number (ICN), VA patient type, patient category code and patient category TRICARE enrollment data (i.e., plan name, effective dates, primary care manager information, premium payment details), identity and relationship data, command interest code and name, command security code and name, medical fly status code. </p>

<p>Catastrophic Cap and Deductible (CCD) transactions, including monetary amounts; third party health insurance information on dependents; in addition to identity data and demographic data for beneficiaries such as contact information, family membership, and personnel information is captured as required to determine and maintain benefits; VA disability payment records; digital signatures where appropriate to assert validity of data; care giver information; immunization data; education benefit eligibility and usage; special military pay information; SGLI/FGLI; Privacy Act audit logs.</p>

<p>Character of service; reenlistment eligibility; entitlement conditions; activations and deployments; medals and awards data; citizenship data/country of birth; civil service employee employment information (agency and bureau, pay plan and grade, nature of action code and nature of action effective date, occupation series, dates of promotion and expected return from overseas, service computation date); compensation data (i.e., Department of Labor Compensation data); date of separation of former enlisted and officer personnel.  Information Assurance (IA) Work Force information; language data; military personnel information (rank, assignment/deployment, length of service, military occupation, education, and benefit usage); reason leaving military service or DoD civilian service; Reserve member's civilian occupation and employment information; workforces information (e.g., acquisition, first responders).

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. App. 3, Inspector General Act of 1978; 5 U.S.C. Chapter 90, Long-Term Care Insurance; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. Chapter 53, Miscellaneous Rights and Benefits; 10 U.S.C. Chapter 54, Commissary and Exchange Benefits; 10 U.S.C. Chapter 58, Benefits and Services for Members being Separated or Recently Separated; 10 U.S.C. Chapter 75, Deceased Personnel; 10 U.S.C. 2358, Research and Development Projects; 10 U.S.C. Chapter 49 Section 987, Terms of Consumer Credit Extended to Members and Dependents: limitations; 20 U.S.C. 1070a (f)(4), Higher Education Opportunity Act; 31 U.S.C. 3512(c), Executive Agency Accounting and Other Financial Management Reports and Plans; 42 U.S.C. 18001 note, Patient Protection and Affordable Care Act (Public Law 111-148); 52 U.S.C. 20301, Federal Responsibilities; 50 U.S.C. Chapter 23, Internal Security; 50 U.S.C. 501, Servicemembers Civil Relief Act; 38 CFR part 9.20, Traumatic injury protection; 38 U.S.C. Chapter 19, Subchapter III, Service members' Group Life Insurance; DoD Directive 1000.04, Federal Voting Assistance Program (FVAP); DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Instruction 1015.09, Professional U.S. Scouting Organization Operations at U.S. Military Installations Overseas; DoD Instruction 1100.13, DoD Surveys; DoD Instruction 1241.03, TRICARE Retired Reserve (TRR) Program; DoD Instruction 1241.04, TRICARE Reserve Select (TRS) Program; DoD Instruction 1336.05, Automated Extract of Active Duty Military Personnel Records; DoD Instruction 1341.2, Defense Enrollment Eligibility Reporting System (DEERS) Procedures; DoD Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters; Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors; DoD Instruction 7730.54, Reserve Components Common Personnel Data System (RCCPDS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To record the issuance of DoD badges and identification cards, i.e., Common Access Cards (CAC) or beneficiary identification cards.</p>

<p>To authenticate and identify DoD affiliated personnel (e.g., contractors); to grant physical and logical access to DoD facilities.</p>

<p>To provide a database for determining eligibility for DoD entitlements and privileges; to detect fraud and abuse of the benefit programs by claimants and providers to include appropriate collection actions arising out of any debts incurred as a consequence of such programs; to identify current DoD civilian and military personnel for purposes of detecting fraud and abuse of benefit programs; to ensure benefit eligibility is retained after separation from the military; to maintain the Servicemembers" Group Life Insurance (SGLI) and Family SGLI (FSGLI) coverage elections and beneficiaries" information. </p>

<p>To support DoD health care management programs, to include research and analytical projects, through Defense Health Agency (previously the TRICARE Management Activity); to support benefit administration for those beneficiaries that have granted permission for use of their personal e-mail address for notification purposes relating to their benefits; to register current DoD civilian and military personnel and their authorized dependents for purposes of obtaining medical examination, treatment or other benefits to which they are entitled; to provide identification of deceased members. </p>

<p>To assess manpower, support personnel and readiness functions, to include Continuous Evaluation programs; to perform statistical analyses; to determine Servicemember Civil Relief Act (SCRA) duty status as it pertains to SCRA legislation; to determine Military Lending Act (MLA) eligibility as it pertains to MLA legislation; information will be used by agency officials and employees, or authorized contractors, and other DoD Components in the preparation of studies and policy as related to manpower and the health and well-being of current and past Armed Forces and DoD-affiliated personnel; to assist in recruiting prior-service personnel; and to notify military members eligible to vote about information for registration and voting procedures; and to provide rosters of DoD affiliated persons at the time of an official declared natural or man-made disaster.</p>

<p>To provide appropriate contact information of DoD personnel and beneficiaries for the purpose of conducting surveys authorized by the Department of Defense.  Authorized surveys are used as a management tool for statistical analysis, policy planning, reporting, evaluation of program effectiveness, conducting research, to provide direct feedback on key strategic indicators, and for other policy planning purposes.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>1.  To Federal agencies and/or their contractors, the Transportation Security Administration and other federal transportation agencies, for purposes of authenticating the identity of individuals who, incident to the conduct of official business, present the Common Access Card or other valid identification as proof of identity to gain physical or logical access to government and contractor facilities, locations, networks, systems, or programs.</p>
<p>2.  To Federal and State agencies to validate demographic data (e.g., SSN, citizenship status, date and place of birth, etc.) for individuals in DMDC personnel and pay files so that accurate information is available in support of DoD requirements.</p>
<p>3.  To the Social Security Administration for the purpose of verifying an individual’s identity.</p>
<p>4.  To the Department of Veterans Affairs (DVA):</p>
<p>a.  To provide uniformed service personnel (pay, wounded, ill, and injured) identification data for present and former uniformed service personnel for the purpose of evaluating use of veterans’ benefits, validating benefit eligibility and maintaining the health and well-being of veterans and their family members.</p>
<p>b.  To provide identifying uniformed service personnel data to the DVA and its insurance program contractor for the purpose of conducting outreach and administration of benefits to qualified Servicemembers, Veterans and their dependents (38 U.S.C. 1977), notifying separating eligible Reservists of their right to apply for Veteran’s Group Life Insurance coverage under the Veterans Benefits Improvement Act of 1996 (38 U.S.C. 1968) and for DVA to administer the Traumatic Servicemember’s Group Life Insurance (TSGLI) (Traumatic Injury Protection Rider to Servicemember’s Group Life Insurance (TSGLI), 38 CFR part 9.20).</p>
<p>c.  To register eligible veterans and their dependents for DVA programs.</p>
<p>d.  To provide former uniformed service personnel and survivor’s financial benefit data to DVA for the purpose of identifying retired pay and survivor benefit payments for use in the administration of the DVA’s Compensation and Pension Program (38 U.S.C. 5106).  The information is to be used to process all DVA award actions more efficiently, reduce subsequent overpayment collection actions, and minimize erroneous payments.</p>
<p>e.  To provide identifying uniformed service personnel data to the DVA for the purpose of notifying such personnel of information relating to educational assistance as required by the Veterans Programs Enhancement Act of 1998 (38 U.S.C. 3011 and 3034).</p>
<p>f.  Providing to the Veterans Benefits Administration, DVA uniformed service personnel and financial data for the purpose of determining initial eligibility and any changes in eligibility status to insure proper payment of benefits for GI Bill education and training benefits by the DVA under the Montgomery GI Bill (10 U.S.C. Chapter 1606 - Selected Reserve and 38 U.S.C. Chapter 30 - Active Duty), the REAP educational benefit (Title 10 U.S.C Chapter 1607), and the National Call to Service enlistment educational benefit (10 Chapter 510), the Post 9/11 GI Bill (38 U.S.C. Chapter 33) and The Transferability of Education Assistance to Family Members. The administrative responsibilities designated to both agencies by the law require that data be exchanged in administering the programs.</p>
<p>5. To consumer reporting agencies:</p>
<p>a. To obtain identity confirmation and current addresses of separated uniformed services personnel to notify them of potential benefits eligibility.</p>
<p>b.  To the national consumer reporting agencies for the purpose of ensuring eligible Service members receive Military Lending Act (MLA) protections in accordance with 32 CFR 232.</p>
<p>7.  To Federal Agencies, to include OPM, United States Postal Service, Executive Office of the President and Administrative Office of the Courts; Department of Health and Human Services; Department of Education; Department of Veterans Affairs to conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of:</p>
<p>a.  Providing all members of the Reserve Component of the Armed Forces to be matched against the Federal agencies for identifying those Reserve Component Service members that are also Federal civil service employees with eligibility for the Federal Employees Health Benefits (FEHB) program.  This disclosure by the Federal agencies will provide the DoD with the FEHB program eligibility and Federal employment information necessary to determine initial and continuing eligibility for the TRICARE Reserve Select (TRS) program and the TRICARE Retired Reserve (TRR) program (collectively referred to as purchased TRICARE programs).  Reserve Component members who are not eligible for FEHB program are eligible for TRS (section 1076d of title 10) or TRR (section 1076e of title 10).</p>
<p>b.  Providing all members of the Reserve Component of the Armed Forces to be matched against the Federal agencies for the purpose of identifying the Ready Reserve Component Service members who are also employed by the Federal Government in a civilian position, so that reserve status can be terminated if necessary.  To accomplish an emergency mobilization, individuals occupying critical civilian positions cannot be mobilized as Reservists.</p>
<p>c.  Providing to the Department of Education for the purpose of identifying dependent children of those Armed Forces members killed in Operation Iraqi Freedom and Operation Enduring Freedom (OIF/OEF), Iraq and Afghanistan Only, for possible benefits.</p>
<p>d.  Providing to the Veterans Benefits Administration, DVA uniformed service data for the purpose of determining eligibility and any changes in eligibility status to insure proper administration of benefits for GI Bill education and training benefits under the Montgomery GI Bill (10 U.S.C. Chapter 1606 - Selected Reserve and 38 U.S.C. Chapter 30 - Active Duty), the Post 9/11 GI Bill (38 U.S.C. Chapter 33).</p>
<p>e.  Providing to the Centers for Medicaid and Medicare Services, Department of Health and Human Service, for the purpose of identifying DoD eligible beneficiaries both over and under the age of 65 who are Medicare eligible.  Current law requires Defense Health Agency to discontinue military health care benefits to Military Heath Services beneficiaries who are Medicare eligible unless they are enrolled in Medicare Part B.</p>
<p>f.  Providing to the Centers for Medicaid and Medicare Services, Department of Health and Human Services, for the purpose of verifying individual’s healthcare eligibility status, in accordance with the Affordable Care Act.  Data provided to CMS will be used to make eligibility determinations for insurance affordability programs, administered by Medicaid, the Children’s Health Insurance Program (CHIP), the Basic Health Program (BHP) and the American Health Benefit Exchange.</p>
<p>8.  To Federal agencies for the purpose of notifying Servicemember and dependent individuals of payments or other benefits for which they are eligible under actions of the Federal agencies.</p>
<p>9.  To State agencies for the purpose of supporting State Veteran Affairs activities.</p>
<p>10.  To the Department of Labor for unemployment compensation calculations.</p>
<p>11.  To other Federal agencies and state, local and territorial governments to identify fraud and abuse of the Federal agency’s programs and to identify debtors and collect debts and overpayment in the DoD health care programs.</p>
<p>12.  To each of the fifty states and the District of Columbia for the purpose of determining the extent to which state Medicaid beneficiaries may be eligible for Uniformed Services health care benefits, including CHAMPUS, TRICARE, and to recover Medicaid monies from the CHAMPUS program.</p>
<p>13.  To State and local child support enforcement agencies for purposes of providing information, consistent with the requirements of 29 U.S.C. 1169(a), 42 U.S.C. 666(a)(19), and E.O. 12953 and in response to a National Medical Support Notice (NMSN) (or equivalent notice if based upon the statutory authority for the NMSN), regarding the military status of identified individuals and whether, and for what period of time, the children of such individuals are or were eligible for DoD health care coverage.  NOTE:  Information requested by the States is not disclosed when it would contravene U.S. national policy or security interests (42 U.S.C. 653(e)).</p>
<p>14.  To the Department of Health and Human Services (HHS):</p>
<p>a. For purposes of providing information, consistent with the requirements of 42 U.S.C. 653 and in response to an HHS request, regarding the military status of identified individuals and whether the children of such individuals are or were eligible for DoD healthcare coverage and for what period of time they were eligible.  NOTE:  Information requested by HHS is not disclosed when it would contravene U.S. national policy or security interests (42 U.S.C. 653(e)).</p>
<p>b.  For purposes of providing information so that specified Medicare determinations, specifically late enrollment and waiver of penalty, can be made for eligible (1) DoD military retirees and (2) spouses (or former spouses) and/or dependents of either military retirees or active duty military personnel, pursuant to section 625 of the Medicare Prescription Drug, Improvement, and Modernization Act of 2002 (as codified at 42 U.S.C. 1395p and 1395r).</p>
<p>c.  To the Office of Child Support Enforcement, Federal Parent Locator Service, pursuant to 42 U.S.C. 653 and 653a; to assist in locating individuals for the purpose of establishing parentage; establishing, setting the amount of, modifying, or enforcing child support obligations; or enforcing child custody or visitation orders; the relationship to a child receiving benefits provided by a third party and the name and SSN of those third party providers who have a legal responsibility. Identifying delinquent obligors will allow state child support enforcement agencies to commence wage withholding or other enforcement actions against the obligors.</p>
<p>d.  For purposes of providing information to the Centers for Medicare and Medicaid Services (CMS) to account for the impact of DoD healthcare on local reimbursement rates for the Medicare Advantage program as required in 42 CFR 422.306.</p>
<p>15.  To Coast Guard and Public Health Service to complete Individual Mandate Reporting and Employer Mandate reporting to the Internal Revenue Service (IRS) as required by Patient Protection and Affordable Care Act of 2010 (PL 111-148) and Sections 6055 and 6056 of the IRS Code.</p>
<p>16.  To Federal and contractor medical personnel at joint DoD/DVA health care clinics, for purposes of authenticating the identity of individuals who are registered as patients at the clinic and maintaining, through the correlation of DoD ID number and Integration Control Number (ICN), a shared population of DoD and DVA beneficiaries who are users of the clinic.</p>
<p>17.  To the American Red Cross for purposes of providing emergency notification and assistance to members of the Armed Forces, retirees, family members or survivors.</p>
<p>18.  To the Office of Disability and Insurance Security Programs, for the purpose of expediting disability processing of wounded military service members and veterans.</p>
<p>19.  To Federally Funded Research Centers and grantees for the purpose of performing research on manpower problems for statistical analyses.</p>
<p>20.  To Defense contractors to monitor the employment of former DoD employees and uniformed service personnel subject to the provisions of 41 U.S.C. 423.</p>
<p>21.  Disclosure of Requested Information Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency’s decision on the matter.</p>
<p>22.  To Federal and quasi Federal agencies, territorial, state and local governments, and contractors and grantees for the purpose of supporting research studies concerned with the health and well-being of active duty, reserve, and retired uniformed service personnel or veterans, to include family members.  DMDC will disclose information from this system of records for research purposes when DMDC:</p>
<p>a.  has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained;</p>
<p>b.  has determined that the research purpose (1) cannot be reasonably accomplished unless the record is provided in individually identifiable form, and (2) warrants the risk to the privacy of the individual that additional exposure of the record might bring;</p>
<p>c.  has required the recipient to (1) establish reasonable administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record, and (2) remove or destroy the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining such information, and (3) make no further use or disclosure of the record except (A) in emergency circumstances affecting the health or safety of any individual, (B) for use in another research project, under these same conditions, and with written authorization of the Department, (C) for disclosure to a properly identified person for the purpose of an audit related to the research project, if information that would enable research subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the audit, or (D) when required by law;</p>
<p>d.  has secured a written statement attesting to the recipients’ understanding of, and willingness to abide by these provisions.</p>
<p>23.  To the Department of Homeland Security for the conduct of studies related to the health and well-being of Coast Guard members and to authenticate and identify Coast Guard personnel.</p>
<p>24.  To Federal and State agencies for purposes of obtaining socioeconomic information on uniformed service personnel so that analytical studies can be conducted with a view to assessing the present needs and future requirements of such personnel.</p>
<p>25.  To the Bureau of Citizenship and Immigration Services, Department of Homeland Security, for purposes of facilitating the verification of individuals who may be eligible for expedited naturalization (Pub. L. 108-136, Section 1701, and E.O. 13269, Expedited Naturalization).</p>
<p>26.  To Coast Guard recruiters in the performance of their assigned duties.</p>
<p>27.  Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
<p>28.  Disclosure When Requesting Information Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
<p>29.  Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
<p>30.  Disclosure to the Office of Personnel Management Routine Use:  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
<p>31.  Disclosure of information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
<p>32.  Data Breach Remediation Purposes Routine Use.  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at:</p>
<p>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
    <p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records about individuals can be retrieved using a search algorithm utilizing primary identity traits: Personal identifier (e.g., SSN, service number, foreign identification number, etc.), name, date of birth and gender, but can also include mailing address, telephone number, mother"s maiden name and place of birth when available.  Individuals can be directly retrieved utilizing their DoD ID Number or DoD Benefits Number.  Retrievals may be done by biometrics (i.e. fingerprints, photograph). </p>

<p>Retrievals for the purposes of generating address lists for direct mail distribution may be made using selection criteria based on geographic and demographic keys.

</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted to those personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of locks, guards, and administrative procedures (<i>e.g.,</i> fire protection regulations).
</p><p>Access to personal information is restricted to those who require the records in the performance of their official duties, and to the individuals who are the subjects of the record or their authorized representatives. Access to personal information is further restricted by the use of passwords, which are changed periodically. All individuals granted access to this system of records are to have received Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hardcopy version of DD Form 1172: Destroy once written to optical disk.  Optical disks: Destroy primary and backup copies after 5 years.
</p><p>The DEERS database is Permanent: Cut off (take a snapshot) at end of Fiscal Year and transfer to the National Archives and Record Administration in accordance with 36 CFR 1228.270 and 36 CFR 1234. (N1-330-03-01)
</p><p>Output records (electronic or paper summary reports) are deleted or destroyed when no longer needed for operational purposes. <i>Note:</i> This disposition instruction applies only to recordkeeping copies of the reports retained by DMDC. The DoD office requiring creation of the report should maintain its record keeping copy in accordance with NARA approved disposition instructions for such reports.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.</p>

<p>Signed written requests should contain the full name, identifier (i.e. SSN, DoD ID or DoD Benefits Number), date of birth, and current address and telephone number of the individual.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed written requests should contain the name and number of this system of records notice along with the full name, SSN, date of birth, current address, and telephone number of the individual.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals and the personnel, pay, and benefit systems of the military and civilian departments, and agencies of the Uniformed Services, Department of Veteran Affairs, and other Federal agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 03" toc="yes">
<systemNumber>DMDC 03</systemNumber>

<subsection type="systemName">Defense Outreach Referral System (DORS) (October 2, 2007, 72 FR 56066).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of DMDC 03, it has been concluded that this system is no longer maintained. It has been confirmed that all past records have been deleted in accordance with established DoD records instructions and that the Defense Outreach Referral System program is no longer in use at DMDC.
</p></xhtmlContent></subsection></section>
<section id="DMDC 04" toc="yes">
<systemNumber>DMDC 04</systemNumber>
<subsection type="systemName">Non-combatant Tracking System (NTS) &amp; Evacuation Tracking and Accountability System (ETAS)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Noncombatant evacuees include service members and their dependents, DoD and other federal civilian employees and their dependents, U.S. Government contractors, U.S. citizens residing abroad or on business or personal travel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Social Security Number (SSN), Passport Number, U.S. Driver License Number, DoD Teslin Bar Code, or Common Access Card (CAC) Bar Code, Evacuee ID (assigned bracelet), name, date of birth, place of birth, gender, weight, country of citizenship, marital status, sponsor information, country evacuated from, location code (e.g., airport, ship port) (same information is reported for each family member).  Also collected are classification number and agency code (an agency code identifying DoD or other U.S. Federal Agency sponsorship), final destination, point of contact name and contact information, emergency contact name and contact information, evacuee minor category (i.e., pregnant woman, unaccompanied child, aged and infirm), pet name, pet type, transportation information and identification of any services requested (e.g., oxygen, wheelchair).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 12656, Assignment of Emergency Preparedness Responsibilities, as amended; DoD Directive 3025.14, Evacuation of U.S. Citizens and Designated Aliens from Threatened Areas Abroad; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Repatriation centers will use this information to track and account for individuals evacuated from emergency situations due to military operations, political situations, natural disasters, or other potentially dangerous circumstances.  Repatriation centers assist evacuees in securing requested relocation services, and recording and recovering relocation costs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords">
    <xhtmlContent>
        <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
        <p>To individuals who have been evacuated but who have been separated from their family and/or spouse.  Information will be released to the individual indicating where the family member was evacuated from and final destination.</p>
        <p>To Department of State to plan and monitor evacuation effectiveness and need for services and to verify the number of people by category who have been evacuated.</p>
        <p>To the American Red Cross so that upon receipt of information from a repatriation center that a DoD family has arrived safely in the U.S., the Red Cross may notify the service member (sponsor) still in the foreign country that his/her family has safely arrived in the United States.</p>
        <p>To the Department of Health and Human Services to facilitate the delivery of personal and financial assistance and to recoup the costs of financial services.  To identify individuals who might arrive with an illness which would require quarantine.</p>
        <p>To the Internal Revenue Service to recoup unpaid loans made on an emergency basis as a result of emergency evacuation.</p>
        <p>To State and local health departments to further implement the quarantine of an ill individual.</p>
        <p>Law Enforcement Routine Use:</p>
        <p>  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
        <p>Congressional Inquiries Disclosure Routine Use:</p>
        <p>  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
        <p>Disclosure to the for Litigation Routine Use:</p>
        <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
        <p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
        <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
        <p>Data Breach Remediation Purposes Routine Use:</p>
        <p> A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
        <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

        </p>
    </xhtmlContent>
</subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by ID Number and type, name, and evacuee ID.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records are maintained in a controlled area accessible only to authorized personnel.  At Defense Manpower Data Center (DMDC), entry to these areas is restricted by the use of locks, guards, and administrative procedures such as periodic security audits and regular Monitoring of Users’ Security Practices.  Access to personal information is limited to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of passwords which are changed periodically, the Common Access Card (CAC), intrusion detection system (IDS), encryption, and firewalls.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Permanent:  Cut off (take a snapshot) at end of fiscal year and transfer to the National Archives and Record Administration in accordance with 36 CFR 1228.270 and 36 CFR part 1234.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000.</p>
<p>Signed, written requests should contain the full name, person ID or evacuee ID, date of birth, and current address and telephone number of the individual.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>Signed, written requests should contain the full name, person ID or evacuee ID, date of birth, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals via DD form 2585, "Repatriation Processing Center Processing Sheet", and the repatriation processing centers staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 05" toc="yes">
<systemNumber>DMDC 05</systemNumber>
<subsection type="systemName">Joint Duty Assignment Management Information System (JDAMIS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All military officers of the Armed Forces who: are serving or have served in billets designated as joint duty assignment positions; are attending or have completed joint professional military education schools; are designated as joint qualified at various levels of qualification; or are eligible to be nominated and designated at various joint qualification levels; and have earned approved joint experience or discretionary points.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information on individuals includes first name, last name, Social Security Number (SSN), date of birth, gender, date of rank, military branch, occupation, duty station, joint professional military education status, pay grade, race, ethnicity, joint qualification level, skill code, departure reason, and DoD email address.  Also includes information on billets such as service, unit identification code, tour length, rank, job title, and critical billet code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 38, Joint Officer Management; 10 U.S.C. Chapter 107, Professional Military Education; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; Chairman of the Joint Chiefs of Staff Instruction 1330.05, Joint Officer Management Program Procedures; DoD Instruction 1300.19, DoD Joint Officer Management (JOM) Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To enable consolidated tracking of joint experiences for the purpose of awarding joint qualification experience and training, and to provide an annual report to Congress as required by Title 10, Chapter 38, Section 667.  Records are also used as a management tool for statistical analysis, tracking, reporting to Congress, evaluating program effectiveness, and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name and/or SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are maintained in a controlled area accessible only to authorized personnel.  Entry to these areas is restricted by the use of locks, guards, and administrative procedures such as periodic security audits and regular monitoring of users" security practices.  Access to personal information is limited to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of the Common Access Card (CAC), intrusion detection system (IDS), encryption and firewalls.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Delete when 5 years old or when no longer needed for operational purposes, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.</p>

<p>Signed, written requests should contain the requester"s first name, last name, SSN, current address and telephone number.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain the name and number of this system of records notice along with the requester"s first name, last name, SSN, current address and telephone number.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>DMDC Active Duty and Reserve Component flat files, Defense Enrollment Eligibility Reporting System database, the Military Services, and the Joint Staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 03" toc="yes">
<systemNumber>DMDC 06</systemNumber>

<subsection type="systemName">Federal Creditor Agency Debt Collection Data Base (October 2, 2007, 72 FR 56069)</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of DMDC 06, it has been concluded that this system is no longer maintained. It has been confirmed that all past records have been deleted in accordance with established OSD records instructions and that the Federal Creditor Agency Debt Collection Data Base program is no longer in use at DMDC.
</p></xhtmlContent></subsection></section>
<section id="DMDC 07" toc="yes">
<systemNumber>DMDC 07</systemNumber>
<subsection type="systemName">Defense Incident-Based Reporting System (DIBRS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty military (includes Coast Guard) or civilian personnel who have been apprehended or detained for criminal offenses which must be reported to the Department of Justice pursuant to the Uniform Crime Reporting Handbook as required by the Uniform Federal Crime Reporting Act.
</p><p>Active duty military (includes Coast Guard) personnel accused of criminal offenses under the Uniform Code of Military Justice and investigated by a military law enforcement organization.
</p><p>Active duty military (includes Coast Guard) personnel accused of fraternization, sexual harassment, a sex-related offense, a hate or bias crime, or a criminal offense against a victim who is a minor and investigated by a commander, military officer, or civilian in a supervisory position.
</p><p>Active duty military (includes Coast Guard) personnel accused of a criminal incident, which is not investigated by a military law enforcement organization, but which results in referral to trial by court-martial, imposition of non-judicial punishment, or an administrative discharge.
</p><p>Active duty military (includes Coast Guard) personnel convicted by civilian authorities of felony offenses as defined by State or local law.
</p><p>Active duty military (includes Coast Guard) personnel who attempt or commit suicide. Individuals who are victims of those offenses which are either reportable to the Department of Justice or are reportable for having committed criminal incidents in violation of law or regulation.
</p><p>Active duty military (includes Coast Guard) personnel who must be reported to the Department of Justice under the Brady Handgun Violence Prevention Act because such personnel have been referred to trial by a general courts-martial for an offense punishable by imprisonment for a term exceeding one year; have left the State with the intent of avoiding either pending charges or giving testimony in criminal proceedings; are either current users of a controlled substance which has not been prescribed by a licensed physician (<i>Note:</i> Includes both current and former members who recently have been convicted by a courts-martial, given non-judicial punishment, or administratively separated based on drug use or failing a drug rehabilitation program) or using a controlled substance and losing the power of self-control with respect to that substance; are adjudicated by lawful authority to be a danger to themselves or others or to lack the mental capacity to contract or manage their own affairs or are formally committed by lawful authority to a mental hospital or like facility (<i>Note:</i> Includes those members found incompetent to stand trial or found not guilty by reason of lack of mental responsibility pursuant to Articles 50a and 72b of the Uniform Code of Military Justice); have been discharged from the Armed Services pursuant to either a dishonorable discharge or a dismissal adjudged by a general courts-martial; or have been convicted in any court of a misdemeanor crime of domestic violence.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records compiled by law enforcement authorities (e.g., Pentagon Force Protective Agency, military and civilian police, military criminal investigation services or commands); DOD organizations and military commands; Legal and judicial authority (e.g., Staff Judge Advocates, courts-martial); and Correctional institutions and facilities (e.g., the United States Disciplinary Barracks) consisting of personal data on individuals, to include but not limited to, name; social security number; date of birth; place of birth; race; ethnicity; sex; identifying marks (tattoos, scars, etc.); height; weight; nature and details of the incident/offense to include whether alcohol, drugs and/or weapons were involved; driver's license information; actions taken by military commanders (e.g., administrative and/or non-judicial measures, to include sanctions imposed); court-martial results and punishments imposed; confinement information, to include location of correctional facility, gang/cult affiliation if applicable; and release/parole/clemency eligibility dates.
</p><p>Records also consist of personal information on individuals who were victims. Such information does not include the name of the victim or other personal identifiers (<i>e.g.</i>, Social Security Number, date of birth, etc.), but does include the individual's residential zip code; age; sex; race; ethnicity; and type of injury.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulation; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1562, Database on Domestic Violence Incidents; 18 U.S.C. 922 note, Brady Handgun Violence Prevention Act; 28 U.S.C. 534 note, Uniform Federal Crime Reporting Act; 42 U.S.C. 10607, Victims Rights and Restitution Act of 1990; 18 U.S.C. 922, The Lautenberg Amendment to the Gun Control Act; 42 U.S.C. 14071, The Jacob Wetterling Crimes Against Children and Sexually Violent Offender Registration Program; 10 U.S.C. 1562, Database on Domestic Violence Incidents; Public Health Security and Bioterrorism Preparedness and Response Act of 2002, Pub. L. 107-188; DOD Directive 7730.47, Defense Incident-Based Reporting System (DIBRS); and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a single central facility within the Department of Defense (DOD) which can serve as a repository of criminal and specified other non-criminal incidents which will be used to satisfy statutory and regulatory reporting requirements, specifically to provide crime statistics required by the Department of Justice (DOJ) under the Uniform Federal Crime Reporting Act; to provide personal information required by the DOJ under the Brady Handgun Violence Prevention Act and the Public Health Security and Bioterrorism Preparedness and Response Act of 2002; statistical information required by DOD under the Victim's Rights and Restitution Act; information required for the DOD database on domestic violence incidents; and to enhance DOD's capability to analyze trends and to respond to executive, legislative, and oversight requests for statistical crime data relating to criminal and other high-interest incidents.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>(1) To compile crime statistics so that such information can be both disseminated to the general public and used to develop statistical data for use by law enforcement agencies; (2) To compile information on those individuals for whom receipt or possession of a firearm would violate the law so that such information can be included in the National Instant Criminal Background Check System which may be used by firearm licensees (importers, manufactures or dealers) to determine whether individuals are disqualified from receiving or possessing a firearm; and (3) To compile information on those individuals for whom access to a biological agent or toxin would violate the law so that such information can be included in a database which may be used to determine whether individuals are disqualified from accessing such agents or toxins.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, Social Security Number (SSN), incident number, or any other data element contained in the system.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted by the use of locks, guards, and administrative procedures. Access to personal information is limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The master file is retained permanently. Input and source records are destroyed after data have been entered into the master file or when no longer needed for operational purposes, whichever is later. Output products (electronic or paper) are destroyed when no longer needed for operational purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Manpower Data Center, DOD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The military services (includes the U.S. Coast Guard) and Defense agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 08" toc="yes">
<systemNumber>DMDC 08</systemNumber>
<subsection type="systemName">Survey and Census Data Base.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who completed census or survey forms, including military members, civilians, persons eligible for DoD benefits, men and women of military age, and applicants to the military services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Survey responses and census information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7101 Note, Employee Surveys (Pub. L. 108-136, Sec. 1128); 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 481, Racial and Ethnic Issues; Gender Issues: Surveys; 10 U.S.C. 1782, Surveys of Military Families; 10 U.S.C. 2358, Research and Development Projects; DoD Directive 5124.2, Under Secretary of Defense for Personnel and Readiness (USD (P&amp;R)); and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purposes of the system are to count DoD personnel and beneficiaries for evacuation planning, apportionment when directed by oversight authority and for other policy planning purposes, and to obtain characteristic information on DoD personnel and households to support manpower and benefits research; to sample attitudes and/or discern perceptions of social problems observed by DoD personnel and to support other manpower research activities; to sample attitudes toward enlistment in and determine reasons for enlistment decisions. This information is used to support manpower research sponsored by the Department of Defense and the military services.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The information may be used to support manpower research sponsored by other Federal agencies.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records can be retrieved by Social Security Number; by institutional affiliation such as service membership; and by individual characteristics such as educational level.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to data at all locations is restricted to those who require the records in the performance of their official duties. Access is further restricted by the use of passwords which are changed periodically. Physical entry is restricted by the use of locks, guards, and administrative procedures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Master file, system documentation, codebooks, record layouts, and other system documentation are permanent. Survey questionnaires and census forms (inputs/source records) are destroyed after computer records have been created and validated. Summary reports (electronic or paper) are deleted and/or destroyed when no longer needed for operational purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Suite 400, Arlington, VA 22209-2593.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the individual's full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the individual's full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The survey and census information is provided by the individual; additional data obtained from Federal records are linked to individual cases in some data sets.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 09" toc="yes">
<systemNumber>DMDC 09</systemNumber>

<subsection type="systemName">Archival Purchase Card File (February 19, 2008, 73 FR 9100).
</subsection><subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of DMDC 09, it has been concluded that this system is covered by GSA/Govt 6, GSA SmartPay Purchase Charge Card Program, a government umbrella system, and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="DMDC 10" toc="yes">
<systemNumber>DMDC 10</systemNumber>
<subsection type="systemName">DDefense Biometric Identification Data System (DBIDS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.
</p><p>For a list of installations using this system, contact the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who request or have been granted physical access to DoD installations and facilities or using facilities interfacing with Defense Manpower Data Center (DMDC) Physical Access Control Systems.  </p>

<p>All individuals who have been or will be denied access to a DoD installation or facility using or interfacing with DMDC Physical Access Control System based on the decision of the facility commander in charge of physical access control.


</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personal data includes name, identification type (e.g. DoD ID number, driver’s license number, passport number, state ID number, Social Security Number(SSN), date and place of birth, gender, nationality and country of citizenship, race, tribe, home and work addresses, personal and work email addresses and telephone numbers, marital status, photographs, weight, height, eye color, hair color, index fingerprints or 10-print rolled and slapped fingerprints, iris scans, hand geometry, grade, dates of issue and expiration of facility and installation access credentials, alert status (e.g. Wants or Warrants, Armed and Dangerous, Be On the Lookout, Red Cross Emergency, Missing) or other similar fields necessary in assisting law enforcement in understanding the current disposition of personnel and property entering and, when required by Status of Forces Agreement, exiting DBIDS controlled facility, and installation name and/or region the record was created.</p>

<p>Privately owned vehicle information includes name of vehicle manufacturer, model year, color and vehicle type, license plate type (e.g., personal, commercial) and number, vehicle identification number (VIN), and current registration, automobile insurance, and driver's license data for those vehicles with established installation access (base/post decals). </p>

<p>Information on personal property stored on a military installation or facility contains data on government-issued (when required by Status of Forces Agreement) and personal weapons, such as type, serial number, manufacturer, caliber, and firearm registration date; storage location data to include unit, room, building, and phone number; and type(s) of personal property (e.g., bicycles) and description of property, serial number, and color.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Instruction 5200.08, Security of DoD Installations and Resources and the DoD Physical Security Review Board (PSRB); DoD 5200.08-R, Physical Security Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The records support DoD physical security programs, to issue individual facility/installation access credentials, and for identity verification purposes.  The system also is used to record personal vehicles and property registered with the DoD and for producing facility management reports. The records may be accessed by other physical access control systems for further verification at other sites.  Records may also be used for law enforcement purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a (b)(3) as follows:</p>
<p> </p>
<p>Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosures Required by International Agreements Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name, identification type and number, vehicle identifiers, or weapon identification data.  Records may also be retrieved by photograph or fingerprints.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records are maintained in a controlled area accessible only to authorized personnel.  Entry is restricted by the use of locks, guards, and administrative procedures.  Access to personal information is role based and limited to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of unique logon and passwords, which are changed periodically, or by two factor authentication including biometric verification.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are deleted three to five (3-5) years after deactivation or confiscation of access credentials.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>"Deputy for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000. </p>

<p>Signed, written requests should contain the requester’s name, identification type and number, date of birth, installation name and/or region the record was created and current address and telephone number of the individual.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>Signed, written requests should contain the requester’s name, identification type and number, date of birth, installation name and/or region record was created, current address and telephone number of the requester and the name and number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is collected from the individual, the Defense Enrollment Eligibility Reporting System (DEERS), the Interoperability Layer Service (IoLS), the Military Services, and the DoD Components.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DMDC 11" toc="yes">
<systemNumber>DMDC 11</systemNumber>
<subsection type="systemName">Investigative Records Repository.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center (DMDC), 1137 Branchton Road, Boyers, PA 16020-0168.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military personnel who are active duty; applicants for enlistment or appointment; members of Reserve units; National guardsmen; DoD civilian personnel who are paid from appropriated funds; industrial or contractor personnel who are working in private industry in firms which have contracts involving access to classified DoD information or installations; Red Cross personnel and personnel paid from non-appropriated funds who have DoD affiliation; Reserve Officers' Training Corps (ROTC) cadets; former military personnel; and individuals residing on, have authorized official access to, or conducting or operating any business or other functions at any DoD installation or facility and had an investigation initiated by the Defense Security Service before 3 February 2006.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; Social Security Number (SSN); date of birth; gender; aliases; official reports of investigation (ROIs) prepared by DoD, Federal, state, or local official investigative activities; industrial security administrative inquiries (AISs).
</p><p>Attachments to ROIs or AISs including exhibits, subject or interviewee statements, police records, polygraph technical reports, medical records, credit bureau reports, employment records, education records, release statements, summaries of, or extracts from other similar records or reports.
</p><p>Case control and management documents which are not reports of investigation, but which serve as the basis for investigation, or which serve to guide and facilitate investigative activity, including documents providing the data to open and conduct the case; and documents initiated by the subject.
</p><p>Defense Manpower Data Center file administration and management documents accounting for the disclosure of, control of, and access to a file.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 615, Armed Forces, Information furnished to selection boards; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5200.2, Department of Defense Personnel Security Program; DoD Directive 5200.27 (Section IV A and B), Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense; DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program; DoD Instruction 5220.28, Application of Special Eligibility and Clearance Requirements in the SIOP-ESI Program for Contractor Employees; DoD Instruction 5210.91, Polygraph and Credibility Assessment (PCA) Procedures; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To ensure that the acceptance or retention of persons in sensitive DoD positions or granting individuals, including those employed in defense industry, access to classified information is clearly consistent with national security.
</p><p>To determine the loyalty, suitability, eligibility, and general trustworthiness of individuals for access to defense information and facilities.
</p><p>To determine the eligibility and suitability of individuals for entry into and retention in the Armed Forces.
</p><p>For use in criminal law enforcement investigations, including statutory violations and counterintelligence as well as counterespionage and other security matters.
</p><p>For use in military boards selecting military members for promotion to grades above 0-6.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>For maintenance and use by the requesting activity when collected during reciprocal investigations conducted for other DoD and Federal investigative elements.
</p><p>For dissemination to Federal agencies or other DoD components when information regarding personnel security matters is reported by Information Summary Report.
</p><p>The DoD "Blanket Routine Uses" published at the beginning of the Office of the Secretary of Defense compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders, microfiche, and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Completed investigative records are stored in secured areas accessible only to authorized DMDC personnel who have a need-to-know. Paper records and microfiche are maintained in safes and locked rooms and electronic records are protected from access by "˜fail-safe" system software. The entire building housing these records is protected by guards 24-hours a day, and all visitors must register through the site security office.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Retention of closed investigative files is authorized for 15 years, except as follows:
</p><p>(1) Files which have resulted in final adverse action against an individual will be retained 25 years;
</p><p>(2) Polygraph technical reports and physiological test data are disposition pending. Until the National Archives and Records Administration approves a retention and disposal schedule, records will be treated as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director for Identity and Personnel Assurance, Defense Manpower Data Center, 1600 Wilson Boulevard, Suite 400, Arlington, VA 22209-2593.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should send written inquiries to: DMDC Boyers, Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.
</p><p>Written requests must contain the full name and SSN of the subject individual, along with a return address.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: '˜I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system must send written signed inquiries to DMDC Boyers, Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.
</p><p>Written requests must contain the full name and SSN and address where the records are to be returned.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).'
</p><p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense/Joint Staff rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subjects of investigations; records of other DoD activities and components; Federal, state, county, and municipal records; employment records of private business and industrial firms; educational and disciplinary records of schools, colleges, universities, technical and trade schools; hospital, clinic, and other medical records.
</p><p>Records of commercial enterprises such as real estate agencies, credit bureaus, loan companies, credit unions, banks, and other financial institutions which maintain credit information on individuals.
</p><p>The interview of individuals who are thought to have knowledge of the subject's background and activities.
</p><p>The interview of witnesses, victims, and confidential sources.
</p><p>The interview of any individuals deemed necessary to complete the investigation.
</p><p>Directories, rosters, and correspondence.
</p><p>Any other type of record deemed necessary to complete the investigation.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DMDC 12" toc="yes">
<systemNumber>DMDC 12</systemNumber>
<subsection type="systemName">Joint Personnel Adjudication System (JPAS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Armed Forces personnel; DoD and U.S. Coast Guard civilian, contractor employees, and applicants; other federal personnel with authorized access to JPAS or for reciprocity purposes; "affiliated" personnel (e.g., Non-Appropriated Fund employees, Red Cross volunteers and staff, USO personnel, and congressional staff members); industry personnel requiring JPAS access for personnel security purposes; and foreign nationals requiring fitness determination, Homeland Security Presidential Directive 12 (HSPD-12) access, access to National Security Information (NSI), Sensitive Compartmented Information and/or assignment to a sensitive position.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name (current, former and alternate names); Social Security Number (SSN); DoD Identification Number (DoD ID Number); date of birth; place of birth; country of citizenship; type of DoD affiliation; employing activity; current employment status; position sensitivity; personnel security investigative basis; status of current adjudicative action; security clearance eligibility status and access status; whether eligibility determination was based on a condition, deviation from prescribed investigative standards, or waiver of adjudication guidelines; reports of security-related incidents, to include issue files and information identified through continuous evaluation which may require additional adjudication; foreign travel and contacts; self-reported information; eligibility recommendations or decisions made by an appellate authority; non-disclosure execution dates; indoctrination date(s); level(s) of access granted; debriefing date(s) and reasons for debriefing.  Entries documenting the outcomes of investigations and adjudications conducted by Federal investigative organizations (e.g., U.S. Office of Personnel Management (OPM), Federal Bureau of Investigation (FBI), National Aeronautics and Space Administration (NASA), etc.) or by DoD agencies for continuous evaluation and locator references to such investigations.  Entries documenting fitness determinations, HSPD-12 access, and continuous evaluation adverse information flags of the subject.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 9101, Access to Criminal History Information for National Security and Other Purposes; 10 U.S.C. 137, Under Secretary of Defense for Intelligence; DoD Directive 1145.02E, United States Military Entrance Processing Command (USMEPCOM); DoD 5200.2R, DoD Personnel Security Program (PSP); DoD 5105.21, Sensitive Compartment Information Administrative Security Manual; DoD Instruction (DoDI) 1304.26, Qualification Standards for Enlistment, Appointment and Induction; DoDI 5200.02, DoD Personnel Security Program (PSP); DoDD 5220.6, Defense Industrial Personnel Security Clearance Review Program; DoDI 5220.22, National Industrial Security Program (NISP); Homeland Security Presidential Directive (HSPD) 12, Policy for Common Identification Standard for Federal Employees and Contractors; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>JPAS is a DoD enterprise automated system for personnel security, providing a common, comprehensive medium to record, document, and identify personnel security actions within the Department including submitting adverse information, verification of clearance status (to include grants of interim clearances), requesting investigations, and supporting Continuous Evaluation activities. </p>

<p>JPAS consists of two applications, the Joint Adjudication Management System (JAMS) and the Joint Clearance and Access Verification System (JCAVS).  JAMS, primarily used by the DoD Adjudicative Community, has the primary purpose of recording eligibility determinations.  JCAVS, primarily used by DoD Security Managers and Industry Facility Security Officers, has the primary purpose of verifying eligibility, record access determinations, submitting incidents for subsequent adjudication, and visit requests from the field (worldwide).</p>

<p>These records may also be used as a management tool for statistical analyses, tracking, reporting, evaluating program effectiveness and conducting research.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as follows: </p>

<p>To the White House to obtain approval of the President of the United States regarding certain military personnel office actions as provided for in DoD Instruction 1320.4, Military Officer Actions Requiring Approval of the Secretary of Defense or the President, or Confirmation by the Senate.</p>

<p>To the U.S. Citizenship and Immigration Services for use in alien admission and naturalization inquiries.</p>

<p>To a Federal agency and its employees who are eligible to have a security clearance and/or have access to classified national security information in order to ensure that the agency is informed about information that relates to and/or impacts its employees’ eligibility to have a security clearance and/or access to classified national security information.</p>

<p>To a Federal agency with contractor personnel who are eligible to have a security clearance and/or have access to classified national security information in order to ensure that the agency is informed about information that relates to and/or may impact the contractor’s eligibility to have a security clearance and/or access to classified national security information.</p>

<p>To a contractor with employees who are eligible to have a security clearance and/or have access to classified national security information in order to ensure that the employer is informed about information that relates to and/or may impact its employees eligibility to have a security clearance and/or access to classified national security information.</p>
<p><i>Law Enforcement Routine Use:</i></p>
    <p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p><i>Disclosure When Requesting Information Routine Use: </i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

<p><i>Disclosure of Requested Information Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

<p><i>Congressional Inquiries Disclosure Routine Use: </i></p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p><i>Disclosure to the Office of Personnel Management Routine Use:</i></p>
<p>A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>

<p><i>Counterintelligence Purpose Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary, DoD/Joint Staff compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is generally retrieved by SSN.  However, access to certain functions may require a combination of SSN, DoD ID number, name, date of birth, and/or state and/or country of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to personal information is restricted to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of Personal Identity Verification (PIV) cards.  Physical entry is restricted by the use of locks, guards, and administrative procedures.  All individuals granted access to this system of records are to have taken annual Information Assurance and Privacy Act training; and all have been through the vetting process.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed no later than 15 continuous years after termination of affiliation with the DoD.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Manpower Data Center, 4800 Mark Center, Alexandria, VA 22350-4000. </p>

<p>Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.

</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Manpower Data Center (DMDC) Boyers, ATTN: Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.
</p><p>Written requests must contain the full name (and any alias and/or alternate names used), SSN, and date and place of birth.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking information about themselves contained in this system should address written inquiries to the Defense Manpower Data Center (DMDC) Boyers, ATTN: Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168. </p>

<p>Individuals should provide their full name (and any alias and/or alternate names used), SSN, and date and place of birth.</p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>

<p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).' </p>

<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf."  </p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, and for contesting or appealing agency determinations are published in OSD Administrative Instruction 81, 32 CFR part 311; or may be obtained directly from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information contained in this system is obtained from the individual; DoD personnel systems; Consolidated Adjudication Tracking System (CATS); Continuous Evaluation Records; DoD and federal adjudicative facilities/organizations; DoD and Non-DoD agencies; and security managers, security officers, or other officials requesting and/or sponsoring the security eligibility or suitability determination or visitation of facility.  Additional information may be obtained from other sources such as personnel security investigations, security representatives, subject’s personal financial records, military service records, medical records, and unsolicited sources.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DMDC 14" toc="yes">
<systemNumber>DMDC 14</systemNumber>
<subsection type="systemName">Health Record Tracking System (HRTS) (December 27, 2010, 75 FR 81246).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a review of system of records notice, DMDC 14, it was determined that this system is no longer being used. Following the National Archives and Records Administration retention and disposal schedule, all records have been destroyed.
</p></xhtmlContent></subsection></section>
<section id="DMDC 15" toc="yes">
<systemNumber>DMDC 15</systemNumber>
<subsection type="systemName">Armed Services Military Accession Testing.
</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>U.S. Military Entrance Processing Command (MEPCOM), 2834 Green Bay Road, North Chicago, IL 60064-3094.
</p><p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Individuals name, Social Security Number (SSN), address, telephone number, date of birth, sex, ethnic group identification, educational grade, rank, booklet number of ASVAB test, individuals plans after graduation, and individual item responses to ASVAB subtests and associated accession tests, test dates and test scores.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Individuals name, Social Security Number (SSN), address, telephone number, date of birth, sex, ethnic group identification, educational grade, rank, booklet number of ASVAB test, individuals plans after graduation, and individual item responses to ASVAB subtests and associated accession tests, test dates and test scores.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 136, Under Secretary of Defense for Personnel &amp; Readiness; DoD Instruction 1304.12E, DoD Military Personnel Accession Testing Programs; Army Regulation 601-222, OPNAVINST 1100.5, Marine Corps Pamphlet 1130.52E, Air Force Joint Instruction 36-2016, and Coast Guard Command Instruction M 1130.24A, Services Military Personnel Accession Testing Programs; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To establish eligibility for enlistment; verify enlistment and placement scores; verify retest eligibility; and provide aptitude test scores as an element of career guidance to participants in the DoD Student Testing Program. The data is also used for research, marketing evaluation, assessment of manpower trends and characteristics; and related statistical studies and reports. The data is used on a continuing basis for the purpose of regeneration of scores and reclassification, and score quality evaluation. Records are also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To Federally Funded Research Development Centers for the purpose of conducting analyses on DoD accession policies.</p>

<p>To the United States Coast Guard to establish eligibility for enlistment; verify enlistment and placement scores; verify retest eligibility; and provide aptitude test scores as an element of career guidance to participants in the DoD Student Testing Program.</p>

<p>Disclosure of information to the National Archives and Records Administration routine use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data breach remediation purposes routine use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By individual's name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Computerized records are maintained in a controlled area accessible only to authorized personnel.  Entry to these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, guards, and administrative procedures (e.g., fire protection regulations).</p>

<p>Access to personal information is restricted to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of Common Access Cards.  All individuals granted accesses to this system of records are to have received annual Information Assurance and Privacy Act training.</p>

<p>Periodic security audits are performed on the system.  User’s security practices are regularly monitored.  System backups are encrypted and stored off site.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>MEPCOM-</p>
<p>Test scores transmittals and qualification test answer records are maintained for one year then destroyed.</p>

<p>DMDC-</p>
<p>Test results from High School students are de-identified within 6 months of receipt and are destroyed annually when 50 years old.  All other test results are de-identified when 10 years old and destroyed annually when 50 years old.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350; or Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.</p>

<p>Signed, written requests should contain the individual’s full name, SSN, current address, and date tested.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain the individual’s full name, SSN, current address, date tested, and the number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>The individual and ASVAB tests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>

<section id="dmdc16" toc="yes">
<systemNumber>DMDC 16 DoD</systemNumber>

<subsection type="systemName">Identity Management Engine for Security and Analysis (IMESA)</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Any individual seeking access to a DoD facility or installation, and all individuals with felony warrants listed in the Federal Bureau of Investigation"s (FBI) National Crime Information Center"s (NCIC) Wanted Person File, all individuals maintained in the NCIC National Sex Offender Registry (NSOR) File and all individuals maintained in the FBI"s Terrorist Screening Database (TSDB) records.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
    <p>
        Information on individuals identified in the IMESA Interoperability Layer Service (IoLS) DoD Population Database: DoD ID number, Social Security Number (SSN), last name, date of birth, credential type, issuance, and expiration information; and security alert information (alert type, alert source, case number).
    </p>

<p>Information on individuals identified in the IMESA IoLS Local Population Database: full name; date of birth; SSN; Local Population identifier; foreign national ID; gender; race; citizenship information; contact information (e.g., home or work mailing address, personal phone, work phone); physical features (height, weight, eye color, hair color); biometrics (photograph and fingerprints); credential type, issuance, and expiration information; security alert information (alert type, alert source, case number); and secondary identification such as a driver"s license or passport.</p>

<p>The following will be included for individuals about whom records are maintained in the FBI"s NCIC Wanted Person File, FBI"s NCIC NSOR File, and FBI"s TSDB records: identity information (to include alternate identity information): SSN; full name; gender; race; ethnicity; address; place of birth; date of birth; citizenship; physical features (height, weight, eye color, hair color or other identifying characteristics); vehicle/vessel license information; want/warrant type, time, location, and case number of offense, violation or incident; extradition limitations; incarceration information; employment information; vehicle, vessel, aircraft and/or train information; caution and medical condition indicators.
</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 113, Secretary of Defense; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Instruction 5200.08, Security of DoD Installations and Resources and the DoD Physical Security Review Board (PSRB); DoD 5200.08-R, Physical Security Program; DoD Directive 5200.27, Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense (Exception to policy memos); Directive-Type Memorandum (DTM) 09-012, Interim Policy Guidance for DoD Physical Access Control; DTM 14-005, DoD Identity Management Capability Enterprise Services Application (IMESA) Access to FBI National Crime Information Center (NCIC) Files; and E.O. 9397 (SSN), as amended.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To evaluate individuals' eligibility for access to DoD facilities or installations and implement security standards controlling entry to DoD facilities and installations.  This process includes vetting to determine the fitness of an individual requesting or requiring access, issuance of local access credentials for members of the public requesting access to DoD facilities and installations, and managing and providing updated security and credential information on these individuals.  To ensure that identity and law enforcement information is considered when determining whether to grant physical access to DoD facilities and installations

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>Law Enforcement Routine Use:</p>
<p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use:</p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:</p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Electronic storage media.</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records may be retrieved by DoD ID Number, Local Population identifier, SSN, or credential information.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Access to these records is role-based and is limited to those individuals requiring access in the performance of their official duties.  Audit logs will be maintained to document access to data.  All data transfers and information retrievals using remote communication facilities are encrypted.  Access to individual records requires role-based access and use of a Common Access Card (CAC) and PIN.  Records are maintained in encrypted databases in a controlled area accessible only to authorized personnel.  Entry to these areas is restricted by the use of locks, guards, and administrative procedures.  All individuals granted access to this system of records are to receive Information Assurance and Privacy Act training annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records will be destroyed five (5) years after no access by all DoD Physical Access Control Systems (PACS) associated to that individual OR after all PACS have submitted a de-registration request for the individual.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Deputy Director for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should send written inquiries to the Deputy for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350.</p>
<p>Requests must contain the full name and Social Security Number of the subject, and a return address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Privacy Office, 1155 Defense Pentagon, Washington DC 20301-1155.</p>
<p>Signed, written requests must include the full name and Social Security Number of the subject and a return address.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense/Joint Staff rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Information provided by the NCIC Wanted Person Files is exempt from the amendment and appeal provisions described in 5 U.S.C. 552a (f).

</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Defense Enrollment and Eligibility Reporting System (DEERS), FBI  NCIC Wanted Person File, DoD Physical Access Control Systems, DoD Visitor Registration Centers.

</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>The records contained in this system are used for criminal, civil, and administrative enforcement requirements.  To the extent that copies of exempt records may become part of these records through JUSTICE/FBI-001, National Crime Information Center (NCIC), OSD hereby claims the same exemptions for the records as claimed at their source (JUSTICE/FBI-001, National Crime Information Center (NCIC)).  This system of records may be exempt from the following provisions of 5 U.S.C. 552a sections (c)(3) and (4), (d), (e)(1) through (3), (e)(4)(G) through (I), (e)(5) and (8), (f), and (g) (as applicable) of the Act.</p>

<p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.</p>
</xhtmlContent></subsection></section>

<section id="dmdc17" toc="yes">
<systemNumber>DMDC 17 DoD</systemNumber>

<subsection type="systemName">Continuous Evaluation Records for Personnel Security. </subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>DoD-affiliated individuals who have signed and submitted the March 2010 or later version of the SF-86, "Questionnaire for National Security Positions" (SF-86) and have thereby agreed to be subject to Continuous Evaluation (CE). [1] This includes: DoD civilian employees, military members (Active Duty, National Guard, and Reserve military service members of the Army, Navy, Marine Corps, and Air Force) or DoD-cleared contractor employees with an active eligibility for access to classified information, or those who otherwise occupy national security positions.[1]</p>
<p>[1] E.O. 13467 defines continuous evaluation as "reviewing the background of an individual who has been determined to be eligible for access to classified information (including additional or new checks of commercial databases, Government databases, and other information lawfully available to security officials) at any time during the period of eligibility to determine whether that individual continues to meet the requirements for eligibility for access to classified information."</p>

<p>Categories of records in the system: </p>
<p>Applicable records containing the following information about the individual subject to continuous evaluation may be maintained: </p>

<p>a. Evidence of the individual's signed consent to continuous evaluation.</p>

<p>b. Responses from official questionnaires (e.g., SF 86 Questionnaire for National Security Positions) that include: Name, former names, and aliases; date and place of birth; social security number; height; weight; hair and eye color; gender; mother's maiden name; current and former home addresses, phone numbers, and e-mail addresses; employment history; military record information; selective service registration record; residential history; education and degrees earned; names of associates and references with their contact information; citizenship; passport information; criminal history; civil court actions; prior security clearance and investigative information; results of prior continuous evaluation checks; mental health history; records related to drug and/or alcohol use; financial record information; information from the Internal Revenue Service pertaining to income tax returns; credit reports; the name, date and place of birth, social security number, and citizenship information for spouse or cohabitant; the name and marriage information for current and former spouse(s); the citizenship, name, date and place of birth, and address for relatives; information on foreign contacts and activities; association records; information on loyalty to the United States; and other agency reports furnished to DoD in connection with background investigation, continuous evaluation, or insider threat detection processes, and other information developed from above. </p>

<p>c. Reports of security violations and security-related incidents and data collected and actions taken to resolve them.</p>

<p>d. Pre-employment screening reports, such as counter-intelligence screening or military accessions vetting.</p>

<p>e. Dates and types of past investigations; dates and types of access granted based on qualifying investigations; indications of whether prior investigations were adjudicated based on exceptions, deviations, or waivers; denials, revocations, debarments, administrative actions, and other adverse actions based on adjudication of investigations.</p>
<p>f. Records of personnel background investigations conducted by other Federal agency investigation service providers.</p>

<p>g. Agency Use Block (AUB) question responses including type of investigation requested, case number, extra coverage/advance results, sensitivity level, access/eligibility, nature and date of action, geographic location, position code and title, Submitting Office Number (SON), location of official personnel folder, Security Office Identifier (SOI), use of the Intra-governmental Payment and Collection (IPAC) system, Treasury Account Symbol (TAS), obligating document number, Business Event Type Code (BETC), investigative requirement, requesting officials' name, title, email address, phone number, and applicant affiliation.</p>

<p>h. Educational data on schools and dates of attendance; conduct information that includes disciplinary actions, transcripts, commendations, degrees, certificates, and subject's explanations regarding education conduct.</p>

<p>i. Employment information on current and previous employment that includes: Name of employer, dates employed, address, name, and phone number of supervisor. Conduct information that includes promotions, dates and reasons for disciplinary actions to include termination; performance evaluation; and subject's explanations regarding employment conduct; employment references names, current address, phone number and e-mail address; salary and wage information.</p>

<p>j. Selective Service record, military history, and conduct information.</p>

<p>k. Foreign contact and activities information that include names of individuals known, dates, country(ies) of citizenship, country(ies) of residence, type and nature or contact, financial interests, assets, benefits from foreign governments, countries and dates of arrival and departure for U.S. border crossings.</p>

<p>l. Results of subject and reference interviews conducted during the course of Continuous Evaluation, Counterintelligence Screening, or security incident resolution. </p>

<p>m. Information contained in local, state, and Federal criminal justice agency records and local, state, and Federal civil and criminal court records.</p>

<p>n. Information that pertains to excessive use of alcohol or use of illegal drugs. (This does not include or authorize CE checks of individuals' health or medical records).</p>

<p>o. Information about and evidence of unauthorized use of information technology systems.</p>

<p>p. For purposes of detecting unexplained affluence: U.S. and foreign finance and real estate information that consists of names of financial institutions, number of accounts held, monthly and year-end account balances for bank and investment accounts, address, year of purchase and price, capital investment costs, lease or rental information, year of lease or rental, monthly payments, deeds, lender/loan information and foreclosure history.</p>

<p>q. For purposes of detecting unexplained affluence: Information on leased vehicles, boats, airplanes and other U.S. and foreign assets that include type, make model/year, plate or identification number, year leased, monthly rental payment; year of purchase and price, and year-end fair market value.</p>

<p>r. For purposes of detecting unexplained affluence: Information pertaining to large currency transactions or other suspicious financial transactions.</p>

<p>s. For purposes of detecting unexplained affluence: U.S. and foreign mortgages, loans, and liabilities information that consist of type of loan, names and addresses of creditors, original balance, monthly and year-end balance, monthly payments, payment history, and name and address of institution where safe deposit box is located.</p>

<p>t. Publically available electronic information about or generated by the subject of continuous evaluation  (e.g., public records, civil court records, social media content, news articles, and web blog information).  This only includes information that is accessible to any member of the public while browsing the web.</p>

<p>u. Results of automated record checks required to test new or alternative investigative data sources for purposes of improving efficiency or cost-effectiveness of CE.</p>

<p>v. Information about affiliation with known criminal and/or terrorist organizations.</p>
</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 9101, Access to Criminal History Information for National Security and Other Purposes; 10 U.S.C. 137, Under Secretary of Defense for Intelligence; 10 U.S.C. 504, Persons Not Qualified; 10 U.S.C. 505, Regular components: qualifications, term, grade; E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; E.O. 12333, United States Intelligence Activities; E.O. 13526, Classified National Security Information; E.O. 12968, as amended, Access to Classified Information; E.O.13467, Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees, and Eligibility for Access to Classified National Security Information; E.O. 13470, Further Amendments to Executive Order 12333; 32 CFR part 154, Department of Defense Personnel Security Program Regulation; 32 CFR part 155, Defense Industrial Personnel Security Clearance; 32 CFR part 156, Department of Defense Personnel Security Program (DoDPSP); DoD Directive 1145.03E, United States Military Entrance Processing Command (USMEPCOM); DoD Instruction (DoDI) 1304.26, Qualification Standards for Enlistment, Appointment and Induction; DoDI 5200.02, DoD Personnel Security Program (PSP); DoDI 5220.06, Defense Industrial Personnel Clearance Review Program; DODI 5220.22, National Industrial Security Program (NISP); DoD 5200.2-R, Department of Defense Personnel Security Program Regulation; HSPD 12: Policy for a Common Identification Standard for Federal Employees and Contractors; FIPS 201-1: Personal Identity Verification (PIV) of Federal Employees and Contractors; Director of Central Intelligence Directive 8/1: Intelligence Community Policy on Intelligence Information Sharing; and E.O. 9397 (SSN), as amended.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>Records in the system will be used to conduct CE to: (1) Identify DoD-affiliated personnel with eligibility for access to classified information who have engaged in conduct of security concern; (2) identify and initiate needed follow-on inquiries and/or investigative activity and enable security officials and adjudicators to determine and take appropriate actions; and (3) perform research, development, and analyses related to DoD's CE program. These analyses are conducted to: (a) evaluate and improve DoD and federal personnel security, insider threat, and other background vetting and continuous evaluation procedures, programs, and policies; (b) assist in providing training, instruction, and advice on personnel security and insider threats, and assess continuing reliability of subjects; (c) encourage cooperative research within and among DoD Components, the Intelligence Community, and the Executive branch on initiatives having DoD or Federal Government-wide implications in order to ensure that appropriate information is shared efficiently when authorized to do so and to avoid duplication of efforts; (d) address items of special interest to personnel security officials within DoD Components, the Intelligence Community, and the Executive branch (e.g., evaluating responses to excessive indebtedness, auditing information to ensure individuals with mental health issues are being protected appropriately, monitoring numbers and types of security incidents); and (e) conduct personnel security pilot test projects related to DoD's CE program for purposes of research and development.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained in the system may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows, where release is not otherwise restricted by law or executive order:</p>

<p>To Federal, State, local, tribal government agencies, if necessary, to obtain information from them for the purposes of CE, which will assist DoD in identifying security risks and areas in the personnel security field that may warrant more training, instruction, research, or intense scrutiny. </p>

<p>To Federal Bureau of Investigation and U.S. Office of Personnel Management counterintelligence personnel to assist them with their investigations and inquiries.</p>

<p>To the Office of Personnel Management, the Office of the Director of National Intelligence, and other Federal Government agencies responsible for conducting background investigations and continuing evaluation in order to provide them with information relevant to their inquiries and investigations.</p>

<p>To law enforcement agencies, if a system of records maintained by a DoD Component to carry out its functions contains information indicative of a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether Federal, state, local, tribal, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. </p>

<p>To the Director of National Intelligence, as Security Executive Agent, or his assignee, to perform any functions authorized by law or executive order in support of personnel security programs. Examples include the Intelligence Reform and Terrorism Prevention Act and E.O. 13467.</p>

<p>To the Office of Personnel Management, to perform any functions authorized by law or executive order in support of personnel security programs.  Examples include the Intelligence Reform and Terrorism Prevention Act of 2004 (Public Law 108-458) and E.O. 10450.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.  The complete list of DoD blanket routine uses can be found </p>
<p>Online at: </p>
<p>http://dpclo.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx. </p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Electronic storage media and paper records maintained in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records may be retrieved by name and Social Security Number (SSN), and/or, where applicable, DoD identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are stored under lock and key, in secure containers, or on electronic media that contain intrusion safeguards.  Access to these investigative, incident report and response, and adjudicative records is role-based and is limited to those individuals requiring access in the performance of their official duties.  All individuals who are granted access must have a need-to-know, been investigated and granted security clearance eligibility level at a level equal to or higher than subjects of records to which they have access, and been advised as to the sensitivity of the records and their responsibilities to safeguard the information contained in them from unauthorized disclosure.  All individuals granted access to this system of records will receive Information Assurance and Privacy Act training.</p>

<p>Audit logs will be maintained to document access to data.  All data transfers and information retrievals using remote communication facilities are encrypted.  Records are maintained in a secure database in a controlled area accessible only to authorized personnel.  Entry to these areas is restricted by the use of locks, guards, and administrative procedures.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (until the National Achieves Records Administration (NARA) disposition schedule is approved, treat as permanent).

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Deputy Director for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-6000 and Deputy Director, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system contains information about them should address written inquiries to the Privacy Office, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. </p>

<p>Written requests must contain the following information:</p>

<p>a. Full name, former name, and any other names used. </p>
<p>b. Date and place of birth. </p>
<p>c. Social Security Number.</p>
<p>d. The address to which the record information should be sent. </p>
<p>e. Telephone number.</p>
<p>f. You must sign your request. 
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals wishing to request access to their records should address written inquiries to the Privacy Office, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.</p>

<p>Written requests must contain the following information:</p>

<p>a. Full name, former name, and any other names used. </p>
<p>b. Date and place of birth. </p>
<p>c. Social Security Number. </p>
<p>d. The address to which the record information should be sent. </p>
<p>e. You must sign your request. </p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside of the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.   Executed on (date).  (Signature).'</p>

<p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).' </p>

<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for the representative to act on their behalf. </p>

<p>The written authorization must also include an original notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature). 
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information in this system may be provided by the individual based on responses on their signed SF-86 and investigative interviews; Department of Defense civilian, contractor, and military personnel, criminal, and security record systems; Military Component recruiting information systems; Federal Government systems of records (as authorized by their routine use clauses in system of records notices) that provide security-relevant information; publicly available electronic information sources; commercial data providers (e.g., credit reporting companies and online news sources); local, state, and tribal civil and criminal record systems; systems for monitoring misuse of government-owned information technology systems; past and present employers; personal references; education institutions.

</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>Exempt records received from other systems of records in the course of Continuous Evaluation record checks may, in turn, become part of the case records in this system.  When records are exempt from disclosure in systems of records for record sources accessed by this system, the Defense Manpower Data Center hereby claims the same exemptions for any copies of such records received by and stored in this system. 

</p></xhtmlContent></subsection></section>


    <section id="dmdc 22" toc="yes">
        <systemNumber>DMDC 22</systemNumber>
        <subsection type="systemName">defenseCompetencyAssessmentTool
                 </subsection>

        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense Civilian Personnel Advisory Service (DCPAS), Enterprise Human Resources Information Systems (EHRIS), 4800 Mark Center Drive, Alexandria, VA  22350-1100.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Current DoD civilian employees who have voluntarily completed a competency assessment using the Defense Competency Assessment Tool.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>DoD ID number (EDIPI), region ID, position ID, email address, last name, first name, middle name, agency code, agency group, occupational series, organization, work city, work state, work country, educational level, current pay plan, pay grade, pay status, supervisor status and responses to employee’s and supervisor’s assessment.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 115b, Biennial strategic workforce plan; and DoD Instruction 1400.25, Volume 250, DoD Civilian Personnel Management System: Volume 250, Civilian Strategic Human Capital Planning (SHCP).</p>
                </xhtmlContent>
    </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To conduct web-based competency assessments in order to identify current and future competency gaps and requirements of the DoD civilian workforce based on near and long-term organizational goals; to support analytical reporting to Congress.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted in accordance with 5 U.S.C. 552a(b), the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Law Enforcement Routine Use. If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Disclosure When Requesting Information Routine Use. A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of san employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
                <p>Disclosure of Requested Information Routine Use. A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
                <p>Congressional Inquiries Disclosure Routine Use. Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Office of Personnel Management Routine Use.  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use. A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Disclosure to the Merit Systems Protection Board Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>
                <p>Disclosure to the Merit Systems Protection Board Routine Use:</p>
                <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel</p>
                <p>for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or Component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>
                <p>Data Breach Remediation Purposes Routine Use. A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
               </xhtmlContent>
    </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Electronic storage media.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Name and/or DoD ID Number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Records are accessed and/or maintained in areas accessible only to authorized personnel.  Physical controls include security guards, identification badges, key cards, cipher locks, closed circuit TV, door locks and access codes, and monitoring and escort requirements for all visitors.  Technical controls include user identification, intrusion detection system, encryption, external certificate authority certificate, firewall, virtual privacy network, Common Access Cards, and Public Key Infrastructure certificates.  Administrative controls include periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel have access to personal information, and encryption of backups containing sensitive data.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>
                    Disposition pending (until the National Archives and Records Administration have approved the retention and disposition of these records) treat records as permanent.
                </p>
            </xhtmlContent>
        </subsection>
                    <subsection type="systemManager">
                        <xhtmlContent>
                            <p>Technical Director, Development, Requirements, and Resources, DCPAS EHRIS, 4800 Mark Center Drive, Alexandria, VA  22350-1100.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="notificationProcedure">
                        <xhtmlContent>
                            <p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Technical Director, Development, Requirements, and Resources, DCPAS EHRIS, 4800 Mark Center Drive, Alexandria, VA  22350-1100.</p>
                            <p>Signed, written requests should contain the individual’s name and/or DoD ID number, organization, and contact information.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="recordAccessProcedures">
                        <xhtmlContent>
                            <p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                            <p>Signed, written requests should contain the name and number of this system of records notice, and the individual’s name and/or DoD ID number, organization, and contact information.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="contestingRecordProcedures">
                        <xhtmlContent>
                            <p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="recordSourceCategories">
                        <xhtmlContent>
                            <p>Individual; Defense Civilian Personnel Data System</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="exemptionsClaimed">
                        <xhtmlContent>
                            <p>None.</p>
                        </xhtmlContent>
                    </subsection>
                </section>

    <section id="DMDC 23" toc="yes">
        <systemNumber>DMDC 23</systemNumber>

        <subsection type="systemName">
            Investigations and Resolutions Case Management System (IRCMS)
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>
                    Defense Civilian Personnel Advisory Service (DCPAS), Mark Center, 4800 Mark Center Drive, Enterprise Human Resources Information Systems (EHRIS), Alexandria, VA  22350-1100.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    Applicants for Federal employment and current and former Department of Defense Federal employees who file complaints of discrimination or reprisal, appeals of agency decisions with the Equal Employment Opportunity (EEO) Commission, petitions for review of decisions of the Merit System Protection Board, or request for review of final decisions in negotiated grievance actions.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>
                    Complainant’s full name, date of birth, race, religion, gender, disability information, national origin; employment information; security clearance and educational information (as it relates to the nature of the EEO complaint); prior EEO activity; home address and telephone number; work telephone number; Agency Docket Number; and information about the alleged discrimination basis(es) and requested relief.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>
                    29 CFR part 1614, Federal Sector Equal Employment Opportunity; E.O. 12106, Transfer of Certain Equal Employment Enforcement Functions; E.O. 11478, Equal Employment Opportunity in the Federal Government, as amended; and Department of Defense Instruction 1400.25, Volume 1614, DoD Civilian Personnel Management System: Investigation of Equal Employment Opportunity (EEO) Complaints.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    Provides an effective mechanism to manage and track EEO complaints submitted for investigation.  The system provides a comprehensive repository for case information, electronic file management, and a full-featured report generation module to meet a variety of reporting requirements and program evaluation needs.  The IRCMS includes the capability to enter and collect data, manage case deadlines, generate reports and metrics as required, and facilitate case management and program improvement decision-making within DoD.  The information is also used to respond to individual Freedom of Information Act (FOIA) requests, Congressional requests, and performance metrics for employees.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted in accordance with 5 U.S.C. 552a(b)of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Law Enforcement Routine Use.  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Disclosure When Requesting Information Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
                <p>Disclosure of Requested Information Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
                <p>Congressional Inquiries Disclosure Routine Use.  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Office of Personnel Management Routine Use.  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Disclosure to the Merit Systems Protection Board Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>
                <p>Data Breach Remediation Purposes Routine Use.  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at: http://dpclo.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
                </xhtmlContent>
    </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Electronic storage media.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Complainant name and/or docket number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Physical controls include use of visitor registers and identification badges, electronic key card access, and closed-circuit television monitoring.  Technical controls including intrusion detection systems, secure socket layer encryption using DoD Public Key Infrastructure certificates, firewalls, and virtual private networks which protect the data in transit and at rest.  Physical and electronic access is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties.  Usernames, passwords, and Common Access Cards, in addition to role-based access controls are used to control access to the systems data.  Procedures are in place to deter and detect browsing and unauthorized access including periodic security audits and monitoring of users’ security practices.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Disposition pending (treat records as permanent until the National Archives and Records Administration has approved the retention and disposition schedule).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Defense Civilian Personnel Advisory Service (DCPAS), Mark Center, 4800 Mark Center Drive, Enterprise Human Resources Information Systems (EHRIS), Alexandria, VA  22350-1100.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves is contained in this system of records should address inquiries to Defense Civilian Personnel Advisory Service (DCPAS), Mark Center, 4800 Mark Center Drive, Enterprise Human Resources Information Systems (EHRIS), Alexandria, VA  22350-1100.</p>
                <p>Signed, written requests should contain the individual’s full name and Agency Docket Number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system should address inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                <p>Signed, written requests should contain the name and number of this system of records notice along with the individual’s full name and Agency Docket Number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>The individual and the Servicing EEO Office.</p>
           </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
    </section>

    <section id="DMDC 27" toc="yes">
        <systemNumber>DMDC 27</systemNumber>
        <subsection type="systemName">Defense Injury and Unemployment Compensation System (DIUCS)</subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense Manpower Data Center, Denver Data Center, 1401 Del Norte Street, Denver, CO 80221-7143.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Current and former DoD civilian appropriated fund employees and/or their survivors who have filed a claim for workers compensation benefits under the Federal Employees Compensation Act (FECA) by reason of injuries sustained while in the performance of civilian duty or who have filed claims for unemployment compensation through State employment security agencies (SESAs).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Name, Social Security Number (SSN), claim number, date of birth, gender, home phone number, home address; component, occupation, assignment and duty location information; wages, benefits, entitlement data necessary to injury and unemployment claim management; Department of Labor/Office of Workers Compensation Programs (DOL/OWCP) claim status; authorization for medical care; related DoD personnel records such as, timekeeping and payroll data, reports descriptive of the incident and extent of injury for use in DOL/OWCP adjudication of the claim; reports related to payment of benefits through SESA offices, State where the claim for unemployment compensation was filed and approximate date filed with the SESA.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 5 U.S.C. 81, Compensation for Work Injuries; 5 U.S.C. 85, Unemployment Compensation; DoD Instruction (DoDI) 1400.25-V810, DoD Civilian Personnel Management System: Injury Compensation; DoDI 1400.25-V850, DoD Civilian Personnel Management System: Unemployment Compensation (UC); and E.O. 9397 (SSN), as amended.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To manage FECA claims seeking monetary, medical, and similar benefits for injuries or deaths sustained while performing assigned duties.</p>
                <p>Records are maintained for the purpose of auditing the State itemized listings of unemployment compensation charges, identifying erroneous charges and requesting credits from the SESAs, and tracking the charges to ensure that credits are received from the appropriate State jurisdictions.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>To the Office of Personnel Management, Department of Labor and Social Security Administration for the purpose of ensuring appropriate payment of benefits.</p>
                <p>Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Disclosure When Requesting Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
                <p>Disclosure of Requested Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
                <p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Office of Personnel Management Routine Use: A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Electronic storage media.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Individual's name, SSN, and/or claim number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Records are maintained in a controlled facility.  Physical entry is restricted by the use of locks and is accessible only to authorized personnel.  Access is limited to individuals who have been given an account.  Users go through a vetting process to determine need-to-know to perform duties.  Individuals are only given access to data that is needed to perform their duties.  Users can only gain access once an account is created for them and they register their Common Access Card (CAC) with a valid Public Key Infrastructure (PKI) certificate.  Once the account is created and the CAC registered, system access is granted through their CAC.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Destroy closed claims 10 years after the case is closed by the Department of Labor and all related activity has ceased.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>DIUCS Program Manager, Defense Manpower Data Center, Enterprise Human Resources Information Systems Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-4000.</p>
                <p>Functional Program Manager, Defense Civilian Personnel Advisory Service, Human Resources Operational Programs and Advisory Service, 4800 Mark Center Drive, Alexandria, VA 22350-1100.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves relating to a workers compensation claim is contained in this system should address written inquiries to their designated Injury Compensation Program Administrator (ICPA), or contact the Defense Civilian Personnel Advisory Service, Human Resources Operational Programs and Advisory Service, 4800 Mark Center Drive, Alexandria, VA 22350-1100.</p>
                <p>Signed, written requests regarding Unemployment Compensation should include the individual's full name, SSN, address, state where the claim for unemployment compensation was filed, and approximate date filed with the SESA.</p>
                <p>Individuals seeking to determine whether information about themselves relating to SESA is contained in this system should address written inquiries to their designated Unemployment Compensation Program Administrator (UCPA), or contact the Defense Civilian Personnel Advisory Service, Human Resources Operational Programs and Advisory Service, 4800 Mark Center Drive, Alexandria, VA 22350-1100.</p>
                <p>Signed, written requests regarding SESA should include the individual's full name, SSN, address, state where the claim for unemployment compensation was filed, and approximate date filed with the SESA.</p>
                <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                <p>If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."</p>
                <p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the OSD/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                <p>Signed, written requests should include the individual's full name, SSN, address, and the name and number of this system of records notice. If the request involves unemployment compensation, it should include the State where the claim for unemployment compensation was filed and approximate date filed with the SESA.</p>
                <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                <p>If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."</p>
                <p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 C.F.R. part 311; or may be obtained from the system manager.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Individual, Defense Civilian Personnel Data System profile and position data, Defense Civilian Pay System wage and earnings data, and DOL/OWCP claim records.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
    </section>



    <section id="DAFIS 01" toc="yes">
<systemNumber>DAFIS 01</systemNumber>
<subsection type="systemName">Visual Information Management System (VIMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: American Forces Information Services, 601 North Fairfax Street, Alexandria, VA 22314-2007.
</p><p>Secondary location: Defense Media Center, 1363 Z Street, Building 2730 March Air Reserve Base, Riverside, CA 92518-2073.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any individual who uses the VIMS Internet site to order multimedia products.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual's name, rank, branch of military service, organization, mailing address, work and home telephone numbers, fax number, e-mail address, and order information such as what item was ordered, when the order was placed, when the order was sent out, and if the item was delivered.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 131, Office of the Secretary of Defense; 5 U.S.C. 301, Departmental Regulations; DoD Directive 5122.10, American Forces Information Service (AFIS); DoD Directive 5040.2, Visual Information (VI); DoD Directive 5040.3, DoD Joint Visual Information Services; and DoD Directive 5040.4, Joint Combat Camera (COMCAM) Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The VIMS system is a digital visual information management system that will store, manage, and distribute multimedia products for sale over an Internet site. The individual's information is being collected and maintained so that their orders can be processed, verified, and tracked.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Data will be stored on paper and on electronic medium.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information retrieved by individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, or administrative procedures. Access to records is limited to those officials who require the records to perform their official duties consistent with the purpose for which the information was collected. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information. Access to computerized data is restricted by passwords, which are changed periodically. Computer terminals are located in supervised areas with access control.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves the retention and disposition of these records, treat as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>VIMS Program Manager, Defense Visual Information, 601 North Fairfax Street, Alexandria, VA 22314-2007.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the VIMS Program Manager, Defense Visual Information, 601 North Fairfax Street, Alexandria, VA 22314-2007.
</p><p>Requests should contain full name, address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system of records should address written inquiries to the VIMS Program Manager, Defense Visual Information, 601 North Fairfax Street, Alexandria, VA 22314-2007.
</p><p>Requests should contain full name, address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual customer.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DASD 03" toc="yes">
<systemNumber>DASD 03</systemNumber>
<subsection type="systemName">Files of Personnel Evaluated for Non-Career Employment in DoD (May 17, 1994, 59 FR 25620).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Office of the Secretary of Defense is using the Government-wide System of Records Notice "OPM/Govt 1", General Personnel Records (June 19, 2006, 71 FR 35342), that covers general personnel records and also includes working files derived from this notice that management is using in its personnel management capacity. Therefore, this notice should be deleted.
</p></xhtmlContent></subsection></section>
<section id="DC3I 01" toc="yes">
<systemNumber>DC3I 01</systemNumber>
<subsection type="systemName">Joint Reserve Intelligence Planning Support System (JRIPSS) (November 20, 1997, 62 FR 62002).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: This system of records was divested to the Military Services and records are covered by the individual Service systems of records notices listed:  F036 AF PC Q, Personnel Data System (PDS) (June 11, 1997, 62 FR 31793); A0600-8-104 AHRC, Army Personnel System (APS) (July 30, 2013, 78 FR 45914); M01040-3, Marine Corps Manpower Management Information System Records (April 29, 2010, 75 FR 22570); and N01080-3, Reserve Command Management Information (February 22, 1993 58 FR 10706).  Therefore, DC3I 01, Joint Reserve Intelligence Planning Support System (JRIPSS) can be deleted.
</p></xhtmlContent></subsection></section>
<section id="DCIFA 01" toc="yes">
<systemNumber>DCIFA 01</systemNumber>
<subsection type="systemName">CIFA Operational and Analytical Records (February 25, 2005, 70 FR 9281).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records collected and maintained in this system are covered under Ldia 10-0002, Intelligence/Counterintelligence/Operation Record System (June 15, 2010, 75 FR 33791).
</p></xhtmlContent></subsection></section>
<section id="DFMP 06" toc="yes">
<systemNumber>DFMP 06</systemNumber>
<subsection type="systemName"> DOD Priority Placement Program (STOPPER LIST).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Electronics Supply Center, 1507 Wilmington Pike, Dayton, OH 45444-5310.
</p><p>Decentralized locations: Hard copy rosters/listing supplied every two week to all DOD Civilian Personnel Offices world-wide (approximately 500 locations) and to other personnel management activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Displaced career and career-conditional employees adversely affected by reductions-in-force or transfer of function; overseas nondisplaced career and career-conditional employees being returned to the U.S. All individuals in file must voluntarily initiate entry into the system.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains summary of occupational experience, education, training, age, sex, height and weight, marital status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To DOD Civilian Personnel Offices to assist activities in filling vacant positions and in assisting displaced employees and overseas returnees in obtaining employment; to DOD Activities for short resume of individual's background used in assessing qualifications for vacant positions; to Office of the Deputy Assistant Secretary of Defense, Civilian Personnel Policy for statistical analyses of civilian personnel employment trends and patterns for establishing policy and for planning purposes; informing individuals in system of non-government job opportunities. Any individual records contained in the system might be transferred to any component of the Department of Defense having the need to know in the performance of official business.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>To other Federal Agencies for filling vacant positions; to law enforcement or investigatory authorities for investigation and possible criminal prosecution, civil court action, or regulatory order.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Magnetic computer tape.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Normally retrievable for occupation and grade.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The primary location is identified as a secure area; access it through electrically controlled doors and cipher locks; tapes are stored in a vault when not in use.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Record of displaced employees are maintained in the system for one year. Records of overseas returnees are entered six months prior to return and are maintained until individual is placed in job or leaves the government. Initial input for records is hard copy which is destroyed after tape record is created.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Staffing Policies and Programs, Office of the Deputy Assistant Secretary of Defense (Civilian Personnel Policy), Room 3D821, The Pentagon, Washington, DC 20301-4000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system and should include name and current mailing address and telephone number. For personal visits, the individual should be able to present to the personnel office some acceptable identification, such as a driver's license or other ID card.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual must take action to place his record in the system; information entered into the record is provided by the individual in writing or through employment counseling; additional information is obtained from the individual's office personnel file (201 file).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DFMP 07" toc="yes">
<systemNumber>DFMP 07</systemNumber>

<subsection type="systemName">DoD Overseas Employment Program (February 22, 1993, 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DFMP 07, DoD Overseas Employment Program, it has been determined the program ended December 1, 1996, and all records associated with this program were destroyed in accordance with the NARA approved retention and disposal schedule; therefore this system can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="DFMP 09" toc="yes">
<systemNumber>DFMP 09</systemNumber>
<subsection type="systemName"> Defense Equal Opportunity Management Institute Student File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Renamed and moved to "DPR 48, Defense Equal Opportunity Management Institute Integrated Database."</p>
</xhtmlContent></subsection></section>
    
<section id="DFMP 24" toc="yes">
<systemNumber>DFMP 24</systemNumber>
<subsection type="systemName">Joint Service Review Activity File (JSRA) (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Secretary of Defense (Force Management and Personnel), (Military Personnel and Force Management), The Pentagon, Washington, DC 20301-4000.
</p></xhtmlContent></subsection>
</section>
<section id="DPR 42" toc="yes">
<systemNumber>DPR 42</systemNumber>
<subsection type="systemName">Vietnamese Commando Compensation Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: It has been determined that the "Joint Service Review Activity Files" are accessed and maintained via the "Military Departments Board for Correction of Military Records information systems."  
</p>
<p>The applicable systems of records notices for the Military Departments are as follows:
</p>
<p>Department of the Army--A0015-185 SFMR, Correction of Military Records Cases (July 6, 2011, 76 FR 39392).</p>
<p>Department of the Navy--NM01000-1, Board for Correction of Naval Records Tracking System (BCNRTS) and Case Files (January 31, 2008, 73 FR 5828).</p>
<p>Department of the Air Force--F036 SAFCB A, Air Force Correction Board Records (November 12, 2008, 73 FR 66870).</p>
<p>F036 ARPC C, Correction of Military Records of Officers and Airmen (June 11, 1997, 62 FR 31793). 
</p>
<p>Since these records are maintained under the cognizance of the Military Departments with published systems of records notices, the JSRA system of records notice is no longer required and is being deleted.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This is a closed system--no new records may be added. Individuals who submitted claims for
compensation under Public Law 104-201, Sections 657, as amended by Public Law 105-261, 658, payments to certain persons
captured or interned by North Vietnam.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>System (including documentation) is comprised of (1) names (including aliases, former names, or
other names used); (2) current address; (3) current telephone number(s); (4) United States Social Security Number (SSN), (if any),
United States Immigration and Naturalization Service (INS) Identification or similar number(s), (if any), and any equivalent social
security or identification number(s), (if any), issued to applicant by the Democratic Republic of Vietnam, the Republic of Vietnam, or
the current government of Vietnam; (5) date of birth; (6) place of birth; (7) distinguishing marks (fingerprints, scars, etc.); (8)
family identification, including (a) parents; (b) spouse; (c) children; (d) brothers; (e) sisters; (f) others; (9) team name; (10)
place of insertion; (11) date of launch; (12) dates of captivity; (13) name, address, and telephone number of counsel or attorney (if
any); and (14) required sworn declaration of veracity of above, including denial of service with or collaboration with North
Vietnam.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub.L. 104-201, sections 657, as amended by Pub.L. 105-261, 658, payments to certain persons captured or interned by North Vietnam.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records were used by officials of the Vietnamese Commandos Compensation Commission to (1)
verify the identity of claimants; (2) ensure the claim has been submitted in a timely manner (on or before November 15, 1998); (3)
adjudicate the claim; (4) establish verified list of claimants for disbursing agency and facilitate cash payments to claimants; (5)
provide a check list for attorney's fees limitation (as specified in the law); (6) establish a check list of paid claimants to preclude
future claims or judicial review; and (7) prepare reports to the Congress.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of
1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C.
552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of
records notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, date and place of birth, and/or SSN, if assigned and voluntarily
furnished.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are now stored at the Washington National Records Center and are only released upon
request. See "Record Access Procedures
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records will be owned by the DoD and physically maintained at the Washington National Records
Center until January 2032 at which time ownership will be transferred to the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>OSD Military Compensation Policy, 4000 Defense Pentagon, Washington, DC
20301-4000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this
system should address written inquiries to the office of OSD Military Compensation Policy, 4000 Defense Pentagon, Washington, DC
20301-4000.
</p><p>Requesters should provide full name and any former names used and date and place of birth. If a requester has a SSN and desires to
furnish it, he or she may do so but failure to provide it will not result in the request not being processed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records
should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service
Center, 4800 Mark Center Drive Alexandria, VA 22350-3100.
</p><p>Requesters should provide full name and any former names used and date and place of birth. If a requester has a SSN and desires to
furnish it, he or she may do so but failure to provide it will not result in the request not being processed. The request must also be
signed and include the number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency
determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system
manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information was received from claimants, their survivors, their attorneys and other authorized
representatives; third party individuals; the Department of Defense; and Government intelligence agencies; the Immigration and
Naturalization Service; and from the National Archives and Records Administration.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
	<section id="DPR 44" toc="yes">
<systemNumber>DPR 44</systemNumber>
<subsection type="systemName">DoD Postsecondary Education Complaint System (PECS).</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Integrated Network Operations and Security Center-East (INOSC-E), 37 Elm Street, Langley AFB, VA 23665-2800.</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Uniformed Service Members, spouses, and other family members filing formal complaints pursuant to Executive Order 13607.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Name, complaint case ID, pay grade, street address, city, state, Zip Code, country, phone number, age range, email address, service affiliation (service member, spouse or family member, veteran), service branch, service status, sponsor information (service status, service branch, and pay grade), type of education benefits used, school name, school mailing address, level of study, amount of out-of-pocket tuition or government tuition credit paid (academic year), education center name, education center mailing address, complaint description and resolution, name and contact information of person submitting complaint on behalf of a covered individual.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>E.O. 13607, Establishing Principles of Excellence for Educational Institutions Serving Service Members, Veterans, Spouses, and Other Family Members.</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The DoD Postsecondary Education Complaint System (PECS) provides Uniformed Service Members, spouses, and other family members the opportunity to file formal complaints when educational institutions fail to follow the Principles of Excellence outlined in Executive Order 13607. The PECS serves as a collaborative environment that permits DoD personnel the ability to track, manage and process submitted complaints in order to meet the requirements of the executive order.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records herein may be specifically disclosed outside the Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To the Consumer Sentinel Network (managed by the Federal Trade Commission) for access by the Departments of Veterans Affairs, Education, Justice, and the Consumer Financial Protection Bureau for compliance with E.O. 13607 and potential enforcement efforts.</p>
<p>To the Departments of Veterans Affairs and Education for the purpose of transferring complaints submitted to the DoD, but under the cognizance of one of the above Agencies.</p>
<p>The DoD Blanket Routine Uses published at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Name or complaint case ID.</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are maintained on a guarded military installation, in a secure building in a controlled area accessible only to authorized personnel. Physical entry is restricted by the use of cipher locks and passwords and administrative procedures which are changed periodically. The system is designed with access controls, comprehensive intrusion detection, and virus protection. Authentication to access to data is role-based, accessed only through Common Access Card authentication, and restricted to those who require the data in the performance of the official duties and have completed information assurance and privacy training annually. Data is transmitted via Transport Layer Security/Secure Socket Layer encryption to protect session information. Encrypted random tokens are implemented to protect against session hijacking attempts.</p>
</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent).</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Military Community &amp; Family Policy, State Liaison &amp; Educational Opportunities Directorate, 4800 Mark Center Drive, Suite 14E08, Alexandria, VA 22350-2300.</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to OUSD (P&amp;R), Military Community &amp; Family Policy, State Liaison &amp; Educational Opportunities Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-2300.</p>
<p>Request must contain full name and/or Complaint Case ID.</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Washington Headquarters Services/Executive Services Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>
<p>Request must contain full name and/or Complaint Case ID.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, and for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>
</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Data gathered from the individual or person submitting a complaint on behalf of a covered individual.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>
<section id="DPR 45" toc="yes">
<systemNumber>DPR 45</systemNumber><subsection type="systemName">Military OneSource (MOS) Case Management System (CMS) (February 11, 2015, 80 FR 7579)</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>DISA DECC Oklahoma City, 8705 Industrial Blvd, Building 3900, Tinker AFB, OK 73145-3336.</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Active duty service members; Reserve and National Guard members; members of the Coast Guard activated as part of the Department of the Navy under Title 10 authority; medically discharged service members participating in a Service-sponsored Wounded Warrior or Seriously Ill and Injured Program; those with honorable and general (under honorable conditions) discharges (includes retirees and those on the Temporary Disability Retirement List (TDRL)), during the first 180 days after separation date; and DoD Civilian Expeditionary Workforce personnel; the immediate family members of the groups described above to include same-sex domestic partners; individuals with a legal responsibility to care for a deployed service member's children acting for the benefit of the children; and survivors of deceased service members who contact Military OneSource seeking information, referrals, or non-medical counseling. </p>
</xhtmlContent></subsection>
<subsection type="categoriesOfRecords">
    <xhtmlContent>
        <p>Individual’s full name, date of birth, gender, marital status, relationship to service member, rank, unit, branch of military service, military status, current address and mailing address, telephone numbers (work/home/cell/DSN) and participant authorization or refusal to allow incoming/outgoing text messages between participant and Military OneSource, email address, participant ID and case number (automatically generated internal numbers not provided to the participant), presenting issue/information requested, handoff type to contractor, handoff notes, if interpretation is requested and the language, referrals, and feedback from quality assurance follow-up with participants.</p>
        <p>Learning Management System:  User account name, course history (attempted dates/times, grades), member type, agency, installation, unit, and service provider affiliation.</p>
        <p>Non-medical counseling information:  Psychosocial history, assessment of personal concerns, provider name, phone number, and location, authorization number, and outcome summary.</p>
    </xhtmlContent>
</subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1781 note, Establishment of Online Resources To Provide Information About Benefits and Services Available to Members of the Armed Forces and Their Families; DoD Directive 1404.10, DoD Civilian Expeditionary Workforce; DoD Directive 1322.18, Military Training; DoD Instruction (DoDI) 1342.22, Military Family Readiness; DoDI 6490.06, Counseling Services for DoD Military, Guard and Reserve, Certain Affiliated Personnel, and Their Family Members; and DoDI 1322.26, Development, Management, and Delivery of Distributed Learning.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>MOS CMS allows the documentation of an individual’s eligibility; identification of the caller’s inquiry or issue to provide a warm hand-off, referral and/or requested information; the development towards a final solution and referral information.  The system also processes training registration, enrollment requests, and self-motivated education/training for its Learning Management System.  Records may be used as a management tool for statistical analysis, tracking, reporting, and evaluating program effectiveness and conducting research.  Information about individuals indicating a threat to self or others will be reported to the appropriate authorities in accordance with DoD/Military Branch of Service and Component regulations and established protocols. </p>
</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C 552a(b)(3) as follows:</p>
<p>To authorized DoD MOS contractors for the purpose of responding to Service member or family member need.</p>
<p>To contractors and grantees for the purpose of supporting research studies concerned with the effectiveness of non-medical counseling interventions.</p>
<p>To local law enforcement entities for the purpose of intervention to prevent harm to the individual (self) in accordance with DoD/Military Branch of Service and Component regulations and established protocols.</p>
<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Electronic storage media.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Information is retrieved by the participant’s full name, or user account name (for the Learning Management System).</p>
</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
    <p>MOS CMS is hosted on a certified and accredited infrastructure.  Records are maintained in a secure building in a controlled area accessible only to authorized personnel.  Physical entry is restricted by the use of locks and passwords and administrative procedures which are changed periodically.  The system is designed with access controls, comprehensive intrusion detection, and virus protection.  Access to personally identifiable information in this system is role based and restricted to those who require the data in the performance of their official duties and have completed annual information assurance and privacy training.  Records are encrypted during transmission to protect session information, and while not in use (data at rest).</p>
</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Master database files:  Close after 3 years of continuous inactivity or notification of discharge, retirement or separation of the service member, then destroy 10 years after closed.</p>
<p>Non-medical counseling records:  Close after 3 years of continuous inactivity or notification of discharge, retirement or separation of the service member, then destroy 15 years after closed.</p>
<p>Training records:  Close annually upon completion of training, then destroy 5 years after closed.</p>
<p>Call center recordings:  Close after referral to non-medical counseling, employee assistance program support, information and referral, then destroy after 90 days.
</p>
</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Director, Military Community Outreach, Military Community and Family Policy, 4000 Defense Pentagon, Washington, DC 20301-2400; or Military OneSource Program Manager, Military OneSource Program Office, Military Community Outreach, Military Community and Family Policy, 4800 Mark Center Drive, Alexandria, VA 22350-2300.  </p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine if information about themselves is contained in this record system should address inquiries to the appropriate system manager.</p>
<p>Signed, written requests should include the individual’s full name, current address, and telephone number.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on [date]. [Signature].’</p>
<p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on [date]. [Signature]’.
 </p>
</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking to determine if information about themselves is contained in this record system should address inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington DC  20301-1155.</p>
<p>Signed, written requests should include the individual’s full name, current address, and telephone number, and the name and number of this system of records notice.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States: ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on [date]. [Signature].’</p>
<p>If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on [date]. [Signature]’.
</p>
</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311, or may be obtained from the system manager.</p>
</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>The individual, Military OneSource program officials, and authorized contractors providing advice and support to the individual. </p>
</xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>


    <section id="DPR 48" toc="yes">
        <systemNumber>DPR 48</systemNumber>
        <subsection type="systemName">Defense Equal Opportunity Management Institute Integrated Database.
            </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense Equal Opportunity Management Institute, 366 Tuskegee Airmen Drive, Building 352, Patrick AFB, FL  32925-3399.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Active duty military, Reserve Components, DoD civilians, other Federal Government agency employees, and contractors attending courses at the Defense Equal Opportunity Management Institute (DEOMI).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Name, Social Security Number (SSN), gender, birth date, race/ethnicity, religious preference, disability information, unit/home address, email, work and home/cell phone numbers; lodging at training location (facility, address, and room number); emergency contact name, address, relationship, and phone number; education level; employment information (military or civilian organization), rank, date of rank, date entered service, pay grade, occupational series, clearance level, duty position; student number, class number, DEOMI test and examination scores, instructor grades, and advisor progress reports.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 5 U.S.C. 4103, Establishment of training programs; DoD Directive (DoDD) 1020.02E, Diversity Management and Equal Opportunity (EO) in the Department of Defense; DoDD 1322.18, Military Training; DoDD 1350.2, Department of Defense Military Equal Opportunity (MEO) Program; DoDD 1440.1, The DoD Civilian Equal Employment Opportunity (EEO) Program; and E.O. 9397 (SSN), as amended.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To manage administrative and academic functions related to student registration and courses attempted and completed.  Records are used to ensure class diversity; input grades; track student progress; advise/counsel as needed; verify attendance; and are used by the academic review board and the Commandant to make decisions regarding the release of students from the program.  Records are also used as a management tool for statistical analysis, tracking, and reporting.</p>
                <p>Routine uses of records maintained in the system, including categories of users and the purposes of such uses:</p>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Law Enforcement Routine Use: </p>
                <p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Congressional Inquiries Disclosure Routine Use: </p>
                <p> Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use: </p> 
                <p>
                    A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
                </p>
                <p>Data Breach Remediation Purposes Routine Use: </p> 
                <p> A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
                </p>
                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>
                 </xhtmlContent>
    </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Electronic storage media.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Name, Social Security Number, student number or class.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Records are stored in a controlled access area in a DoD facility which is protected by base entry security guards and is accessible only to badged personnel.  Access to records is restricted to authorized personnel in performance of their official duties through the use of a Common Access Card (CAC) and PIN.  Records are stored in an encrypted database and access requires token authentication.  Periodic security audits, regular monitoring of user security practices and methods to ensure only authorized personnel access records are applied.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Cut off on graduation, transfer, withdrawal, or death of student.  Destroy 50 years after cut off.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Director, Information Systems, Defense Equal Opportunity Management Institute, 366 Tuskegee Airmen Drive, Building 352, Patrick AFB, FL  32925-3399.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Personnel and Student Services, Attn:  Student Services, Defense Equal Opportunity Management Institute, 366 Tuskegee Airmen Drive, Building 352, Patrick AFB, FL  32925-3399.</p>
                <p>Signed, written requests should include full name, SSN or student number, current address, telephone number, and class attended or class number.</p>
                <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                <p>If executed outside the United States:  "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature)."</p>
                <p>If executed within the United States, its territories, possessions, or commonwealths:  "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)."</p>
                <p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or person with legal authority to make decisions on behalf of the individual. Written proof of that status may be required before the existence of any information will be confirmed.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC  20301-1155.
                </p>
                    <p>Signed, written requests should include full name, SSN or student number, current address, telephone number, class attended or class number, and the name and number of this system of records notice.</p>
                    <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                    <p>If executed outside the United States:  "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature)."</p>
                    <p>If executed within the United States, its territories, possessions, or commonwealths:  "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)."</p>
                    <p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or person with legal authority to make decisions on behalf of the individual. Written proof of that status may be required before the existence of any information will be confirmed.</p>
                </xhtmlContent>
    </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Individuals, instructors, facilitators, and examinations.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
    </section>



    <section id="DGC 02" toc="yes">
<systemNumber>DGC 02</systemNumber>
<subsection type="systemName"> Private Relief Legislation File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>System withdrawn.  Office of General Counsel no longer maintains a Privacy Act system of records for private relief legislation. Legislative bills are tracked by bill number, rather than personal identifier.
</p></xhtmlContent></subsection></section>

    <section id="DGC 04" toc="yes">
<systemNumber>DGC 04</systemNumber>
<subsection type="systemName">Personnel Security Clearance Adjudication Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995;
</p><p>Defense Office of Hearings and Appeals, Western Hearing Office, Second Floor, Building A, 21820 Burbank Boulevard, Suite 250, Woodland Hills, CA 91367-6484; and
</p><p>Defense Office of Hearings and Appeals, Western Department Counsel, Second Floor, Building A, 21820 Burbank Boulevard, Suite 235, Woodland Hills, CA 91367-6484.
</p><p>Decentralized inactive segments are held at the Washington National Records Center, and at the U.S. Army Investigative Records Depository, Fort Meade, MD 20755. Automated Joint Adjudicative Clearance System records are maintained on a system V50902, Defense Central Index of Investigations, at Defense Investigative Service, Personnel Investigations Center, Baltimore, MD, with access by computer terminals at Defense Office of Hearings and Appeals locations.
</p><p>Defense Office of Hearing and Appeals, Boston Hearing Office, Room D-017A, Kansas Street, Natick, MA 01760-5055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former Federal Government, contractor, state and local government employees, military personnel, and other persons whose security clearance or trustworthiness cases are referred to the Defense Office of Hearings and Appeals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>System includes automated case status records for current cases and inactive cases, an alphabetical card index file for records of cases prior to 1984 used for recording actions taken and for identification and location of case files within the system, and individual case files.
</p><p>Case files include requests for investigation, clearance, and adjudication; general correspondence relating to cases; personnel security questionnaires; investigative reports prepared by various investigative agencies, which may include information obtained from interviews, court documents, law enforcement records, business records, and other sources; medical and psychiatric records and evaluations; adjudicator's case summaries; Defense Industrial Security Clearance Office (DISCO) referral recommendations; correspondence between or concerning applicants for clearance and Defense Office of Hearings and Appeals (DOHA) elements, DISCO, medical facilities, DoD Psychiatric Consultants, investigative agencies, Military Departments, other DoD Components and Federal agencies, Personnel Security Specialists, Department Counsel, Administrative Judges, Appeal Board, and elements of the Office of the Secretary of Defense and Defense Investigative Service; written interrogatories and Statements of Reasons (SIR) to applicants, with replies, pleadings or correspondence filed and served on all parties, recommendations, summaries, and records of adjudicative actions; transcripts of hearings; exhibits admitted into evidence; decisions of Administrative Judges and Appeal Boards; and such other matter as may be included in the record.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 140; 31 U.S.C. 1535; Executive Orders 10865, as amended, 10450, as amended, 12829, 9397, and 12698.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>These records are collected and maintained to determine whether the granting or retention of a security clearance to or affirmative trustworthiness decision for an individual is clearly consistent with the national interest; to record adjudicative actions and determinations; to record processing steps taken and processing time; to prepare statistical listings and summaries; to document due process actions taken; to assist authorized DoD Consulting Psychiatrists to compile evaluations and reports; to respond to inquiries from within the executive and legislative branches when the inquiry is made at the request of the individual or for official purposes; to monitor and control adjudicative actions and processes.
</p><p>Automated case status system and card files are used to record statistics, provide location and status and internal identification of cases, to prepare listings and statistical reports and summaries, and to monitor work flow and actions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Case files referred by Federal Emergency Management Agency (FEMA) for adjudication by DOHA are provided to FEMA when action is completed, along with recommended clearance decisions.
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders, and on file cards; electronic records are stored on magnetic or optical media; certain automated records are maintained on magnetic tapes and disks at Defense Investigative Service, Personnel Investigations Center, Baltimore, MD.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by name, or by case number. Access to computer data may be made by name and Social Security Number and a combination of name and other personal identifying data.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure area accessible only to DOHA authorized personnel. Except for a small number of records that are classified and need to be safeguarded as classified materials, all other records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones. Automated systems are operated by DOHA and by the Defense Investigative Service, Personnel Investigations Center, Information Systems Division. Only DOHA personnel are given the security level on the computer system needed to amend, add, alter, change or delete DOHA records. Other authorized contributors and users of the Defense Central Index of Investigations have read-only access to DOHA case status records in the system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Completed case files are returned to non-DoD agencies and are subject to records retention schedules of the owning agency after completion of DOHA action. Case files for military and DoD civilian personnel security clearance cases will be returned to the appropriate DoD Component after DOHA completes its processing of those cases. Copies of case summaries and recommended adjudication decisions and ancillary documents for all cases are retained for internal reference purposes by DOHA personnel. Industrial security and trustworthiness cases are retained at DOHA for two years after annual cut-offs, then are retired for twenty years at the Washington National Records Center and then destroyed.
</p><p>Inactive Department of Defense case files prior to 1982 are maintained at the U.S. Army Investigative Records Repository, Ft. Meade, MD 20755. Automated case tracking records and alphabetical card index files are retained as locator for active and inactive cases and for statistical purposes.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p><p>Individual should provide their full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written requests to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p><p>Individuals should provide their full name, and any former names used, date and place of birth, Social Security Number.
</p><p>Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: 'I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both.' (Signature).
</p><p>Some records may be made available for review at DOHA Headquarters, upon appointment made with Director. Individual must present picture identification, such as a valid driver's license.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is received from investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; correspondence from contractors, employers, organizations of assignment and Federal agencies, DoD organizations, agencies and offices; from individuals, their attorneys or authorized representatives; from witnesses at hearings or documentary evidence made part of the hearing record.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Parts of this record system may be exempt under 5 U.S.C. 552a(k)(5), as applicable.
</p><p>An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DGC 05" toc="yes">
<systemNumber>DGC 05</systemNumber>
<subsection type="systemName"> Administrative Files on Active Psychiatric Consultants to Department of Defense.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Directorate for Industrial Security Clearance Review, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Psychiatric consultants who have entered into agreement with the Department of Defense to conduct psychiatric examination of individuals applying for industrial security clearance for access to classified information required in the performance of their work for classified Government contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Current list of active DoD psychiatric consultants. Records are filed alphabetically by last name of psychiatrist, and consist of correspondence concerning agreement to conduct psychiatric examinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DOD Directive 5220.6, Industrial Personnel Security Clearance Program; E.O. 10865, February 20, 1960, and Deputy Secretary of Defense Memorandum dated October 20, 1965, Subject: Employment of Psychiatric Consultants for Industrial Security Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system is to maintain as a resource a database of active psychiatric consultants available to conduct psychiatric examinations of individual applicants for industrial personnel security clearance in convenient geographical areas. Psychiatric consultants have active professional service agreements with the Department of Defense and are used by DISCR in processing requests for industrial personnel security clearance of individuals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders, vertical file cards.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Alphabetically by surname.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secured area accessible to DISCR authorized personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy six months after agreement between consultant and DOD has been terminated.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995. Records may be made available for review at DISCR Headquarters, 4015 Wilson Boulevard, Suite 300, Arlington, VA.
</p><p>Written requests by an individual for copies of records containing information pertaining to the individual should be sent to Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400 and should include the individual's full name, any former names used, date and place of birth, and Social Security Number.
</p><p>Requests must be signed and notarized, or if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester in substantially the following form: 'I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Correspondence with individual psychiatrists.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DGC 06" toc="yes">
<systemNumber>DGC 06</systemNumber>
<subsection type="systemName">Attorney and Summer Intern Position Applications (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DGC 06, Attorney and Summer Intern Position Applications by the Office of the Assistant General Counsel (Manpower and Health Affairs), it has been determined that DGC 06 is duplicative of OPM/GOVT-5 Recruiting, Examining, and Placement Records (June 19, 2006, 71 FR 35351), and can therefore be deleted. Records in this system will not be destroyed until the National Archives and Records Administration (NARA) retention has been fulfilled.
</p></xhtmlContent></subsection></section>
<section id="DGC 15" toc="yes">
<systemNumber>DGC 15</systemNumber>
<subsection type="systemName"> Reports of Defense Related-Employment (February 22, 1993; 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: 
Based on review of DGC 15, Reports of Defense Related-Employment, it has been concluded that this system can be covered by OGE/Govt 1, Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records.
</p></xhtmlContent></subsection></section>
<section id="DGC 16" toc="yes">
<systemNumber>DGC 16</systemNumber>
<subsection type="systemName">Political Appointment Vetting Files (March 16, 1995, 60 FR 14273).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DGC 16, Political Appointment Vetting Files, it was determined that this system of records is covered under DGC 20, DoD Presidential Appointee Vetting Files.  DGC 16 is duplicative and can therefore be deleted.

</p></xhtmlContent></subsection></section>
<section id="DGC 17" toc="yes">
<systemNumber>DGC 17</systemNumber>
<subsection type="systemName">Hearings and Appeals Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995;
</p><p>Defense Office of Hearings and Appeals, Western Hearing Office, Second Floor, Building A, 21820 Burbank Boulevard, Suite 250, Woodland Hills, CA 91367-6484;
</p><p>Defense Office of Hearings and Appeals, Western DepartmentCounsel, Second Floor, Building A, 21820 Burbank Boulevard, Suite235, Woodland Hills, CA 91367-6484; and
</p><p>Defense Office of Hearings and Appeals, Boston Hearing Office, Room D-017A, Kansas Street, Natick, MA 01760-5055.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>(1) Beneficiaries and providers under the Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) that have unresolved disputes with the Office of CHAMPUS (OCHAMPUS);
</p><p>(2) Students in the Department of Defense Education Activity (DODEA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>CHAMPUS-related categories include: Appointment memoranda and transmittal correspondence; case files; petitions and answers to petitions; exhibits admitted into evidence; written transcripts or electronic records of hearings; pleadings or correspondence properly filed and served on all parties; claims and all other pertinent materials relating to a claim; billings, applications or approval forms; medical records, family history files; such other matter as the hearing officer may include in the record, rulings or orders issued by the hearing office, and the hearing officer's written decision.
</p><p>Education-related categories include: Records pertaining to students attending DoD-operated dependent schools in case files pertaining to hearings and appeals conducted pursuant to Appendix C to 32 CFR part 80, Special Education Children with Disabilities Within the Section 6 School Arrangements; 32 CFR part 57, Education of Handicapped Children in DoD Dependent Schools; or 32 CFR part 56, Nondiscrimination on the basis of Handicap in Programs and Activities Assisted or conducted by the Department of Defense, to afford impartial due process hearings and administrative appeals on the early intervention services or identification, evaluation, and educational placement of, and free appropriate public education provided to a disabled child; documents associated with such hearing, including: Appointment memoranda and transmittal correspondence; petitions and answers to petitions, the written transcript or the electronic record of the hearing, exhibits admitted into evidence; pleadings, written submissions or correspondence properly filed and served on all parties, such other matter as the hearing officer may include in the record, rulings or orders issued by the hearing office, the hearing officer's written decision; documents associated with administrative appeals from the hearing officer's written decision; including the administrative record on appeal, pleadings, written submissions or correspondence properly filed and served on all parties, rulings or orders issued by the appeal board, and the appeal board's written decision.
</p><p>Common to both categories, automated case status records for current cases and inactive cases are used to provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor workflow and case handling actions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 140 and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are collected and maintained to support claims resolution and impartial due process hearings/and or ancillary proceedings to parties requesting them and to provide decisions to those parties involved in the hearings; to record processing steps taken and processing time; to prepare statistical listings and summaries; to document due process actions taken; to respond to inquiries from offices within the executive and legislative branches when the inquiry is made at the request of the individual, or for official purposes; to monitor and control adjudicative actions and processes.
</p><p>The automated case tracking system is used to record statistics, provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor work flow and case handling actions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders, and on file cards; electronic records are stored on magnetic or optical media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed alphabetically by beneficiary, provider, child's or sponsor's name, Social Security Number, or by case number. Access to computer data may be made by name, Social Security Number, or a combination of other personal identifying data.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure area accessible only to DOHA authorized personnel. All records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Along with decisions and other materials develoed during DOHA processing of cases, the original case files, tapes, exhibit files, and associated documentation are returned to OCHAMPUS and the DoD Education Activity and are subject to records retention schedules of the owning agency after completion of DOHA action. Copies of decisions and audio tapes are destroyed when no longer needed for reference purposes but not later than 6 years after rendering a decision.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p><p>Individual should provide full name and any former names used, date and place of birth, and Social Security Number.
</p><p>Some records may be made available for review at DOHA Headquarters upon appointment made with the Director. Individual must be able to provide picture identification or a valid driver's license.
</p><p>Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: 'I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature).'
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>For OCHAMPUS Cases: Case files referred by OCHAMPUS to DOHA Administrative Judges; correspondence and supplementary material from DOHA to the parties in connection with the handling of the case; correspondence, pleadings, written submissions and evidence associated with hearings from parties to such proceedings; DoD correspondence associated with receipt and transmittal of case files.
</p><p>For DoD Education Activity Cases: Case files assigned to DOHA Administrative Judges for hearing and/or administrative appeals; correspondence and supplementary material from DOHA to the parties in connection with the handling of the case; correspondence, pleadings, written submissions and evidence associated with hearings or appeals from parties to such proceedings; rulings, orders, and written decisions from hearing officers or appeal board; correspondence from individuals, their attorneys, or authorized representatives; and DoD correspondence associated with receipt and transmittal of case files.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DGC 18" toc="yes">
<systemNumber>DGC 18</systemNumber>
<subsection type="systemName">DoD Roster of Neutrals.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, 4015 Wilson Boulevard, Suite 300, Ballston Tower III, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD employees who have agreed to serve as neutrals as described in 5 U.S.C. 573.  These individuals are trained and experienced in Alternative Dispute Resolution (ADR) and may serve as a conciliator, facilitator, mediator, or in other neutral  roles in the dispute resolution process.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Background information including experiences and training of persons who wish to be and/or are registered in the DoD Roster of Neutrals.  Information includes Alternative Dispute Resolution education or certification status and notes or any other information pertaining to a neutral, including recertification, removal, and investigatory or disciplinary actions taken against an individual.  The investigator's files that may be used to determine those actions are not contained in this system of records.
</p><p>Files of neutrals assigned to Alternative Dispute Resolution proceedings generally contain evaluations contributed by the parties to the dispute commenting on the effectiveness of the neutral.
</p><p>Other records consist of Alternative Dispute Resolution case files, which include requests for and agreements to engage in an ADR proceeding, settlement agreements and other correspondence relating to a case; case file logs; and case file databases.'
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 573, Neutrals; 10 U.S.C. 140, General Counsel of the Department of Defense; and DoD Directive 5145, Alternative Dispute Resolution (ADR).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The primary purpose of the system is to maintain the Roster of Neutrals for use by parties in dispute to review training, experience and other qualifications information about neutrals.  Secondary purposes are to manage application, investigative, certification, decertification, recertification, and disciplinary information about neutrals and apply this to their status on The Roster; and to manage ADR case files and supporting ADR administrative logs and databases.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To parties to a dispute and/or their personal representatives when these individuals are not affiliated with the Department of Defense for review of training, experience and other qualification information contained in the DoD Roster of Neutrals in connection with the appointment of a specific neutral.
</p><p>To administrative personnel who are not affiliated with the Department of Defense who use information in the system to arrange or manage ADR proceedings.
</p><p>To non-DoD persons who use information in the system in connection with investigations or disciplinary actions concerning a neutral, including, but not limited to, violations of ethical standards of conduct and/or breaches of state, Federal or local laws or regulations.
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Hard copy files are maintained in file cabinets and computer files on magnetic or optical media.  All are stored in a secure area.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are retrieved by the last name of the neutral, by geographic availability of a neutral, and by experience and type of subject matter expertise of a neutral.  Case files for Alternative Dispute Resolution proceedings are retrieved by case file number and not by any personal identifier.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Files are maintained in a secure area under the direct control of Office of Alternative Dispute Resolution personnel during duty hours.  Office is locked and building employs Security guards during non-duty hours.  Access is restricted to those personnel maintaining the files and to potential users of the information.  Access to the electronic portion of the system is controlled by user passwords that are periodically changed.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>˜Files of active neutrals are retained until neutral separates from Roster:  Cutoff file on separation and destroy 1 year later.
</p><p>Rejected neutral applications, correspondence, biographical data including education, training and experience:  Cutoff file and destroy 2 years later.
</p><p>Files of active neutrals who are decertified or removed:  Cutoff from active file upon notification of decertification or removal.  Destroy 3 years later.
</p><p>Files of active neutrals who become unavailable due to retirement or death:  Cutoff from active file upon notification of retirement or death.  Destroy 1 year later.
</p><p>Alternative Dispute Resolution Case files:  Destroy when 10 years old.
</p><p>Logs and databases tracking ADR cases:  Destroy when no  longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves as neutrals is contained in this system should address written inquiries to Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves as neutrals in this system should address written inquiries to:  Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Neutral qualification and experience information; information provided for certification purposes; evaluations by parties to a dispute of the effectiveness of relevant ADR efforts; ADR case files; and logs and databases of ADR proceedings.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DGC 19" toc="yes">
<systemNumber>DGC 19</systemNumber>
<subsection type="systemName">DoD Final Personnel and General Claims and Waiver Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Pay and Travel Claims:  Uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and  the Public Health Service or their dependents, beneficiaries, agents, attorneys or other individuals who may benefit from the member's tenure and who have an unresolved dispute related to a claim for pay, allowances, travel, transportation, retired pay, or survivor benefits.
</p><p>Waiver Authority:  DoD civilian employees, uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and the Public Health Service or their dependents, beneficiaries, agents, attorneys or other individuals who may benefit from the member's tenure and who have an unresolved dispute related to a request for waiver of erroneous payments of pay and allowances.
</p><p>General Claims:  Any individuals with other general claims arising from activities within DoD.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Case files include administrative reports from DoD military and civilian employees, the Coast Guard, the National Oceanic and Atmospheric Administration, and the Public Health Service; claims, waiver applications, and all pertinent or supporting materials related to a claim or waiver application; written decisions of this Office, the Agency concerned, and the Deputy General Counsel (Fiscal); and such other matter as the claims adjudicators and attorneys may include in the record, including copies of precedents relied on in resolving a case.
</p><p>Automated case status records for current cases and inactive cases are used to provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor work flow and case handling actions.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5584; 10 U.S.C. 140; 10 U.S.C. 2575; 10 U.S.C. 2771; 10 U.S.C. 2774; 24 U.S.C. 420; 31 U.S.C. 3529; 31 U.S.C. 3702; 32 U.S.C. 714; 32 U.S.C. 716; 37 U.S.C. 554; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are collected and maintained to support the resolution of a claim or waiver application and to provide decisions to those parties involved in:
</p><p> a.  Claims related to uniform services members' pay, allowances, travel, transportation, retired pay, and survivor benefits;
</p><p> b.  Claims by transportation carriers for amounts collected from them for loss and damage incurred to property incident to shipment at Government expense;
</p><p> c.  Claims for proceeds of sale of unclaimed property coming into the custody or control of the Army, Navy, Air Force or Coast  Guard;
</p><p> d.  Final settlements of accounts of members of the Armed Forces, including the National Guard;
</p><p> e.  Reports on disposition of the effects of deceased members of the Army and Air Force for settlement under 10 U.S.C. 2771, 10 U.S.C. 4712 and 9712;
</p><p> f.  Claims for the proceeds of the sale of motor vehicles and items of household goods and personal property of members of the Uniformed Services reported dead, injured, ill or absent for a period of more than 29 days in a missing status;
</p><p> g.  Claims for the proceeds from the disposition of effects of deceased residents of the Armed Forces Retirement Home;
</p><p> h.  Claims arising from DoD activities cognizable under 31 U.S.C. 3702, not otherwise delegated by the Director, OMB.
</p><p> i. Waivers of payment submitted by individuals who seek final adjudication of their requests for waiver of erroneous payments of pay and allowances.  Waivers are submitted by:
</p><p> (1) Uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and the Public Health Service, of individuals who may derive any benefit on account of such tenure who have an unresolved dispute relating to a claim for pay, allowances, travel, transportation, retired pay, or survivor benefits.
</p><p> (2) DoD civilian employees who have an unresolved dispute related to a request for waiver of erroneous payments of pay.
</p><p>Records also are collected and maintained to record processing steps taken and processing time; to prepare statistical listings and summaries; to monitor and control adjudicative actions and processes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Coast Guard, the National Oceanic and Atmospheric Administration, and the Public Health Service for the purpose of obtaining and providing information relating to claims and waivers.
</p><p>The "Blanket Routine Uses" set forth at the beginning of  OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders and electronic records are stored on magnetic or optical media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records are retrieved by case number.  Computer data is retrieved by name, address, and Social Security Number, case number, or a combination of other personal identifying data.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in a secure area accessible only to DOHA authorized personnel. All records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones. Only DOHA personnel are given the security level on the computer system needed to amend, add, alter, change, or delete Claims and Waiver records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 6 years and 3 months after date of last DOHA action.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Office of Hearings and Appeals, P0 Box 3656, Arlington, VA 22203-1995.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p><p>Request should include the individual's full name, address, telephone number, Social Security Number and other information identifiable from the record.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995.
</p><p>Request should include the individual's full name, address, telephone number, Social Security Number and other information identifiable from the record.  In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed without the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)'.
</p><p>If executed within the United States, its territories, possessions, or commonwealths: '˜I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)'.
</p><p>Records may be made available for review at DOHA Headquarters upon appointment made with the Director.  Individual must be able to provide picture identification, such as a valid driver's license.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is received from agency claims and waiver application files; from subject individuals, their attorneys or authorized representatives; or other documentary evidence made part of the record by the individual or the agency.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id=" dgc20 " toc="yes">
<systemNumber> DGC 20</systemNumber>
<subsection type="systemName">DoD Presidential Appointee Vetting File, DGC 20 (December 1, 2000, 65 FR 75246)
</subsection>
<subsection type="systemLocation">
<xhtmlContent>
<p> Deletion:  Based on a recent review of DGC 20, DoD Presidential Appointee Vetting File, it has been determined that the records are covered under and is maintained in accordance with OGE/GOVT-1, Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records (December 9, 2013, 78 FR 73863).  Therefore, DGC 20, DoD Presidential Appointee Vetting File can be deleted.</p>
</xhtmlContent>
</subsection>
</section>

<section id="edha01" toc="yes">
<systemNumber>EDHA 01</systemNumber>
<subsection type="systemName">Freedom of Information Act/Privacy Act Requests and Administrative Appeal Records.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Individuals who submitted a request or administrative appeal under the Freedom of Information Act(FOIA) or the Privacy Act of 1974, as amended (Privacy Act), to the Defense Health Agency (DHA); individuals whose FOIA or Privacy Act request or administrative appeal was referred to DHA from another agency; individuals who are the subject of a DHA FOIA or Privacy Act request or administrative appeal; and attorneys representing an individual in connection with a DHA FOIA or Privacy Act request or administrative appeal.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Individual's name, address, contact phone number, fax number, job title, e-mail, case number, FOIA tracking number, Social Security Number (SSN) and/or Department of Defense Identification Number (DoD ID Number).</p>

<p>FOIA or Privacy Act request or administrative appeal:  records regarding the request or appeal, including responses, correspondence, supporting documentation; and, in some instances, copies of the requested records or records subject to the administrative appeal.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, Freedom of Information Act; 5 U.S.C. 552a, Privacy Act of 1974, as amended; and E.O. 9397 (SSN), as amended. </p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To process access requests and administrative appeals under FOIA; to process access and amendment requests and administrative appeals under the Privacy Act; for litigation regarding agency action on such requests and administrative appeals; and to assist the DHA in carrying out any other responsibility under FOIA or the Privacy Act.</p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, records in this system of records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To other federal, state, and local agencies when it is necessary to coordinate responses or denials.</p>

<p>The DoD Blanket Routine Uses may also apply to this system of records.</p>

<p><i>Note 1:</i> This system of records may contain individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances issued pursuant to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>

<p><i>Note 2:</i> Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p> Storage: </p>
<p>Paper records and/or electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By the name of requesters and appellants; the case numbers assigned to requests and administrative appeals; the name of individuals who are the subject of a request or administrative appeal; and the name of attorneys representing a requester, appellant, or subject of a request or administrative appeal.</p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Physical security:  Records are maintained in access-controlled facilities.  Physical entry is restricted by use of locks, guards, and administrative procedures to officials that require access to perform their official duties consistent with the purpose of the collection of the information.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information. </p>

<p>Technical security:  The system provides two-factor authentication including Common Access Card (CAC) and user ID/passwords.  The records in electronic format are maintained on a secure system and, within DHA, transmitted only through a secure network.  Records in electronic format transmitted outside DHA's secure network are encrypted in transit.  Access to personal information in electronic format is restricted to those who require the data in the performance of their official duties.  </p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Privacy Act Request/Action Records:  a. Correspondence and supporting documents granting access to all the requested records:  Destroy 2 years after date of reply.  b. Responses to requests for nonexistent records, requesters who provide inadequate descriptions and to those who fail to pay agency reproduction fees:  Destroy 2 years after date of reply.  c. Responses denying access to all or part of the records requested:  Destroy 5 years after date of reply. </p>

<p>FOIA Request/Action Records:  Destroy 2 years after date of reply if all records subject to the request were released; destroy 6 years after date of reply if records subject to the request were denied in full, or in part, or if not released for any other reason. </p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Written inquiries should contain the subject individual's full name, current address, telephone number, FOIA tracking number, if known, and signature.</p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.</p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Written inquiries should contain the subject individual's full name, current address, telephone number, a description of the records sought, FOIA tracking number, if known, and signature.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the DHA Privacy and Civil Liberties Office.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Data is provided by the record subject; staff and computer software when handling FOIA/Privacy Act requests and administrative appeals; individuals who file requests and administrative appeals pursuant to FOIA and the Privacy Act; agency records searched in the process of responding to FOIA and Privacy Act requests and appeals; and other agencies that refer FOIA or Privacy Act requests or administrative appeals to DHA or consult with DHA regarding the handling of particular requests.</p>
</xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>
None.
</p></xhtmlContent></subsection></section>


<section id="EDHA 04" toc="yes">
<systemNumber>EDHA 04</systemNumber>

<subsection type="systemName">Defense Bone Marrow Donor Program.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary system: Naval Medical Research Center, Silver Spring, MD 20910 and C.W. Bill Young/Department of Defense Marrow Donor Center, Naval Medical Research Center and Georgetown University Medical Center, 11333 Woodglen Drive, Rockville MD 20852-3071.
</p><p>Secondary Locations:
</p><p>The National Marrow Donor Program Coordinating Center, 3001 Broadway Street, NE., Minneapolis, MN 55413-2195 (no personal identification information).
</p><p>National Marrow Donor Program (NMDP) Approved Marrow Collection Centers and NMDP approved Apheresis Centers for collection of adult peripheral blood stem cells. Addresses for these collection centers are available from the System Manager.
</p><p>System users at secondary locations may access this system via internet. This remote access is limited to users with the appropriate system accounts and permission levels. A list of these secondary locations is available from the System Manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense military and civilian personnel and their dependents that have volunteered for and been accepted as potential bone marrow donors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Donor registration and consent forms (or a notation in writing if the consent was obtained telephonically) including consents for testing and to donate a blood sample or buccal swab for HLA (human leukocyte antigen) typing and other genetic tests needed for matching a potential donor and patient that may affect transplant outcome; a consent to donate platelets; a consent to donate hematopoietic progenitor cells (HPC) from the bone marrow or from blood, if compatible with a patient; a consent to undergo anesthesia if selected to donate marrow or a consent to receive filgrastim followed by phereses for blood progenitor cells or consent for blood donation or phereses to collect donor blood lymphocytes for donor lymphocyte infusion as part of the transplant; report of physical examination of the donor to include complete medical history and the results of laboratory and other tests (X-ray, electrocardiogram, virology, etc.) and examining physician's report to the donor center; information pertinent to the collection process including post hospitalization follow-up; donor's written consent for further donations and insurance information offered through the National Marrow Donor Program. Donors may be contacted for additional approved research programs and if the donor agrees additional consents will be obtained. Data items include: Name, Social Security Number (SSN), a bar-coded Donor Identification Number (DIN) and genetic matching types (HLA) type and additional transplant matching type; donor's address, place of work, home and work telephone numbers; names, addresses and telephone numbers of donor's relatives and friends; donor's race/ethnicity; hospital and hospital provider number, city and State; name of transplant center; medical follow-up on the donor after marrow or blood hematopoietic progenitor cell donation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; Public Law 101-302, Dire Emergency Supplemental Appropriations for Disaster Assistance, Food Stamps, Unemployment Compensation Administration, and Other Urgent Needs, and Transfers, and Reducing Funds Budgeted for Military Spending Act of 1990 and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To tissue type as many donors as possible for inclusion in the National Registry of marrow donors. This will offer patients requiring bone marrow or blood hematopoietic progenitor cell (PBSC) transplants access to as many potential donors as possible for the purpose of obtaining compatible match.
</p><p>To list registered donors with the National Coordinating Center for the purpose of obtaining a marrow match. Information released will consist of DIN, donor's race, date of birth and sex, genetic matching types (HLA), only.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the National Coordinating Center for the purpose of obtaining insurance coverage for the donor selected to provide cells for a clinical transplant. Information released will consist of name, address, Social Security Number and date of birth. Name and address only for the purpose of direct informational mailing (in such a way that the individual is not linked to his or her donor identification number or HLA-type).
</p><p>To a NMDP-approved civilian medical facility in only those cases where required medical examination and/or actual marrow or blood hematopoietic progenitor cell procurement is performed.
</p><p><i>Note:</i> This system of records contains individually identifiable health information. DoD 6025.18-R, "DoD Health Information Privacy Regulation" issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on paper in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By donor's name, Social Security Number (SSN) or Donor Identification Number, HLA type, date of birth, gender and racial/ethnic group.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by authorized personnel with an official need-to-know who have been trained for handling personally identifiable information. Hard copy records are maintained in locked cabinets in restricted access areas. Computer files are accessed on a password-protected stand-alone microcomputer system that includes a complete array of certified intrusion protection with computers housed in restricted areas with mechanical locks for additional protection. Computer files containing personal identifiers are maintained in a database server on an enclaved network using strict firewall rules for access and data files are maintained on a database encoded format that cannot be read without access through the secure database. Backup data containing personal identifiers are maintained in secure locked cabinets and the data is encrypted. Medical information required to facilitate the donation process is maintained on a local system developed as part of the National Marrow Donor Program; the database requires a second and third level of password protection for access by DoD Marrow Donor Program personnel with a need-to-know.
</p><p>Specific permitted information (without personal identifiers) is transmitted to and received from the national coordinating center of the National Marrow Donor Program in a secure system to facilitate selection of donors for transplantation, and provide information about the progress of the donation process.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Pending. Until National Archives and Records Administration approves the retention and disposition schedule, treat records as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Secretary of Defense (Health Affairs), Office of Professional Affairs and Quality Assurance, Room 3D366, 1200 Defense Pentagon, Washington, DC 20301-1200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Secretary of Defense (Health Affairs), Office of Professional Affairs and Quality Assurance, Room 3D366, 1200 Defense Pentagon, Washington, DC 20301-1200, where a log of these requests will be maintained.
</p><p>Individuals may also determine if they are included by contacting the Donor Center of the C.W. Bill Young Marrow Donor Recruitment and Research Program, the DoD Bone Marrow Donor Program, 11333 Woodglen Drive, Rockville, MD 20852-3071.
</p><p>The request should contain the individual's full name, Social Security Number (SSN), and, if applicable, the name of the medical facility where examinations, tests, bone marrow collection, and follow-up procedures were conducted.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the OSD/JS FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>The request should contain the individual's full name, Social Security Number (SSN), and, if applicable, the name of the medical facility where examinations, tests, bone marrow collection, and follow-up procedures were conducted.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from record subjects and attending medical specialists.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 05" toc="yes">
<systemNumber>EDHA 05</systemNumber>
<subsection type="systemName">Military Deployment Issues Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Special Assistant to the Secretary of Defense for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226; DoD Deployment Health Clinical Center (including the Comprehensive Clinical Evaluation and Special Care Programs), Walter Reed Army medical center, Washington, DC 20307-0002; DoD Deployment Health Research Center, Naval Health Research Center, 271 Catalina Boulevard, Barracks Building 322, San Diego, CA 92152-5302; DoD Deployment Health Medical Surveillance Center, Director of Epidemiology and Disease Surveillance, U.S. Army Center for Health Promotion and Preventive Medicine, Aberdeen Proving Ground, MD 21010-5422; and U.S. Armed Services Center for Unit Records Research, 7798 Cissna Road, Suite 101, Springfield, VA 22150-3197.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who participated in military deployments or related operations, exercises, or tests, or served in Operation Desert Storm and/or Operation Desert Shield, the Kuwait Theater of Operations who feel they may have been exposed to biological, chemical, radiological, disease, or environmental agents.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of individual's name, Social Security Number or service number, last known or current address, occupational information, date and extent of involvement in military deployments or related operations, exercises, or tests, perceived issues, exposure information, medical treatment information, medical history of subject, and other documentation of reports of possible exposure to biological, chemical radiological, disease, or environmental agents. The system contains information from unit and historical records, medical and hospital records, and information provided to the DoD by individuals with first-hand knowledge of reports of possible biological, chemical, radiological, disease, or environmental incidents. Information from health care providers who have evaluated patients with illnesses possibly related to military deployments is also included. Records include those documents, files, and other media that could relate to possible deployment health issues or illnesses. Records of diagnostic and treatment methods pursued on subjects following reports of possible incidental exposure are also included in this system.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 131, Office of the Secretary of Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are collected and assembled to permit investigative examination and analysis of reports of possible exposure to biological, chemical, radiological, disease, or environmental agents incident to service in military deployments or related operations, exercises, or tests, or service in Gulf War deployments, to conduct scientific or related studies or medical follow-up programs, and to assist in the resolution of deployment related issues.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Department of Veterans Affairs and the Social Security Administration for appropriate consideration of individual claims for benefits for which that agency is responsible.
</p><p>To the Department of Veterans Affairs and Health and Human Services, and the Centers for Disease Control and Prevention to permit investigative, scientific, medical and other analyses regarding deployment health issues and incidents and possible causes, symptoms, diagnoses, treatment, and other characteristics pertinent to service member's and veteran's health.
</p><p>To the Military and Veterans Health Coordinating Board (MVHCB), which will coordinate with several agencies the clinical, research, and health risk communications issues relating to service member's (and veteran's) pre and post deployment health.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are maintained in file folders; electronic records are stored on magnetic media; microfilm/microfiche are maintained in appropriate storage containers.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by case number, name, Social Security Number or service number and key words.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to areas where records maintained is limited to authorized personnel. Areas are protected by access control devices during working hours and intrusion alarm devices during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until NARA approves retention and disposition schedule, treat records as permanent.)
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Special Assistant to the Secretary of Defense for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Special Assistant to the Secretary of Defense for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226; or TRICARE Management Activity Privacy Office, Skyline 5, Suite 80, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Special Assistant to the Secretary of Defense for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226; or TRICARE Management Activity Privacy Office, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is from the individual's themselves, witnesses to a possible event, health care providers who have evaluated patients with illnesses possibly related to service in military deployments or related operations, exercises, or tests as well as extracts from official DoD records to include: Personnel files and lists, unit histories, medical records, and related sources.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 06" toc="yes">
<systemNumber>EDHA 06</systemNumber>
<subsection type="systemName">Designated Provider Managed Care System Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Office of the Assistant Secretary of Defense (Health Affairs), Deputy Director (TRICARE Management Activity), Chief, Health Plan Operations, Deputy Chief TRICARE Operations, Director Program Operations, Designated Provider Program Manager, Skyline Five, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Secondary locations: Designated Provider Data Contract Site:
Apptis, Inc., 5201 Leesburg Pike Skyline Three, Suite 600, Falls Church, VA 22741-3206.
</p><p>Subcontractors: Ingenix, 12125 Technology Drive, Eden Prairie, MN 55344-7302; DefenseWeb Technologies, 4150 Mission Blvd, Suite 220, San Diego, CA 92109-5054.
</p><p>Designated Provider Management Office Sites: Martin's Point Health Care, 331 Veranda Street, Portland, ME 04103-5040; Brighton Marine Health Center, 77 Warren Street, Boston, MA 02135-9862; St. Vincent Catholic Medical Centers of New York, 450 West 33rd Street, New York, NY 10001-2603; Johns Hopkins Medical Services Corporation, 6704 Curtis Court, Glen Burnie, MD 21060-6406; CHRISTUS Health, 2600 North Loop West, Houston, TX 77092-8914; Pacific Medical Clinics, 1200 12th Avenue South, Seattle, WA 98144-2790.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals eligible to participate in, and who have elected to enroll in the Uniformed Services Family Health Plan (USFHP) of the Department of Defense Military Health Services of Manage Care System.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Enrollment Records: Electronic files containing beneficiary ID, name, Social Security Number (SSN), date of birth, gender, sponsor status (active duty or retired), relationship to sponsor, sponsor pay grade, sponsor name and Social Security Number (SSN), state/country, zip code, and program enrollment information (i.e., date of enrollment, expiration of enrollment, program enrolled in, etc.).
</p><p>Management Clinical Data Records: Electronic files containing Uniformed Services Family Health Plan of the Department of Defense Military Health Services of Manage Care System, System identifier, beneficiary ID, name, Social Security Number (SSN), other demographics (i.e., county, state, zip code, coverage area for Uniformed Services Family Health Plan, healthcare services, healthcare provider, and financial information (e.g., Diagnosis-Related Groups and uniformed service beneficiaries cost share.)
</p><p>Medicare Claims Records: Electronic files containing claim identifiers, beneficiary ID, county, state, zip code, healthcare services, healthcare provider, and cost of healthcare and procedure retained for two years for analysis of cost trends.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>DoD 6025.18-R, DoD Health Information Privacy Regulation; Public Law 104-201, &#167; 722-726; Health Insurance Portability and Accountability Act of 1996 (HIPAA); 10 U.S.C. 1102, Confidentiality of Medical Quality Assurance Records: Qualified Immunity for Participants; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system is used to administer the Uniformed Services Family Health Plan of the Department of Defense Military Health Services of Managed Care System. It identifies eligible beneficiaries enrolled in Uniformed Services Family Health Plan managed care programs and records healthcare services provided and payments made on behalf of eligible uniformed services health beneficiaries. Additional management functions enable DoD Healthcare Officials to use information in the system at individual and aggregate levels to monitor quantity and type of healthcare provided and to analyze and study the cost effectiveness of the Uniformed Services Family Health Plan of the Department of Defense Military Health Services of Managed Care System.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Disclosures to Center for Medicare and Medicaid Services (CMS), to detect duplicate or overlapping payments made by Medicare.
</p><p>Disclosures to National Oceanic Service, United States Public Health Service, United States Coast Guard, and National Oceanic and Atmospheric Administration to track services provided to their uniformed service personnel and beneficiaries.
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices also apply to this system.
</p><p>Note:</p><p>This system of records contains individually identifiable health information. The DoD 6025.18-R, "DoD Health Information Privacy Regulation" issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information and may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media and paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Patient or sponsor's surname and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled area accessible only to authorized personnel. Entry to this area is restricted to personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of a cipher lock on the entrance to the room. Personal data maintained at the back-up site is stored in a secure area. Access to personal data records is restricted to those individuals who require the records in the performance of official duties and to those records that are the subject of official duties. Access is restricted by passwords that are changed every ninety days.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records are closed out at the end of the calendar year in which finalized and held six additional years and then destroyed. Where hard copy records have been converted to electronic, microfilm, imaging, or optical formats, the hard copy record is destroyed and the electronic, microfilm, imaging, or optical format is kept by the contractor for six years after claim is processed to completion and then destroyed. Storage media containing data with personal identifiers will be erased (degaussed) after the inactive record retention. Paper records are forwarded to the National Records Archives, and are maintained.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Designated Program Manager, TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3238.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief, TRICARE Operations, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3238.
</p><p>The request should contain the full name of the patient and sponsor, sponsor's Social Security Number (SSN), patient's date of birth, Defense Enrollment/Eligibility Reporting System dependent suffix, gender, treatment facility(ies), and calendar year(s) of interest.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the OSD/JS FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>The request should contain the full names of the patient and sponsor, sponsor's Social Security Number (SSN), patient's date of birth, Defense Enrollment/Eligibility Reporting System dependent suffix, gender, treatment facility(ies), and calendar year(s) of interest.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311, Office of the Secretary of Defense, OSD Privacy Program; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Uniformed Services Family Health Plan enrollment records; medical/hospital information systems, and/or billing systems; eligibility information from the Defense Enrollment/Eligibility Reporting System; claim information from the Center for Medicare and Medicaid; beneficiary information from National Oceanic and Atmospheric Administration; National Oceanic Service; U.S. Coast Guard; and U.S. Public Health Service.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 07" toc="yes">
<systemNumber>EDHA 07</systemNumber>
<subsection type="systemName">Military Health Information System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Enterprise Computing Center--Denver/WEE, 6760 E. Irvington Place Denver, CO 80279-5000. Secondary locations: Directorate of Information Management, Building 1422, Fort Deitrick, MD 21702-5000; Service Medical Treatment Facility Medical Centers and Hospitals: Uniformed Services Treatment Facilities; Defense Enterprise Computing Centers; TRICARE Management Activity, Department of Defense, 5111 Leesburg Pike, Skyline 6, Suite 306,  Falls Church, VA 22041-3206;
</p><p>Joint Medical Information Systems Office, 5109 Leesburg Pike, Suite 900, Skyline Building 6, Falls Church, VA 22041-3241, and contractors under contract to TRICARE. Program Executive Officer, Joint Medical Information Systems Office, 5109 Leesburg Pike, Suite 900, Skyline Building 6, Falls Church, Virginia 22041-3241. Joint Task Force Sexual Assault Prevention and Response Office (JTF-SAPR), 1401 Wilson Blvd., Suite 402, Arlington, VA 22209-2318. For a complete listing of all facility addresses write to the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Uniformed services medical beneficiaries enrolled in the Defense Enrollment Eligibility Reporting System (DEERS)  who receive or have received medical care at one or more of DoD's medical treatment facilities (MTFs), Uniformed Services Treatment Facilities (USTFs), or care provided under TRICARE programs. Uniformed services medical beneficiaries who receive or have received care at one or more dental treatment facilities or other system locations including medical aid stations, Educational and Developmental Intervention Services clinics and Service Medical Commands. Uniformed service members serving in a deployed status and those who receive or received care through the Department of Veterans Affairs (VA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Personal Identification Data: Selected electronic data elements extracted from the Defense Enrollment and Eligibility Reporting System (DEERS) beneficiary and enrollment records that include data regarding personal identification including demographic characteristics.
</p><p>Eligibility and Enrollment Data: Selected electronic data elements extracted from DEERS regarding personal eligibility for and enrollment in various health care programs within the Department of Defense (DoD) and among DoD and other federal healthcare programs including those of the Department of Veterans Affairs (DVA), the Department of Health and Human Services (DHHS), and contracted health care provided through funding provided by one of these three Departments.
</p><p>Clinical Encounter Data: Electronic data regarding beneficiaries' interaction with the MHS including health care encounters, health care screenings and education, wellness and satisfaction surveys, and cost data relative to such healthcare interactions. Electronic data regarding Military Health System beneficiaries' interactions with the DVA or DHHS healthcare delivery programs where such programs effect benefits determinations between these Department-level programs, continuity of clinical care, or effect payment for care between Departmental programs inclusive of care provided by commercial entities under contract to these three Departments. Electronic data regarding dental tests, pharmacy prescriptions and reports, data incorporating medical nutrition therapy and medical food management, data for young MHS beneficiaries eligible for services from the military medical departments covered by the Individuals with Disabilities Educations Act (IDEA). Data collected within the system also allows beneficiaries to request an accounting of who was given access to their medical records prior to the date of request. It tracks disclosure types, treatment, payment and other Health Care Operations (TPO) versus non-TPO, captures key information about disclosures, process complaints, process and track request for amendments to records, generates disclosure accounting and audit reports, retains history of disclosure accounting processing. The Protected Health Management Information Tool (PHMIT), an electronic disclosure-tracking tool, assists in complying with the HIPAA Privacy disclosure accounting requirement. The PHIMT stores information about all disclosures, complaints, authorizations, restrictions and confidential communications that are made about or requested by a particular patient.
</p><p>Budgetary and Managerial Cost Accounting Data: Electronic budgetary and managerial cost accounting data associated with beneficiaries' interactions with the MHS, DVA, DHHS or contractual commercial healthcare providers.
</p><p>Clinical Data: Inpatient and outpatient medical records, diagnosis procedures, and pharmacy records.
</p><p>Occupational and Environmental Exposure Data: Electronic data supporting exposure-based medical surveillance; reports of incidental exposures enhanced industrial hygiene risk reduction; improved quality of occupational health care and wellness programs for the DoD workforce; hearing conservation, industrial hygiene and occupational medicine programs within the MHS; and timely and efficient access of data and information to authorized system users.
</p><p>Medical and Dental Resources: Electronic data used by the MHS for resource planning based on projections of actual health care needs rahter than projections based on past demand.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department Regulation; 10 U.S.C., Chapter 55; Pub. L. 104-91, Health Insurance Portability and Accountability Act of 1996; DoD 6025.18-R, DoD Health Information Privacy Regulation; 10 U.S.C. 1071-1085, Medical and Dental Care; 42 U.S.C. Chapter 117, Sections 11131-11152, Reporting of Information; 10 U.S.C. 1097a and 1097b, TRICARE Prime and TRICARE Program; 10 U.S.C. 1079, Contracts for Medical Care for Spouses and Children; 10 U.S.C. 1079a, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); 10 U.S.C. 1086, Contracts for Health Benefits for Certain Members, Former Members, and Their Dependents; DoD Instruction 6015.23, Delivery of Healthcare at Military Treatment Facilities (MTFs); DoD 6010.8-R, CHAMPUS; 10 U.S.C. 1095, Collection from Third Party Payers Act; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Data collected within and maintained by the Military Health Information System supports benefits determination for MHS beneficiaries between DoD, DVA, and DHHS healthcare programs, provides the ability to support continuity of care across Federal programs including use of the data in the provision of care, ensures more efficient adjudication of claims and supports healthcare policy analysis and clinical research to improve the quality and efficiency of care within the MHS.
</p><p>The electronic medical records portion of the system (EMR) addresses documenting and tracking environmental health readiness data located in arsenals, depots, and bases. Data collected and maintained is used to assess the medical and dental deployability of Service members for the purposes of pre- and post-deployment exams. This assists in recording health conditions before deployment and any changes during and after deployment.
</p><p>Data collected and maintained in the EMR system is used to perform disease management and the prevention of exacerbations and complications using evidence-based practice guidelines and patient empowerment strategies. Data collected and maintained in the EMR system is used in proactive health intervention activities for the active duty and non-active duty beneficiary population. Data collected and maintained is used to capture data on hearing loss and occupational exposures, to perform noise exposure surveillance and injury referrals to assess auditory readiness.
</p><p>Data collected and maintained in the EMR system is used to establish individual longitudinal exposure records using predeployment exposure records. These records are used as a baseline against new exposures to facilitate post-deployment follow-up and workplace injury root-cause analysis in an effort to mitigate lost work time within the DoD.
</p><p>Data collected within and maintained in the system is used for patient administration (including registration, admission, disposition and transfer); patient appointing and scheduling delivery of managed care; workload and medical services accounting; and quality assurance.
</p><p>Data collected will be provided to Special Oversight Boards created by applicable DoD authorities to investigate special circumstances and conditions resulting from a deployment of DoD personnel to a theater of operations.
</p><p>Data collected and maintained in electronic and paper records is used to track victims of sexual assault crimes, and medical and other support services provided to them. Data collected and maintained is also used to capture demographics and perform trend analysis.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To permit the disclosure of records to the Department of Health and Human Services (HHS) and its components for the purpose of conducting research and analytical projects, and to facilitate collaborative research activities between DoD and HHS.
</p><p>To the Congressional Budget Office for projecting costs and workloads associated with DoD Medical benefits. To the Department of Veterans Affairs (DVA) for the purpose of providing medical care to former service members and retirees, to determine the eligibility for or entitlement to benefits, to coordinate cost sharing activities, and to facilitate collaborative research activities between the DoD and DVA.
</p><p>To the National Research Council, National Academy of Sciences, National Institutes of Health, Armed Forces Institute of Pathology, and similar institutions for authorized health research in the interest of the Federal Government and the public. When not essential for longitudinal studies, patient identification data shall be deleted from records used for research studies. Facilities/activities releasing such records shall maintain a list of all such research organizations and an accounting disclosure of records released thereto.
</p><p>To local and state government and agencies for compliance with local laws and regulations governing control of communicable diseases, preventive medicine and safety, child abuse, and other public health and welfare programs.
</p><p>To federal offices and agencies involved in the documentation and review of defense occupational and environmental exposure data, including the National Security Agency, the Army corps of Engineers, National Guard, and the Defense Logistics Agency.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system, except as identified below.
</p><p><i>Note 1:</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p><p><i>Note 2:</i> Personal identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, except as provided in 42 U.S.C. 290dd-2, will be treated as confidential and will be disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2. The "Blanket Routine Uses" do not apply to these types of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on optical and magnetic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by individual's Social Security Number, sponsor's Social Security Number, Beneficiary ID (sponsor's ID, patient's name, patient's DOB, and family member prefix or DEERS dependent suffix), diagnosis codes, admission and discharge dates, location of care or any combination of the above.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Automated records are maintained in controlled areas accessible only to authorized personnel. Entry to these areas is restricted to personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of a cipher lock. Back-up data maintained at each location is stored in a locked room. The system will comply with the DoD Information Technology Security Certification and Accreditation Process (DITSCAP). Access to HMIS records is restricted to individuals who require the data in the performance of official duties. Access is controlled through use of passwords.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained until no longer needed for current business.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Executive Information/Decision Support Program Office, Six Skyline Place, Suite 809, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Program Manager, Joint Task Force Sexual Assault Prevention and Response, 1401 Wilson Blvd., Suite 402, Arlington, VA 22209-2318.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the TRICARE Management Activity Privacy Office, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3201 or Commander, Joint Task Force Sexual Assault Prevention and Response, 1401 Wilson Blvd., Suite 402, Arlington, VA 22209-2318.
</p><p>Requests should contain the full names of the beneficiary and sponsor, sponsor Social Security Number, sponsor service, beneficiary date of birth, beneficiary sex, treatment facility(ies), and fiscal year(s) of interest.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written requests to TRICARE Management Activity Privacy Office, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3201 or Commander, Joint Task Force Sexual Assault Prevention and Response, 1401 Wilson Blvd., Suite 402, Arlington, VA 22209-2318.
</p><p>Requests should contain the full names of the beneficiary and sponsor, sponsor's Social Security Number, sponsor's service, beneficiary date of birth, beneficiary sex, treatment facility(ies) that have provided care, and fiscal year(s) of interest.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual data records that are assembled to form the MHIS are submitted by the Military Departments' medical treatment facilities, commercial healthcare providers under contract to the MHS, the Defense Enrollment Eligibility Reporting System, the Uniformed Service Treatment Facility Managed Care System, the Department of Health and Human Services, the Department of Veterans Affairs, and any other source financed through the Defense Health Program.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 08" toc="yes">
<systemNumber>EDHA 08</systemNumber>
<subsection type="systemName">Defense Health Agency Survey and Study Data Base.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Health Cost Assessment and Program Evaluation Division, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Uniformed services beneficiaries enrolled in the Defense Eligibility Enrollment Reporting System (DEERS) who are eligible for medical and dental health care; veterans and their dependents; individuals who submit Medicare and/or Medicaid claims and are linked to DoD health care; DoD civilian employees and contractor personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records in the system include name, address, sponsor and dependents' Social Security Number (SSN) and/or DoD Identification (DoD ID) number, family member prefix, demographics categories that include age, sex, date of birth, telephone number, e-mail address, and military rank/civilian grade level, rank group (officer, enlisted, or civilian), patient identifier, and beneficiary category.</p><p>

Personal health information and clinical encounter data regarding interactions with health care systems, such as diagnoses, procedures, treatments, services, and benefits; self-reported health and health related response datasets such as surveys and focus groups; health care administrative data, such as inpatient, dental, outpatient, and pharmacy utilization rates; budgetary and managerial cost accounting data, such as claims processing, direct and purchased care workload, and costs; contingency tracking system data such as deployment status; and health plan eligibility and enrollment data.


</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1071 Notes, Annual Beneficiary Survey; 10 U.S.C. Chapter 55, Medical and Dental Care; 42 U.S.C. Chapter 117, Encouraging Good Faith Professional Review Activities; DoDI 6025.13, Medical Quality Assurance (MQA) in the Military Health System (MHS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To collect, assemble, interpret, analyze, report and publish survey and study findings and results for the purpose of improving the quality of DoD health care and the health status, welfare, and well-being of the DoD beneficiary population.  Uses of identifiable data include primary analysis; secondary analysis; non-response analysis; and cross-mapping analysis.  Results will only be reported in the aggregate.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>
To the Department of Health and Human Services and/or the Department of Veterans Affairs consistent with their statutory administrative responsibilities.
</p><p>
To the Office of Personnel Management for purposes related to DoD Federal employees and/or their health care benefits through DoD.
</p><p>
To local and state governments and agencies for compliance with local laws and regulations governing control of communicable diseases, preventive medicine and safety; child abuse; and other public health and welfare programs.
</p><p>
To academic, nonprofit, and commercial entities for surveys or authorized health research in the interest of the Federal Government and the public, where such releases are consistent with the mission of the Military Health System.  When not essential for longitudinal studies, patient identification data shall be deleted from records used for research studies.  
</p><p>
The DoD Blanket Routine Uses may apply to this system with the following noted exceptions:
</p>
<p><b>Note 1:</b> This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
</p>
<p><b>Note 2:</b> Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research which is conducted, regulated, requested, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name, DoD ID number or patient identifier, address, beneficiary category, sponsor and dependents SSN, family member prefix, demographic categories, such as age, sex, e-mail address, military rank/civilian grade level, and rank group (officer, enlisted, or civilian).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Media, data and/or records are maintained in a controlled area.  The computer system is accessible only to authorized personnel.  Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.  The system provides two-factor authentication including Common Access Cards or other means such as user ID/passwords.  Access to personal information is restricted to those who require the data in the performance of their official duties, and have received proper training relative to the Privacy Act of 1974, as amended, the HIPAA Privacy and Security Rules, and Information Assurance.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Hard copy surveys are destroyed after the information contained in survey responses is entered into a computer system.</p>

<p>Annual Beneficiary Survey, Destroy when 5 years old. 
</p>
<p>Inpatient, Outpatient and other Beneficiary Satisfaction Surveys, Destroy when 5 years old.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Health Cost Assessment and Program Evaluation Division, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Director, Defense Health Cost Assessment and Program Evaluation Division, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests should contain the name and number of this system of records notice, the individual's full name, current address, telephone number, and signature.
</p>
<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p>
<p>Requests should contain the name and number of this system of records notice, the individual's full name, current address, telephone number, and signature.
</p>
<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, DEERS, the Uniformed Services medical and dental treatment facilities, and facilities contracted by DoD to perform medical care for military members, former members, and dependents.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 09" toc="yes">
<systemNumber>EDHA 09</systemNumber>
<subsection type="systemName">Medical Credentials/Risk Management Analysis System (CCQAS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Armed Forces Institute of Pathology, Department of Legal Medicine, 8403 Colesville Road, Suite 860, Silver Spring, MD 20910-9813.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>The credentials and privileges component of the Centralized Credentials Quality Assurance System (CCQAS) includes all DoD Medical Treatment Facility (MTF) health care providers. The medical malpractice risk management component includes those health care providers who have been involved with medical malpractice cases. The adverse privilege actions component includes DoD health care providers who have been the subject of adverse privilege actions with the military health system. Health care beneficiaries whose medical treatment is the basis for medical malpractice or adverse privileging action.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The credentials and privileges component of CCQAS consists of personal identifier information of all DoD health care providers. Additional provider information includes demographic data, licensure data, education and graduate medical education information, specialty information, certification information and medical readiness data. The malpractice component relates to medical malpractice claims recorded against the Department of Defense. Record fields consist of provider information, allegation-related information, diagnosis and procedure information, dates of incident, filing and closure, injury information, Social Security Numbers of military sponsors of malpractice claimants, and professional review assessments. Adverse privilege action fields include provider information, the type of reasons for actions, and relevant dates. Subject records are "medical quality assurance records" if produced or compiled by the Department of Defense incident to an activity to assess the quality of medical care, including activities conducted by individuals, military medical or dental treatment facility committees, or other review bodies responsible for greatly assurance, credentials, infection control, patient care assessment (including treatment procedures, blood, drugs, and therapeutics), medical records, health resources management review and identification and prevention of medical or dental incidents and risks.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>42 U.S.C. 11131-11152 (Pub.L. 99-660, Health Care Quality Improvement Act of 1986); 10 U.S.C. 1102; DoD Directive 6025.14, DoD Participation in the National Practitioner Data Bank; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system collects and manages malpractice and adverse privilege actions claims data provided by the military services.
</p><p>Data are also used to manage credentials and privileges of health care providers in the Military Health System, and to conduct trend analysis on provider and malpractice data in keeping with DoD Medical Quality Assurance programs. Data from this system is use to report DoD adverse privileging actions and malpractice data to the National Practitioner Data Bank and to the state licensing boards of the individual provider.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Department of Health and Human Services for inclusion in the National Practitioner Data Bank and to state licensing authorities for the purpose of reporting DoD adverse privileging actions and malpractice data as provided in 42 U.S.C. 11131-11152.
</p><p>If the records are "medical quality assurance records," they may be disclosed outside the DoD as a routine use only as follows:
</p><p>To a Federal executive agency or private organization, if such medical quality assurance record or testimony is needed by such agency or organization to perform licensing or accreditation functions related to DoD health care facilities or to perform monitoring, required by law, of DoD health care facilities.
</p><p>To an administrative or judicial proceeding commenced by a present or former DoD health care provider, concerning the termination, suspension, or limitation of clinical privileges of such health care provider.
</p><p>To a governmental board or agency or to a professional health care society or organization, if such medical quality assurance record or testimony is needed by such board, agency, society, or organization to perform licensing, credentialing, or the monitoring of professional standards with respect to any health care provider who is or was a member or an employee of the DoD.
</p><p>To a hospital, medical center, or other institution that provides health care services, if such medical quality assurance record or testimony is needed by such institution to assess the professional qualifications of any health care provider who is or was a member or employee of the DoD and who has applied for or been granted authority or employment to provide health care services in or on behalf of such institution.
</p><p>To a criminal or civil law enforcement agency or instrumentality charged under applicable law with the protection of the public health or safety, if a qualified representative of such agency or instrumentality requests that such record or testimony be provided for a purpose authorized by law.
</p><p>To officials of an administrative or judicial proceeding commenced by a criminal or civil law enforcement agency or instrumentality to serve the defined purposes proposed for that proceeding.
</p><p>The "˜Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices do not apply to medical quality assurance records maintained in this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on paper and on a microcomputer system.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Hard copy is filed by the sponsor's Social Security Number. Electronic records may be accessed by search of the Social Security Number of the health care provider or in the case of a patient, by the Social Security Number of the military sponsor.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by authorized personnel having an official need-to-know who have been trained for handling Privacy Act data. Hard copy records are maintained in locked cabinets in restricted access areas. Access to computer files is restricted to a user IDs and password system managed by the CCQAS system administrator.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until NARA disposition is approved, treat as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.
</p><p>Requests for information should contain the full name of the health care provider or military sponsor, the requesting individual's Social Security Number (or Social Security Number of a military sponsor, if inquiry is by a claimant), military department and medical facility and signature of the requester, and the time frame in which the case record was developed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.
</p><p>Requests for access should contain the full name of the health care provider or military sponsor, the requesting individual's Social Security Number (or Social Security number of a military sponsor, if inquiry is by a claimant), military department and medical facility and signature of the requester, and the time frame in which the case record was developed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Medical facilities of the military departments, the National Practitioner Data Bank, and other health care practitioners.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 10" toc="yes">
<systemNumber>EDHA 10</systemNumber>
<subsection type="systemName">DoD Women, Infants, and Children Overseas Participant Information Management System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Choctaw Contracting Services, 2161 NW Military Highway, Suite 214, San Antonio, TX 78213-1844, and at Department of Defense (DoD) installations located outside the United States.  For a complete listing of facility addresses that maintain records, contact the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Armed Forces, civilian employees, and DoD contractors, and their family members, who apply for the DoD Women, Infants, and Children (WIC) Overseas Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records about the applicant or participant may include:  name; truncated Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number); contact information (telephone numbers, mailing addresses, and e-mail addresses); demographic information (gender, race, ethnicity, date of birth, and marital status); household income; spousal information (name, contact, and education information); information about children (number, names, and dates of birth); education of primary caregiver; employment information; primary household languages; medical history and conditions related to nutritional needs; nutrition information; and WIC Overseas Program benefits or other nutritional services received.
</p>
<p>Records about the sponsor may include:  name; truncated SSN and/or DoD ID Number; contact information; military status; military records; spouse's name and contact information; and other family members' names and contact information.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1060a, Special supplemental food program; 42 U.S.C. Chapter 13A, Child Nutrition; 7 CFR Part 246, Special Supplemental Nutrition Program for Women, Infants and Children; 32 CFR 199.23, Special Supplemental Food Program; HA Policy 09-004, Policy Memorandum for Women, Infants, and Children Overseas Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To determine whether applicants are eligible for enrollment in the WIC Overseas Program, provide benefits to participants, and evaluate the effectiveness of those benefits.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may be specifically disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses may apply to this system of records.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper files and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, truncated SSN and/or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in access controlled facilities.  Physical entry is restricted by the use of locks, guards, or administrative procedures to officials who require access to perform their official duties.  Computer terminals are located in supervised areas with access control.  Electronic system access requires either a Common Access Card and personal identification number or a unique logon identification and password that must be frequently changed.  Access to the electronic system is further restricted based on user responsibility.  Proper data protection training is required for all personnel whose official duties require access to the records.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records maintained in electronic format are considered a duplicate copy of the hard copy record and will be destroyed when no longer needed for business purposes/functions.  Electronic files stored at the Choctaw Contracting Services system location (consolidated files) will be destroyed three years after termination (no longer active) and electronic files stored at DoD installations located outside the United States will be deleted one year after termination.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, WIC Overseas Program, TRICARE Overseas Program Office, Defense Health Agency, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

</p><p>Requests should contain the individual's full name, truncated SSN or DoD ID Number, current address, and telephone number.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests should contain the individual's full name, truncated SSN or DoD ID Number, current address, telephone number, and signature.  Records should also include the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>WIC Overseas Program applicants, participants, and sponsors.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    
    <section id="EDHA 11" toc="yes">
<systemNumber>EDHA 11</systemNumber>
<subsection type="systemName">Defense Medical Human Resources System--internet (DMHRSi).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 222042-5101.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Duty Military, Reserve, National Guard, civilian employees who are assigned to or are part of the Military Health System or the Defense Health Agency (DHA), and includes non-appropriated fund employees, DoD contractors, and volunteers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual’s name, date of birth, Social Security Number (SSN) and/or DoD Identification (ID) Number, National Provider Identifier (NPI), Common Access Card (CAC) expiration date, gender, place of birth, citizenship, home address, home telephone number, business e-mail address, work address, work telephone number, race/ethnicity, marital status, medical training information including class names and class dates, military rank information, specialty, licensure, educational background, personnel security clearance data, medical readiness training and other health information required to determine an individual’s fitness to perform their duties.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 12656, Assignment of Emergency Preparedness Responsibilities; DoDD 5136.01, Assistant Secretary of Defense for Health Affairs (ASD(HA)); DoDI 1322.24, Medical Readiness Training; DoD 6010.13-M, Medical Expense and Performance Reporting System for Fixed Military Medical and Dental Treatment Facilities Manual; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To consolidate all of the human resources functions and permit ready access to manpower, personnel readiness, labor cost assignment, and education and training information across the DoD medical enterprise.  This system of records provides a single database source of instant query/access for all personnel types and the readiness posture of all DoD medical personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords">
    <xhtmlContent>
        <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

        <p>
            The DoD Blanket Routine Uses set forth at the beginning of the Defense Privacy and Civil Liberties Division compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

        </p>
    </xhtmlContent>
</subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name and SSN and/or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Systems are maintained in a controlled area accessible only to authorized personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.</p>
<p>Users must have a CAC and an active user account in DMHRSi in order to access records created or maintained within the system.  Access to personal information is restricted to those who require the data in the performance of their official duties.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief/Deputy Program Manager, Resources Division, Solutions Delivery Division, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. 

Written requests should contain the individual’s full name, home address, home phone number, and SSN/DoD ID number, the identifier of this system of records notice, and signature.</p>
<p>If requesting information about a legally incompetent person, the request must be made by the legal guardian or person with legal authority to make decisions on behalf of the individual.  Written proof of that status may be required before the existence of any information will be confirmed.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

Written requests for information should include the individual’s full name, home address, home phone number, and SSN/DoD ID number, the identifier of this system of records notice, and signature.</p>
<p>If requesting information about a legally incompetent person, the request must be made by the legal guardian or person with legal authority to make decisions on behalf of the individual.  Written proof of that status may be required before any records will be provided.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:  I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>DoD pay and personnel systems, the Defense Enrollment Eligibility Reporting Systems (DEERS), DoD medical facilities personnel, DoD supervisors, and DoD operational records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="EDHA 12" toc="yes">
<systemNumber>EDHA 12</systemNumber>
<subsection type="systemName">Third Party Collection System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary:  General Dynamics Information Technology, Corporate Office Properties Trust (COPT) Data Center Solutions DC-6, 9651 Hornbaker Road, Manassas, VA 20109-3976.</p>
<p>Alternate:  General Dynamics Information Technology, 11400 Westmoor Circle, Westminster, CO 80021-2735.</p>
<p>For a complete listing of all facility addresses write to the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Uniformed Services (including Reserve and National Guard personnel) and their dependents and retired military members and their dependents who receive or have received health services approved by DoD; contractors participating in military deployments or related operations who receive or have received medical or dental care at a military treatment facility (MTF); DoD civilian employees (to include non-appropriated fund employees), and other individuals who receive or have received medical or dental care at an MTF.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual Data:  Patient name, DoD Identification Number (DoD ID Number), Social Security Number (SSN)(or foreign identification), citizenship, whether treatment was outpatient or inpatient, outpatient visit date and time, date of birth, address, email address, home and cell phone telephone numbers, gender, marital status, emergency contact information, driver's license number, family member prefix, and relationship to policy holder; sponsor or insurance policy holder name, SSN or DoD ID Number, and date of birth; other covered family member name(s), SSN, and date of birth; and, if applicable, Medicare and Medicaid coverage data.</p>
<p>Insurance Policy Information Data:</p><p>  Policy number or identification, card holder identification, group number, group name, enrollment plan/code, policy effective date, policy category, policy end date, insurance company name, address, and telephone number, insurance type, policy holder, and whether policy holder is insured through their employer; pharmacy insurance company name, address, and phone number, and pharmacy policy number, BIN number, and patient identification number.</p>
<p>Employer Information data:</p><p>  Employer name, address, and telephone number.</p>
<p>Billing Information Data:</p><p>  Bill type (MTF, clinic, pharmacy, laboratory/radiology, or ambulance), name and location of MTF, whether treatment was outpatient or inpatient, outpatient visit date and time, inpatient admission and discharge dates and time, patient identification number, patient name, provider code/description, office visit code description, Medical Expense and Performance Reporting System code/description, diagnosis code/description, billing amount, user who created the bill, date bill was created, status of bill, and source of billing data.</p>
<p>Accounting Information Data:</p><p>  Control number, transaction code, debit amount, credit amount, check number, batch posting number, balance, patient identification number, patient name, encounter date, comments, entry date, and follow-up date.</p>
<p>Insurance Company Data: </p><p> Tables for insurance company, policy, provider, fees, codes, rates, and procedure maintenance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1079b, Procedures for charging fees for care provided to civilians; retention and use of fees collected; 10 U.S.C. 1095, Health care services incurred on behalf of covered beneficiaries: collection from third-party payers; 42 U.S.C. Chapter 32, Third Party Liability For Hospital and Medical Care; 28 CFR Part 43, Recovery of Costs of Hospital and Medical Care and Treatment Furnished by the United States; 32 CFR Part 199, Civilian Health and Medical Program for the Uniformed Services (CHAMPUS); 32 CFR Part 220, Collection from Third Party Payers of Reasonable Charges for Healthcare Services; DoD Instruction 6015.23, Foreign Military Personnel Care and Uniform Business Offices in Military Treatment Facilities (MTFs); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide the Military Services medical billing, collections, and reporting processes for users at multiple locations, and to serve as the single source of financial information for the accounting of uniform business office accounts receivable.</p>
<p>To assist the Defense Finance Accounting Service (DFAS) in collecting delinquent debts.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To interface with all commercial insurance carriers and parties against whom recovery has been sought by the DoD Military Health System (MHS), as well as all parties involved in support of the collection activities for health care approved by the DoD.</p>
<p>To the Departments of Treasury, Veterans Affairs, and Homeland Security in order to obtain reimbursement to the DoD for medical services provided by the MHS to beneficiaries and workforce members of such Departments.</p>
<p>To other persons or organizations, including other health insurers, Medicare, and Medicaid, who may be liable for payment for health care and medical services provided to an individual by the MHS.</p>
<p>To data clearinghouses for the purpose of converting the medical and pharmacy claims to an industry-wide format then forwarding to insurance companies (and other payers) electronically for payment.</p>
<p>Except as stipulated in <i>Note 1</i> and <i>Note 2</i>below, the DoD Blanket Routine Uses set forth at the beginning of the Defense Privacy and Civil Liberties Division compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>
<p><i>Note 1:</i>This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>
<p><i>Note 2: </i> Records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Patient name, SSN (or foreign identification) or DoD ID Number, insurance company name, date range, sponsor name, sponsor SSN or DoD ID Number, or patient identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to the information technology (IT) system location is restricted by visitor escort, access rosters, and photo identification.  Adequate locks are on doors and server components are secured in a locked computer room with limited access.  Each end user device is protected within a locked storage container, room, or building outside of normal business hours.  All visitors and other persons that require access to facilities that house servers and other network devices supporting the IT system that do not have authorization for access are escorted by appropriately screened/cleared personnel at all times.</p>
<p>Access to the IT system is role-based and a valid user account is required.  The system is Public Key Infrastructure-enforced with two-factor authentication and can be accessed by use of Common Access Card and personal identification number.  Authorized personnel must have appropriate Information Assurance training, HIPAA training, and Privacy Act training.</p>
<p>Paper records are protected by the security and policies in place at the locations where they are held.  All locations are within or under contract with the MHS, and require personnel to undergo appropriate training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Close out at end of the calendar year in which received.  Destroy 10 year(s) after cut off.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, DHA Solutions Delivery Division, Clinical Support, Fort Sam Houston, San Antonio, TX 78234-2639.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>
<p>Requests should contain the name and number of this system of records notice, the individual’s full name, current address, home or cell phone telephone number, SSN or DoD ID Number, and signature.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format: 
If executed outside the United States:  'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).' 
If executed within the United States, its territories, possessions, or commonwealths:  'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>
<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or person with legal authority to make decisions on behalf of the individual. Written proof of that status may be required before the existence of any information will be confirmed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>
<p>Requests should contain the name and number of this system of records notice, the individual’s full name, current address, home or cell phone telephone number, SSN or DoD ID Number, and signature.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format: 
If executed outside the United States:  'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).' 
If executed within the United States, its territories, possessions, or commonwealths:  'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>
<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian or person with legal authority to make decisions on behalf of the individual. Written proof of that status may be required before any records will be provided.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The Composite Health Care System (CHCS) and the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 14" toc="yes">
<systemNumber>EDHA 14</systemNumber>
<subsection type="systemName">Computer/Electronic Accommodations Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Computer/Electronic Accommodations Program, Skyline 5, Suite 302, 5111 Leesburg Pike, Falls Church, VA 22041-3891.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All Federal employees and members of the Armed Forces with disabilities that can be addressed with assistive technology solutions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information includes employee name, grade level, occupational series, prior assistive technology solutions provided to the individual, work email, work address, work telephone number, Federal Agency, computer/electronic accommodations program request number, disability data, history of accommodations being sought and their disposition, and other documentation used in support of the request for an assistive technology solution. Product and vendor contact information includes orders, invoices, declination, and cancellation data for the product and identification of vendors, vendor products used, and product costs.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1582, Assistive technology, assistive technology devices, and assistive technology services; 29 U.S.C. 794d, Electronic and information technology; 42 U.S.C. Chapter 126, Equal Opportunity For Individuals With Disabilities; and DoD Instruction 6025.22, Assistive Technology (AT) for Wounded Service Members.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To administer the Computer/Electronic Accommodations Program, a centrally funded program that provides assistive (computer/electronic) technology solutions to individuals with hearing, visual, dexterity, cognitive, and/or communications impairments in the form of an accessible work environment. The system documents and tracks provided computer/electronic accommodations. May also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal Government agencies participating in the Computer/Electronic Accommodations Program for purposes of providing information as necessary to permit the agency to carry out its responsibilities under the program.
</p><p>To commercial vendors for purposes of providing information to permit the vendor to identify and provide assistive technology solutions for individuals with disabilities.
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by employee name, Federal Agency, computer/electronic accommodations program request number, work address, work telephone number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in controlled areas accessible only to authorized DoD personnel. Access to personal information is further restricted by the use of Common Access Card and user ID/passwords. Paper records are maintained in a controlled facility where physical entry is restricted by the use of locks, guards, or administrative procedures. All records are maintained by the DoD.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Case files are destroyed three (3) years after employee separation from the agency or all appeals are concluded, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Senior Program Manager, Computer/Electronic Accommodations Program, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3891.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to TRICARE Management Activity, Department of Defense, ATTN: TMA Privacy Officer, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.
</p><p>Request should contain name, work address, work telephone number, and type of disability.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to TRICARE Management Activity, Attention: Freedom of Information Act Requester Service Center, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p><p>Request should contain full name, Federal Agency, computer/electronic accommodations request number, work address, work telephone number, the name and number of this system of records notice, and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information provided by the individual and human resources databases maintained by DoD and the Federal Government agencies participating in the Computer/Electronic Accommodations Program.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 16" toc="yes">
<systemNumber>EDHA 16</systemNumber>
<subsection type="systemName">Special Needs Program Management Information System (SNPMIS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Medical Logistics Standard Support (DMLSS) Program Office, Six Skyline Place, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3215.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Children of members of the Armed Forces and civilians who are entitled to receive early intervention and special education services from the Department of Defense under the Individuals with Disabilities Education Act (IDEA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; Social Security Number; family member prefix (FMP); date of birth; sponsor data include name and Social Security Number; sponsor and spouse rank or title, and sponsor's unit; phone numbers of the child's and parents' home, work; and school address; other child care locations and provider's name and title that evaluate and provide intervention; clinics and medical summaries; individual educational program plans; Educational and Developmental Intervention Services process and activities data include referral; evaluation; eligibility; and service plans. Service data includes documentation of service activities.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 95-561, Defense Dependents Education Act of 1978; Public Law 105-85 (DoD FY 1998 Authorization Act) Section 108 and 765; Deputy Secretary of Defense Memorandum, "Accelerated Implementation of Migrations Systems, Data Standards, and Process Improvement" 13 October 1993; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness 20 U.S.C Chapter 33, Education Of Individuals With Disabilities; 20 U.S.C. Sections 921 and 1400, Individuals with Disabilities Education Improvement Act of 2004; DoD Instruction 1342.12, Provision of Early Intervention and Special Education Services to Eligible DoD Dependents; DoD 8000.1, Defense Information Management Program; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To document the treatment and activities of the Special Needs and Educational and Developmental Intervention Services (EDIS) procedures as they pertain to special educational and/or medical needs of children and family members; to perform outreach and prevention activities; to conduct assessment and survey activities; to compile database for statistical analysis, tracking, and reporting; evaluate program effectiveness; and to conduct research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under the 5 U.S.C. 552a(b) of the Privacy Act, records of information contained therein are not disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) of the Privacy Act.
</p><p>To the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) during an on-site survey for the purpose of achieving accreditations for compliance with certain standards and accreditation requirements.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD's compilation of systems of records notices apply to this system.
</p><p><i>Note:</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by patient name, sponsor's Social Security Number, Family Member Prefix, and provider's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, or monitored area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is limited to those who require the records to perform their official duties. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (treat records as permanent until the National Archives and Records Administration have approved the retention and disposition schedule).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Military Health Systems/Program Executive, Defense Medical Logistics Standard Support Program Office, Six Skyline Place, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3215.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address inquires to Educational and Developmental Intervention Services clinics or Medical Records Department of the participating Medical Treatment Facility where the child's service was provided.
</p><p>Requests should contain individual's full name, individual's Family Member Prefix, and individual's sponsor's SSN.
</p><p>Requests for a list of participating Educational and Developmental Intervention Services clinics can be obtained by addressing written inquires to Military Health System/Program Executive, Defense Medical Logistics Standard Support Program Office, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3201.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Educational and Developmental Intervention Services clinics or Medical Records Department of the participating Medical Treatment Facility where the child service was provided.
</p><p>Requests should contain the child's full name, family member prefix, and the sponsor's SSN.
</p><p>Requests for a list of participating Educational and Developmental Intervention Services clinics can be obtained by addressing written inquires to Military Health System/Program Executive, Defense Medical Logistics Standard Support Program Office, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3201.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual to whom the record pertains; reports from physicians and other medical department personnel; reports and information from other sources including educational institutions; medical institutions; public and private health; and welfare agencies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 17" toc="yes">
<systemNumber>EDHA 17</systemNumber>
<subsection type="systemName">Defense Nutrition Management Information System (NMIS)
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location: Defense Medical Logistics Standard Support (DMLSS) Program Office, Six Skyline Place, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3215.
</p><p>Secondary locations: Service Medical Treatment Facility Medical Centers and Hospitals: Uniformed Services Treatment Facilities.
</p><p>For a complete listing of all facility addresses, write to the system manager.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Armed Forces, their family members, and other individuals entitled to DoD health care that receive nutrition care intervention at one or more of DoD's Medical Treatment Facilities (MTFs) or at MTF Clinics for a specific diagnosis. Nutrition intervention can be received as either an inpatient or outpatient.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of the patient name, sponsor Social Security Number, patient Social Security Number, patient Family Member Prefix (FMP), patient age/date of birth, diet type, and medical treatment information including laboratory results, medications and nutrition outcomes associated with the diagnoses that are related to nutrition care.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Public Law 105-85 (DoD FY 1998 authorization Act) Section 108 and 765; DoD 1338.10, Manual for the Department of Defense Food Service Program; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To facilitate the Medical Nutrition Therapy (MNT) Health Care Program and to control health care costs. The Medical Nutrition Therapy will enable the provider to track a patient's progress in relation to the nutrition care outcomes associated with the diagnosis. The program provides an effective and efficient method of preventing inpatient episodes, lowering morbidity, and progressing towards optimal health.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Other than those disclosures generally permitted under the 5 U.S.C. 552a(b) of the Privacy Act, those records of information contained therein are not disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) of the Privacy Act.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD's compilation of systems of records notices apply to this system.
</p><p><i>Note:
</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the used and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by patient name, sponsor's Social Security Number, and family member prefix.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, limited access, or monitored area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is limited to those who require the records to perform their official duties. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (treat records as permanent until the National Archives and Records Administration have approved the retention and disposition schedule).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Military Health Systems/Program Executive Officer, Defense Medical Logistics Standard Support (DMLSS) Program Office, Six Skyline Place, 5109 Leesburg Pike, Suite 908, Falls Church, VA 22041-3215.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records can obtain the information by writing to TRICARE Management Activity, Privacy Act Office, Skyline 5, 511 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Requests for a list of participating DoD's Medical Treatment Facilities can be obtained by addressing written inquires to TRICARE Management Activity, Privacy Office, Skyline 5, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Requests should contain individual's full name, individual's Family Member Prefix, and individual's sponsor's SSN.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records should address written inquiries to TRICARE Management Activity, Privacy Office, Skyline 5, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Requests for a list of participating DoD's Medical Treatment Facilities can be obtained by addressing written inquires to TRICARE Management Activity, Privacy Office, Skyline 5, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
</p><p>Requests should contain individual's full name, individual's Family Member Prefix, and individual's sponsor's SSN.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual to whom the record pertains; reports from physicians and other medical department personnel; reports and information from other sources including Composite Health Care System (CHCS).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
	</p></xhtmlContent></subsection></section>
<section id="EDHA 18" toc="yes">
<systemNumber>EDHA 18</systemNumber>

<subsection type="systemName">Research Regulatory Oversight Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Health Readiness Policy and Oversight, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military, civilian and contractor investigators who engage in or conduct DoD-supported research involving human or animal subjects; and military, civilian or contractor personnel from other Federal agencies, responsible for the review, approval, and regulatory oversight of DoD-supported research involving human or animal subjects.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, work and home address; work and personal e-mail; work and personal telephone number, resume, employment information.  Documentation of training and certifications required to conduct research involving human or animal subjects or necessary to conduct review, approval, and regulatory oversight of such DoD-supported research.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 32 CFR 219, Protection of Human Subjects; DoD Directive 5136.01, Assistant Secretary of Defense for Health Affairs (ASD(HA); DoDI 3216.01, Use of Animals in DoD Programs; and DoDI 3216.02, Protection of Human Subjects and Adherence to Ethical Standards in DoD Supported Research.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To collect information on the training and qualifications of those individuals conducting research involving human and/or animal subjects.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3)as follows:</p>

<p>To Federal, State, local, or foreign government agencies for identification, tracking and oversight of authorized research procedures and tracking of individual researchers and reviewers involved in the process.
</p>
<p>To private business entities for matters relating to eligibility, quality assurance, peer review and program integrity.
</p>
<p>The DoD Blanket Routine Uses may apply to this system of records.

</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Media, data and/or records are maintained in a controlled area. The computer system is accessible only to authorized personnel. Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures. The system provides two-factor authentication including Common Access Card and password. Access to personal information is restricted to those who require the data in the performance of their official duties, and have received proper training relative to the Privacy Act of 1974 and Information Assurance.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 10 years after completion or termination of the research protocol (coincides with the term of the research) and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Deputy Assistant Secretary of Defense (Force Health Protection and Readiness Programs), Research Regulatory Oversight Office, Skyline 4, Suite 901, 5113 Leesburg Pike, Falls Church, VA 22041-3206.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Program Manager, Deputy Assistant Secretary of Defense (Force Health Protection and Readiness Programs), Research Regulatory Oversight Office, Skyline 4, Suite 901, 5113 Leesburg Pike, Falls Church, VA 22041-3206.
</p><p>Requests should contain the full name of the individual, work address, work telephone number, and must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to TRICARE Management Activity, Attention: Freedom of Information Act Requester Service Center, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p><p>Requests must include the name and number of this system of record notice, individual's name and address, and must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 19" toc="yes">
<systemNumber>EDHA 19</systemNumber>
<subsection type="systemName">Defense Occupational &amp; Environmental Health Readiness System--Industrial Hygiene (DOEHRS-IH).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA), 3326 General Hudnell Drive, San
Antonio, Texas 78226-1834.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Armed Forces; Department of Defense (DoD)-affiliated personnel
(includes DoD civilian employees, DoD contractors, and DoD foreign national employees) who live or work in areas
requiring longitudinal data related to occupational, environmental, or public health.
</p><p>Spouses and dependents of members of the Armed Forces and DoD-affiliated personnel if such spouse or dependent is in
the area of a perceived or actual occupational, environmental, or public health event.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Identifying records: Individual's name, Social Security Number (SSN), DoD
Identification Number (DoD ID Number) (or foreign identification number), date of birth, gender, race/ethnicity,
citizenship, home and work email address, occupation, pay plan, pay grade, rank, service affiliation, assigned unit
government agency affiliation, business address and telephone number.
</p><p>Event-based records include home or local address and telephone number.
</p><p>Designated event records: Occupational, environmental, and public health data on the nature and/or scope of the event
and monitoring and/or surveillance data; personal protective equipment recommendations and usage; observed occupational
and environmental health practices; individual health education and training data; public health emergency, disaster, and
incident response occupational and environmental monitoring and/or surveillance data; location reporting on an
individual's location(s) and time at those location(s) within the designated threat area; medical countermeasure
recommendations and use; and population health education data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and
Logistics; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C Chapter 55, Medical and Dental
Care; 29 U.S.C 651, Congressional Statement of Findings and Declaration of Purpose and Policy; DoDD 4715.1E, Environment,
Safety, and Occupational Health (ESOH); DoDI 6055.1, DoD Safety and Occupational Health (SOH) Program; DoDI 6055.05,
Occupational and Environmental Health (OEH); DoDI 6055.17, DoD Installation Emergency Management (IEM) Program; DoDI
6200.03, Public Health Emergency Management Within the Department of Defense; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish a database for longitudinal exposure recordkeeping and reporting to
support occupational and environmental health surveillance (OEHS), public health surveillance, health risk management,
and medical surveillance; and to provide this data in support of medical treatment, occupational and environmental
illness evaluations, disability determinations, and claims adjudication.
</p><p>To complete the collection and analysis of threat exposures for designated event areas in all phases of military
operations and as a result of actual or perceived natural disasters, hazardous material releases,
chemical/biological/nuclear accidents which may affect DoD-affiliated personnel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of
the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Departments of Veterans Affairs (VA) and Labor (DOL), and the Social Security Administration, to support the
adjudication of disability and other pending claims of individuals.
</p><p>To the VA, and other federal agencies and private physicians to inform and support the medical care of individuals.
</p><p>To the Department of Health and Human Services and the Occupational Health and Safety Administration, and other
federal agencies to comply with statutory and regulatory requirements.
</p><p>To government and non-government organizations for the conduct of health-related research, including epidemiologic
studies, following review by an Institutional Review Board. The DoD Blanket Routine Uses set forth at the beginning of
the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.
</p><p>Note:</p><p> This system of records may contain individually identifiable health information. The DoD Health
Information Privacy Regulation (DoD 6025.18-R), issued pursuant to the Health Insurance Portability and
Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative
Requirements and Security &amp; Privacy, respectively, applies to most such health information. DoD 6025.18-R may
place additional procedural requirements on the uses and disclosures of such information beyond those found in the
Privacy Act of 1974, as amended, or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual SSN, DoD ID Number, foreign identification number (if applicable)
and/or name, or any combination of the foregoing.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to system location restricted by cipher locks, visitor escort,
access rosters, and photo identification. Adequate locks are on doors and server components are secured in a locked
computer room with limited access. All visitors and other persons are escorted by appropriately screened/cleared
personnel at all times.
</p><p>Access to the system requires two-factor authentication including Common Access Card (CAC) or, for some users, a user
name and password (which must be renewed every sixty (60) days). Authorized personnel must have appropriate Information
Assurance, HIPAA, and Privacy Act of 1974 training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (treat records as permanent until the National Archives and
Records Administration (NARA) approves the proposed retention and disposition).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Health Readiness Policy and Oversight, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Program Manager, Health Readiness Policy and Oversight, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. 
</p>
<p>Requests should contain the name and number of this system of records notice individual's full name, work address, work telephone number and signature.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information Act Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests must include the name and the number of this system of record notice, the individual's full name, work address, work telephone number, and signature.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Selected electronic data elements extracted from the Defense Enrollment
Eligibility Reporting System (DEERS), DoD and Service-level accountability systems, as well as industrial hygienists,
bioenvironmental engineers, public health officers, environmental science officers, and other professionals supporting
the authorities cited.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 20" toc="yes">
<systemNumber>EDHA 20 DoD</systemNumber>
<subsection type="systemName">Department of Defense Suicide Event Report (DoDSER) System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Fort Detrick Network Enterprise Center (NEC), 1422 Sultan Drive, Fort Detrick, MD 21702-5020.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who are Active Duty, Reserve, and National Guard Component personnel serving in the Air Force, Army, Navy, and/or Marines, with reportable suicide or self-directed violence (to include self-harm behaviors, suicide attempts, and suicidal ideation) while on active duty or serving as a member of the Reserves (Reportable Event).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Demographic records:  Name, Social Security Number (SSN) and/or DoD Identification (DoD ID) number, date of birth, gender, race/ethnic group, marital status, rank/pay grade, religious preference, military service, military status, job title, service duty specialty code, duty environment/status, Unit Identification Code, permanent duty station, the major command of the permanent duty station, temporary duty station (if applicable), home address, home phone number, and deployment history.</p>
<p>Reportable Event records:</p>
<p>Reportable Event type or description; individual’s residence at time of event; circumstances of event; potential precipitating factors and psychological stressors at the time of the event; post-intervention activities, and, if applicable, medical facility, unit or military treatment facility where Reportable Event occurred.</p>
<p>Other records:</p>
<p>Individual’s use of military and community helping services, past military experience, medical treatment, psychological, and legal records; social history; medical history; event details, including prior suicidal behaviors; behavioral, developmental, and economic, education/training history; form completer information (name, rank/grade, and contact information); and data sources used to compile records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 55, Medical and Dental Care; DoD Directive (DoDD) 5124.02, Under Secretary of Defense for Personnel and Readiness (USD(P&amp;R)); DoDD 5136.01, Assistant Secretary of Defense for Health Affairs (ASD(HA)); DoDD 6490.02E, Comprehensive Health Surveillance; DoDD 6490.14, Defense Suicide Prevention Program; Army Regulation 600-63, Army Health Promotion; OPNAV Instruction 1720.4A, Suicide Prevention Program; Air Force Instruction 90-505, Suicide Prevention Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish, collect, and maintain integrated DoD enterprise and survey data to be used for direct reporting of Reportable Events involving individuals on Active Duty or serving in the Reserves, supporting ongoing population-based health surveillance activities and public health within DoD, and for analysis.  Surveillance activities include the systematic collection, analysis, interpretation, and reporting of outcome-specific data for use in planning and development of best practices, education, public health within DoD, and training on protocols for identifying, responding to, and managing individuals at increased risk of suicide; and implementation, evaluation, and prevention of suicide behaviors and Reportable Events within the DoD.</p>
<p>Records in this system may be made available to the Military Services to provide Service level integrated enterprise and analysis data for Service level direct reporting requirements; to provide the Services with data for planning, implementation, evaluation, and prevention of suicide behaviors; to support Service-level population-based health surveillance activities; to facilitate Service-level behavioral health and medical care and treatment programs; and, to the extent the information provided does not include personally identifiable information, to provide or permit compilation of command level reports and/or trend reporting at a military installation level.</p>
<p>Records in this system may be made available to DoD components that are designated as public health authorities within DoD to support DoD suicide prevention and resilience programs, provide DoD-wide comprehensive strategic approaches for suicide prevention, postvention, and surveillance; assist the Military Services to reduce the impact of suicidal self-directed violence on the readiness of the Military Services; fuse, analyze, and assess DoD-wide surveillance and research activities related to suicidal self-direct violence and other high risk activities to identify risk factors and key outcomes to inform suicide prevention policies and programs; and otherwise fulfill such DoD public health authority's responsibilities.
</p></xhtmlContent></subsection>
    <subsection type="routineUsesOfRecords">
        <xhtmlContent>
            <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
            </p>
            <p>Statistical summary data with no personally identifiable information may be provided to public health authorities and to federal, state, and local governments not a part of DoD for health surveillance and research.</p>
            <p>Records in this system of records that are part of an individual's Service Treatment Record (STR) as defined in DoD Instruction 6040.45, November 16, 2015 (USD(P&amp;R)), and in any successor DoD issuances, and may be provided to the Veterans Administration (VA) in connection with the individual's separation from Service.  Such STR-related records in this system may be provided directly to the VA or collected with STR-related records not part of this system and made available to VA.</p>
            <p>Except as stipulated in NOTE 1 and NOTE 2 below, the DoD Blanket Routine Uses set forth at the beginning of the Defense Privacy and Civil Liberties Division compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
            <p><b>Note 1:</b>  This system of records may contain individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
            </p>
            <p><b>Note 2:</b>  Records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2.
            </p>
        </xhtmlContent>
    </subsection>
 
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual’s name and SSN or DoD ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to the system is restricted by the use of locks, access controls, and is accessible only to authorized personnel.  Each system end user device is protected within a locked storage container, room, or building outside of normal business hours.  All visitors or other persons without authorized access to server and/or network facilities are escorted by appropriately screened/cleared personnel at all times.  The system is restricted by two-factor authentication including Common Access Card (CAC) and personal identification number.  All personnel with authorized access to the system must have appropriate and applicable Information Assurance, Privacy Act, and HIPAA training.  All access to records is tracked by electronic audit logs.  Audit logs are always on and are archived for historical review and tracking.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>DoDSER System Master File: Cutoff annually upon separation or retirement of service member.  Transfer to inactive storage when 25 years old.  Destroy when 75 years old.  DoDSER System Annual Reports:  Cutoff annually after report is published.  Transfer to NARA 3 years after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Center for Telehealth &amp; Technology (T2) Defense Centers of Excellence, 9933 West Hayes Street, Madigan Army Medical Center, Joint Base Lewis-McChord, Tacoma, WA 98431-1100.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p> 
<p>Written requests should contain the individual’s full name, home address, home phone number, and SSN/DoD ID number, the identifier of this system of records notice, and signature.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:</p>
<p>'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature)'.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:</p>
<p>'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)'.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Written requests should contain the individual’s full name, home address, home phone number, and SSN/DoD ID number, the identifier of this system of records notice, and signature.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:</p>
<p>'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:</p>
<p>'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)'.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Medical and behavioral health records; military personnel records; investigative agency records, pre and post deployment screening records, family advocacy records; court martial records; records related to manner of death such as casualty reports, toxicology/lab reports, and pathology/autopsy reports; and suicide notes.  Record sources also include interviews with an individual’s coworkers/supervisors, responsible investigative agencies, involved professionals such as physicians, behavioral health counselors, chaplains, military police, family service personnel, family members, and, in the case of non-fatal self-directed violence, the individual involved in that Reportable Event.</p>
<p>Records included in this system of records also may be obtained from the Defense Eligibility and Enrollment Reporting System, Armed Forces Health Longitudinal Technology Application, Composite Health Care System, information systems maintained by a Service, and DoD enterprise data systems.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 22" toc="yes">
<systemNumber>EDHA 22</systemNumber>
<subsection type="systemName">Medical Situational Awareness in the Theater (MSAT).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Force Health Protection &amp; Readiness, Defense Health Agency Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the uniformed services and DoD civilian employees (to include non-appropriated fund employees) who receive or have received medical or dental care at one or more DoD medical treatment facilities in an active theater of operations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual's name, age, date of birth, Social Security Number (SSN) and/or DoD Identification (DoD ID) number, marital status, phone number, address, race, pay grade, personnel code, mobilization status, unit identification, and unit phone number.
</p><p>An individual's Trauma Number, Register Number, and patient encounter data pertaining to symptoms; International Classification of Diseases (ICD) diagnosis codes; clinical data elements and codes with respect to symptoms, medical history, physical examination, tests, diagnosis, and therapy, medications, and vital signs; and treatment facility locations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 55, Medical and Dental Care; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide information to medical commanders and their staff on personnel readiness status before and during deployment and sustainment, patient tracking from initial point of care and enroute to CONUS military treatment facilities, medical surveillance of illnesses, injury rates and trends for theater, syndromic, and chemical, biological, radiological, and nuclear surveillance of individuals for early warning alerts.
</p>
<p>To provide information that, when combined with medical intelligence, patient tracking, geospatial mapping, logistics, personnel, and other information, supports a single identical display of relevant information shared by more than one command to facilitate collaborative planning and to assist all echelons in achieving situational awareness, and for assisting the Combatant Command and Joint Task Force Surgeon in assessing risks, mitigating operational vulnerabilities, and allocating scarce combat resources during the planning and conduct of operations.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3)as follows:
</p>
<p>The DoD Blanket Routine Uses may apply to this system of records.</p>

<p><i>Note 1:</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR parts 160 and 164, Health and Human Services, General Administrative Requirements and Security Privacy, respectively, applies to most such health information. DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
</p><p><i>Note 2:</i>Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, date of birth, Trauma Number, Register Number, SSN and/or DoD ID Number, or any combination of the above.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic media, data and/or electronic records are maintained in a controlled area. The computer system is accessible only to authorized personnel. Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.
</p><p>The system provides two-factor authentication through user IDs/passwords. Access to personal information is restricted to those who require the data in the performance of their official duties. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Delete when the agency determines they are no longer needed for administrative, legal, audit, or other operational purposes. (N1-GRS-95-2 Item 4) (GRS 20 Item 4).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Product Manager, MSAT, Defense Health Clinical Systems, Deployment &amp; Readiness Systems Program Management Office, Skyline 6, Suite 817, 5109 Leesburg Pike, Falls Church, VA 22041-3226.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>IIndividuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) and Privacy Act Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Agency Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p>
<p>Requests should contain the individual's full name, SSN and/or DoD ID Number, and signature.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address inquires to the Chief, FOIA and Privacy Act Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Agency Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p>
<p>Requests should contain the individual's full name, SSN and/or DoD ID Number, and signature.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Theater Medical Data Store, AHLTA--Theater, and Theater Medical Information Program Cache.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 23" toc="yes">
<systemNumber>EDHA 23</systemNumber>
<subsection type="systemName">Pharmacy Data Transaction Service (PDTS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p><i>Primary:</i> Emdeon Business Services, LLC, 2045 Midway Drive, Twinsburg, OH 44087-1933.
</p><p><i>Alternate:</i> Emdeon Business Services, LLC, 3993 Suite B, Crowfarn Drive, Memphis, TN 38118-7326.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the Uniformed Services (and their dependents), retired military members (and their dependents), contractors participating in military deployments or related operations, DoD civilian employees including non-appropriated fund employees, and other individuals who receive or have received drug prescriptions dispensed and/or filled at military treatment facilities, via TRICARE mail-order, the TRICARE retail pharmacy network, and commercial pharmacies.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Electronic data extracted from an individual's pharmacy and prescription records. </p>
<p>
Patient Data:  Name, Social Security Number (SSN) and/or DoD Identification (ID) Number (or foreign ID number), visit date, date of birth, mailing address, home telephone number, family member prefix (if appropriate) or dependent suffix, gender, and relationship to policy holder. </p>
<p>
Sponsor Data:  Name, SSN and/or DoD ID Number, date of birth, gender, insurance policy holder name, and data on Health Care Delivery Program Plan coverage.</p>

<p>Other Data:  Prescription data elements for dispensing: National Drug Code (NDC), quantity prescribed, days supply, number of refills authorized, prescribing physician's National Provider Index (NPI) or Drug Enforcement Administration (DEA) number.  </p>

<p>ePrescribing: NDC, quantity prescribed, days supply, number of refills authorized, prescribing physician's NPI or DEA number, text drug name, directions for use/administration, prescribing physician (name, practice name, address, phone).

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 55, Medical and Dental Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); DoD Instruction 6015.23, Delivery of Healthcare at Military Treatment Facilities: Foreign Service Care; Third Party Collection; Beneficiary Counseling and Assistance Coordinators (BCACs); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>
To improve efficiency and patient safety by reducing the likelihood of drug adverse reactions and abuse involving prescription medications and to discourage prescription shopping. </p>
<p>
To provide data necessary to conduct Prospective Drug Utilization Review on inbound dispensing transactions and return alerts when encountering drug/drug interactions, therapeutic duplication, or other clinical circumstances as defined by system requirements. </p>
<p>
To provide a data warehouse component to support operational, clinical, and economic studies of TRICARE prescription activity. </p>
<p>
Information may also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Centers for Medicare and Medicaid Services and to the Department of Veterans Affairs for coordination of benefits.
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.
</p><p><i>Note 1:</i> This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R), issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
</p><p><i>Note 2: </i> Personal identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States is, except as per 42 U.S.C. 290dd-2, treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by patient's name, SSN and/or DoD ID Number, date of birth, family member prefix or dependent suffix; or sponsor's name, SSN and/or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled area accessible only to authorized personnel.  Entry is further restricted to personnel with a valid requirement and authorization.  Physical entry is restricted by the use of locks, passwords, and administrative procedures which are changed periodically. </p>
<p>
This system collects and distributes records on a system-to-system basis that does not require end-user direct interaction.  In the rare instances when a record must be retrieved, it is by a qualified individual.  Access to personally identifiable information in this system of records is restricted to those who require the data in the performance of their official duties, and have received proper training relative to the Privacy Act of 1974, as amended, the HIPAA privacy and security regulations, and DoD Information Assurance Regulations. </p>
<p>
Auditing:  Audit trail records from all available sources are enabled and available for review at all times for indications of inappropriate or unusual activity.  Suspected violations of information assurance policies are analyzed and reported in accordance with DoD and Military Health System/Defense Health Agency specific information system information assurance procedures.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy or delete when 2 years old, or 2 years after the date of the latest entry, whichever is applicable.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Branch Chief, Pharmacy Informatics Branch, Defense Health Agency, Pharmacy Operations Division, 7700 Arlington Boulevard, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. </p>
<p>
Requests should contain the name and number of this system of records notice, the individual's full name, current address, telephone number, signature, and treatment facility(ies) that have provided care. </p>
<p>
If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual.  Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. </p>
<p>
Requests should contain the name and number of this system of records notice, the individual's full name, current address, telephone number, signature, and treatment facility(ies) that have provided care. </p>
<p>
If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual.  Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from military treatment facilities, commercial healthcare providers under contract to the Military Health System, the Defense Enrollment Eligibility Reporting System, commercial pharmacies, civilian physicians, and the Department of Veterans Affairs.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDHA 24" toc="yes">
<systemNumber>EDHA 24</systemNumber>

<subsection type="systemName">Defense and Veterans Eye Injury and Vision Registry (DVEIVR).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:  Office of the Chief Information Officer/Enterprise Infrastructure, Defense Health Agency, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p>
<p>Secondary locations:  </p>
<p>Department of Defense/Department of Veterans Affairs Vision Center of Excellence, 2900 Crystal Drive, Suite 210, Arlington, VA 22202-3557.
</p>
<p>For a complete listing of all system locations, write to the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who incurred an eye injury and/or visual dysfunction/disorder while serving as a member of the Armed Forces on active duty after September 10, 2001.  This includes individuals with a visual dysfunction/disorder related to a traumatic brain injury, an eye injury resulting in a visual acuity in the injured eye of 20/200 or less, and/or a loss of peripheral vision resulting in 20 degrees or less of visual field in the injured eye.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include the individual's full name; Department of Defense (DoD) Identification Number (DoD ID Number); date of birth; place of birth; date of death; gender; other names used; mailing address; e-mail address; contact telephone numbers; marital status; race and ethnicity; citizenship; mother's maiden name; biometric information; service and employment information including rank, service branch, job category, operation, work location, and disability information; medical information including information on diagnosis, treatment, surgical interventions or other operative procedures, follow up services and treatment, visual outcomes, on-going eye care, visual rehabilitation benefits, services received, whether treatments, benefits, and services were provided on an inpatient or outpatient basis, inpatient service dates, and outpatient visit dates; and information on where the eye injury and/or visual dysfunction/disorder occurred.  The name and phone number of the individual's alternative contacts and/or personal representatives will only be collected into the DVEIVR if available in the original record.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1071, note, Sec. 1623, Center of Excellence in Prevention, Diagnosis, Mitigation, Treatment, and Rehabilitation of Military Eye Injuries; and 10 U.S.C. Chapter 55, Medical and Dental Care.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To longitudinally collect and analyze diagnoses, medical and surgical interventions, other treatments, and the results of eye injuries and/or visual dysfunctions/disorders incurred by members of the Armed Forces while serving on active duty.
</p>
<p>To longitudinally collect from the Department of Veterans Affairs (VA) medical and rehabilitation treatment, surgical procedure, and/or outcome information about individuals who receive treatment from the Veterans Health Administration (VHA) and are listed in the DVEIVR to support readiness, enhance best practices, guide research, and inform policy.
</p>
<p>To encourage and facilitate studies, and the development of best practices and clinical education, on eye injuries and/or visual dysfunctions/disorders incurred by members of the Armed Forces.
</p>
<p>To support collaborative DoD and VA programs that may provide vision screening, diagnosis, and rehabilitative management to those with eye injuries and/or visual dysfunctions/disorders, and to guide vision research, at DoD medical treatment facilities and VA medical centers.
</p>
<p>Also used as a management tool for statistical analysis, longitudinal data collection, reporting, evaluating program effectiveness, guiding research, and informing policy.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may be specifically disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>
To the VA, and Federal, state, and educational institutions to encourage and facilitate research, the development of best practices, and clinical education on eye injuries and/or visual dysfunctions/disorders incurred by members of the Armed Forces.
</p>
<p>To the VA in order to inform the VA whether the VHA is providing medical treatment to an individual listed in the DVEIVR and allow the VA to transfer information pertaining to that individual's medical and rehabilitation treatments, surgical procedures, and/or outcomes into his or her DVEIVR record.
</p>
<p>To the VA Blind Rehabilitation Service and the eye care services of the VHA to analyze the coordination of eye injury and/or visual dysfunction/disorder care and visual rehabilitation benefits and services, which may be provided by the VA after individuals are separated or released from the Armed Forces.
</p>
<p>To the VA to coordinate eye injury and/or visual dysfunction/disorder care, and visual rehabilitation benefits and services, provided by the VA before and after individuals are separated or released from the Armed Forces.
</p>
<p>The DoD Blanket Routine Uses may apply to this system of records.

</p><p><i>Note:</i> This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by the individual's name and DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to system locations is restricted by cipher locks, visitor escort, access rosters, and photo identification.  Adequate locks on doors and server components are secured in locked computer room(s) with limited access.  Each system end user device is protected within a locked storage container, room, or building outside of normal business hours.  All visitors and other persons who require access to facilities that house servers and other network devices supporting the system, but who do not have authorization for access, are escorted by appropriately screened/cleared personnel at all times.
</p>
<p>Approved system users have role-based access to the system and, as appropriate, are provided role-based access to query the system for single patient look-up and reporting purposes.  On a system level, all access is tracked to ensure that only appropriate and approved personnel have access to personally identifiable information and protected health information.  System authentication requires either a Common Access Card or Personal Identity Verification Card and personal identification number or a unique logon identification and password.  Passwords must be renewed every sixty (60) days.  Authorized personnel must have appropriate Information Assurance, HIPAA, and Privacy Act of 1974 training.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Close an individual's records after the last episode of care; records are deleted 20 years after the last episode of care.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director of Technology, Department of Defense/Department of Veterans Affairs Vision Center of Excellence, 2900 Crystal Drive, Suite 210, Arlington, VA 22202-3557.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>
<p>
Requests should contain the individual's full name, DoD ID Number, current address, telephone number, the name and number of this system of records notice, and be signed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p>
<p>Requests should contain the individual's full name, DoD ID Number, current address, telephone number, the name and number of this system of records notice, and be signed.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The Defense Enrollment Eligibility Reporting System; medical treatment records maintained at DoD military treatment facilities, VA medical care facilities, and rehabilitation facilities contracted by DoD and/or VA to perform medical care; VA Eye Injury Data Store (also called the VA Eye Injury Registry); the Clinical Data Repository; AHLTA; Theater Medical Data Store; Joint Theater Trauma Registry; the Pharmacy Data Transaction Service; the Service Medical Evaluation Boards; and the Combat Trauma Registry.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="EDHA 25" toc="yes">
<systemNumber>EDHA 25</systemNumber>


<subsection type="systemName">Enterprise Blood Management System (EBMS)</subsection>

<subsection type="systemLocation"><xhtmlContent>
<p>Primary location:  Enterprise Infrastructure (EI) Military Health System (MHS) Enterprise Services Operations Center (MESOC) San Antonio, 300 Convent Street, Suite 1800, San Antonio, TX 78205-3742.</p>

<p>Secondary locations: </p>
<p>Enterprise Infrastructure (EI) Military Health System (MHS) Enterprise Services Operations Center (MESOC) Aurora, 16401 East Centretech Parkway, Aurora, CO 80011-9066. </p>

<p>For a complete listing of all system location addresses, contact the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Donors:  Any member of the Armed Services, Department of Defense (DoD) civilian employees (including non-appropriated fund employees), DoD contractors, federal employees from other federal agencies, civilians, and foreign nationals donating blood at one or more DoD blood donor collection sites. </p>

<p>Recipients:  Armed Services medical beneficiaries who receive or have received medical care at one or more DoD medical treatment facilities and who have a need for a blood services encounter; and DoD civilian employees (including non-appropriated fund employees), federal employees from other federal agencies, contractors, civilians, and foreign nationals who receive or have received care at one or more DoD medical treatment facilities and who have a need for a blood services encounter. </p>
</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Donors:  Name; date of birth; Social Security Number (SSN) and/or DoD Identification (DoD ID) number; in the case of a foreign national, the foreign national number assigned to that individual; donor family member prefix and/or sponsor SSN or DoD ID number; gender; race/ethnicity; contact phone number(s); home address; personal e-mail address; medical history; current health and disability information; and employment information (including, for donors who are Armed Services members, the donor's organization, station, and duty phone), and previous donation history.</p>

<p>Recipients:  Individual's name and other name(s) used, date of birth, SSN and/or DoD ID number, gender, race/ethnicity, medical information, and recipient's previous donation history (if any). </p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. Chapter 55, Medical and Dental Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); DoD Directive 6000.12E, Health Service Support; DoD Instruction (DoDI) 6015.23, Delivery of Healthcare at Military Treatment Facilities: Foreign Service Care; Third-Party Collection; Beneficiary Counseling and Assistance Coordinators (BCACs); DoDI 6480.04, Armed Services Blood Program Operational Procedures; and E.O. 9397 (SSN), as amended.  </p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To obtain information from individuals donating blood in order to identify and verify donor demographics; determine donor suitability; associate donors to blood collections for testing; and create records necessary to identify and notify recipients of potential or known infectious blood units.  Information collected is also used to determine the suitability of voluntary blood donations, record time of blood donation, and blood type; administer the Armed Services Blood Program (ASBP); and in some instances, recommend medical treatment for prospective blood donors.</p>

<p>To permit verification and authentication of the individuals receiving blood transfusions.</p>

<p>To trace blood units and blood products that are unsuitable to transfer, and previous units donated by the same donor, for review and possible recipient notifications.</p>

<p>To obtain information on individuals receiving blood transfusions through the ASBP, and the donor(s) of that blood for use in an automated and standardized quality information system to ensure the safety and quality of the blood supply in support of the Military Health System's medical readiness and healthcare treatment activities.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may be specifically disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To the Department of Health and Human Services (HHS) and its components for the purpose of conducting research and analytical projects, and to facilitate collaborative research activities between DoD and HHS.</p>

<p>To the Department of Veterans Affairs (VA) for the purpose of providing medical care to former Armed Services members and retirees and facilitating collaborative research activities between the DoD and VA.</p>

<p>To the National Research Council, National Academy of Sciences, and similar institutions for authorized health research in the interest of the Federal Government and the public.</p>

<p>To other federal, local, and state government agencies for compliance with federal, state, and local laws and regulations governing blood supply safety, control of communicable diseases, preventive medicine and safety, and other public health and welfare mandates relating to blood supplies.</p>

<p>To federal offices and agencies involved in the documentation and review of defense occupational and environmental exposure data. </p>

<p>The DoD Blanket Routine Uses may apply to this system of records, except as stipulated in the Notes below.  </p>

<p><b>Note 1:</b> This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, within the DoD applies to most such health information.  DoD 6025.18-R or any successor issuance may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>

<p><b>Note 2:</b> Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment of any patient maintained in connection with the performance of a program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research which is conducted, regulated, or directly or indirectly assisted, by a department or agency of the United States, will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2.</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:  </p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Donor:  Donor name, SSN and/or DoD ID number, and date of birth.</p>

<p>Recipient:  Recipient name, SSN and/or DoD ID number, and date of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Systems are maintained in controlled areas accessible only to authorized personnel.  Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.  </p>

<p>The system provides two-factor authentication including Common Access Cards with pin number and user ID/passwords.  Access to personal information is restricted to those who require the data in the performance of their official duties.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (treat records as permanent until the National Archives and Records Administration has approved the retention and disposal schedule).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>EBMS Program Manager, Defense Health Clinical Systems (DHCS)/Deployment and Readiness System (D&amp;RS), 5109 Leesburg Pike, Skyline 6, Suite 817, Falls Church, VA 22041-3240.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests should contain the name and number of this system of records notice, the individual's full name, current address, telephone number, and signature. </p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests should contain the name and number of this system of records notice, the individual's full name, current</p>
<p>address, telephone number, and signature.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individuals, information printed on blood samples, the Composite Health Care System, and AHLTA.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>


<section id="DHRA 01" toc="yes">
<systemNumber>DHRA 01</systemNumber>
<subsection type="systemName">PERSEREC Espionage Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have been arrested and convicted of espionage or related offense; those who have been prosecuted for espionage who committed suicide before trial or sentencing; and those arrested or under warrant for arrest for espionage who were not prosecuted because of death, suicide, or defection.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Background information including individual's name, Social Security Number, date of birth, city/state/country of birth, education, marital status, gender, race, civilian or military member, rank (if military), security clearance (if applicable), years of federal service (if applicable), occupational category, job organization and location, age began espionage, first espionage contact, whether volunteered or recruited, receiving country, payment (if any), foreign relatives (if any), motivation-related, substance abuse (if applicable), date of arrest, arresting agency, date of sentence, sentence, and duration of espionage. Sources for records are newspaper and magazine articles, the biographies of spies, and similar open source works are included in paper files. Some of the missing variables have been filled in using information supplied by the agencies that investigated the case.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; DoD Directive 5210.79, and ASD(C3I) October 31, 1991 memo, Subject: Request for Exemption from DoD Directive 5200.27; and E.O. 9397 (SSN);
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To analyze factors which may contribute to acts of espionage and assemble a body of knowledge useful to improved personnel security procedures. This information will permit examination of espionage trends and will help identify personal and situational variables of interest to policy-makers and others concerned with personnel security issues.
</p><p>Aggregate statistics will be reported to DoD and other Government agencies in a technical report prepared from open-sources and containing some illustrative material mentioning some of the more famous cases by name.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained on paper, computer and computer output products, and in microform.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored under lock and key in secure containers, and in a computer system with intrusion safeguards.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are treated as permanent pending a determination by the NARA of authority for disposition of the records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p><p>The inquiry should include full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address a written request to Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p><p>The inquiry should include full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from newspaper and magazine articles and similar open source documents. Some of the missing variables were filled in using information supplied by the agencies that investigated the case.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 02" toc="yes">
<systemNumber>DHRA 02</systemNumber>
<subsection type="systemName">PERSEREC Research Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Personnel Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481;
</p><p>Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771; and
</p><p>Data Center, Naval Postgraduate School, Spanagel Hall, 833 Dyer Road, Monterey, CA 93943-5216.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Present and former Executive branch civilian employees, military members, contractor employees and all others who have had or applied for security clearances, positions with the Federal government that require background investigations, or government identification cards that would grant them access to information technology systems and/or unescorted access to government facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Applications, adjudication information, and records identifying people authorized to hold Federal positions of trust, granted access, or access eligibility to sensitive information, facilities, materials, or systems.
</p><p>Results of record checks to meet investigative standards or accomplish continuous evaluation such as checks addressing criminal history, financial behavior, employment, education, investigative, immigration, pay and personnel records, records of foreign travel and foreign contacts, and asset ownership.
</p><p>Information in this system includes background investigation reports; reference interview documentation, recommendations, and comments; dates and reports of subject interviews; results of subject interrogatories; security violations; data relating to misuse of information technology systems; pre-employment investigations reports and results of record checks required to test new investigative sources.
</p><p>Dates and types of past investigations, access granted based on qualifying investigations, denials, revocations, debarments, administrative actions, and other adverse actions based on adjudication of investigations; and responses from personnel security-related interviews.
</p><p>Data is also derived from responses to questions contained on future, current, and prior personnel security related questionnaires. Agency Use Block (AUB) question responses include type of investigation requested, case number, extra coverage/advance results, sensitivity level, access/eligibility, nature and date of action, geographic location, position code and title, Submitting Office Number (SON), location of official personnel folder, Security Office Identifier (SOI), use of the Intra-governmental Payment and Collection (IPAC) system, Treasury Account Symbol (TAS), obligating document number, Business Event Type Code (BETC), investigative requirement, requesting officials' name, title, email address, phone number, and applicant affiliation.
</p><p>Data derived from responses to questions contained on future, current, and prior personnel security related questionnaires provided by filers includes information from responses include name, Social Security Number (SSN); current home address, telephone number, home e-mail, cell/mobile phone number; date and place of birth, gender, other names used, citizenship, mother's maiden name; U.S. passport number and issue date, alien registration number, previous addresses and dates of residence.
</p><p>Educational data on schools and dates of attendance; conduct information that include, disciplinary actions, transcripts, commendations, degrees, certificates, subject's explanations regarding education conduct.
</p><p>References that consist of name, current address, phone number, and e-mail address.
</p><p>Employment information on current and previous employment that consists of name of employer, dates employed, address, name, and phone number of supervisor. Conduct information that include disciplinary actions dates and reason for termination; performance evaluation; and subject's explanations regarding employment conduct. Employment references names, current address, phone number and e-mail address. Selective Service record, military history, and conduct information.
</p><p>Responses from questionnaires that include the individual's physical description of height, weight, hair, and eye color. Date of marriage, separation, and divorce information including spouse or cohabitant name, Social Security Number (SSN), date and place of birth, citizenship of spouse, former spouse, or cohabitant. Relative's names, relationship, date, place of birth, citizenship, and current addresses.
</p><p>Foreign contact and activities information that include names, dates of individuals known, country(ies) of citizenship, country of residence, type and nature or contact, financial interests, assets, benefits from foreign governments.
</p><p>Additionally, responses to questions about the respondent's mental health and emotional health are in this system. Information that pertain to police records, use of alcohol, other illegal drugs, and use of information technology systems.
</p><p>U.S. and foreign finance and real estate information that consist of names of financial institutions, number of accounts held, monthly and year-end account balances for bank and investment accounts, address, year of purchase and price, capital investment costs, lease or rental information, year of lease or rental, and monthly payments.
</p><p>Information on leased vehicles, boats, airplanes and other U.S. and foreign assets that include type, make model/year, plate or identification number, year leased, monthly rental payment; year of purchase and price, and year-end fair market value.
</p><p>U.S. and foreign mortgages, loans, and liabilities information that consist of type of loan, name and address of creditor, original balance, monthly and year-end balance, monthly payment, payment history, and name and address of institution where safe deposit box is located.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 13467, Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees, and Eligibility for Access to Classified National Security Information; E.O. 12968, Access to Classified Information; 50 U.S.C. 781-887, Internal Security Act of 1950; E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; E.O. 12333, United States Intelligence Activities; E. O. 13470, Further Amendments to Executive Order 12333; E.O. 12958, Classified National Security Information; 5 U.S.C. 9101, Access to Criminal History Information for National Security and Other Purposes; and 5 U.S.C. 301, Departmental Regulations, which authorizes DoD Directive 5200.2-R, DoD Personnel Security Program Regulation, Memorandum of Agreement assigning mission and support functions to the Defense Personnel Security Research Center between the Under Secretary of Defense for Personnel and Readiness and the Assistant Secretary of Defense for Command, Control, Communications and Intelligence dated 8/12/2000; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To perform research, development, and analyses for: (1) Evaluating and improving DoD and Federal personnel security and other background vetting procedures, programs, and policies; (2) assisting in providing training, instruction, advice on personnel security, and continuing reliability of subjects for DoD Components and other elements of the Federal government; (3) encouraging cooperative research within and among DoD Components, the Intelligence Community, and the Executive branch on the projects having DoD or Federal government-wide implications in order to avoid duplication; (4) addressing items of special interest to personnel security officials within DoD Components, the Intelligence Community, and the Executive branch; and (5) identifying areas in the personnel security, suitability, fitness, and military accessions fields that warrant more intense scrutiny; and (6) conducting personnel security, suitability, and fitness pilot test projects.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal, State, and local government agencies, if necessary, to obtain information from them, which will assist PERSEREC in identifying areas in the personnel security field that may warrant more training, instruction, research, or intense scrutiny. This would typically involve obtaining nationwide statistical data or relevant information at the unit or individual level on a specific security issue (<i>i.e.,</i> financial, criminal, alcohol, <i>etc.</i>) or set of issues that could be used to assist an investigator or adjudicator in evaluating an individual's conduct.
</p><p>To Federal Bureau of Investigation and U.S. Office of Personnel Management counterintelligence personnel to assist them with their investigations and inquires.
</p><p>To the Office of Personnel Management and other Federal government agencies responsible for conducting background investigations in order to provide them with information relevant to their inquiries and investigations.
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records maintained in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored under lock and key, in secure containers, or on electronic media with intrusion safeguards. Access to these investigative and clearance records (although usually not classified) is limited only to staff who have a need to know, who have been investigated, granted the requisite security clearance eligibility level, and who have been advised as to both the sensitivity of these records and of their responsibility for safeguarding the information contained in them from unauthorized disclosure.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Achieves Records Administration (NARA) disposition is approved, treat as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Personnel Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Personnel Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p><p>The individual should provide sufficient proof of identity such as, full name, Social Security Number (SSN), date and place of birth.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of record should address written inquires to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>The individual should include the name and number of this system of record notice and provide sufficient proof of identity such as, full name, Social Security Number (SSN), and/or date and place of birth. The request must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual. Information is also obtained from the Defense Clearance and Investigative Index, military records, DoD civilian employment and military personnel records, Office of Personnel Management Records, Defense Security Service records, records of the Departments of Justice and Treasury, other commercial and government sources providing personnel security-relevant information.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DHRA 03" toc="yes">
<systemNumber>DHRA 03</systemNumber>
<subsection type="systemName">PERSEREC Export Violations Database (November 15, 2002, 67 FR 69205).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The NARA approved records retention is TEMPORARY. Destroy 2 years after completion of final action (GRS 18,
Item 24). The final cases were closed in the late 1990s and those records were subsequently destroyed. Since
all records have properly been destroyed, there is no longer a need to maintain this system of records notice.
Therefore, DHRA 03, PERSEREC Export Violations Database can be deleted.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have been convicted of violating U.S. export control laws.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Extracts of reports, court records, newspaper, magazine, and other open source materials.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; and ASD(C3I) July 20, 1993 memo, Subject: Exemption from DoD Directive 5200.27.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To analyze factors which may contribute to acts of illegal technology transfer in violation of U.S. export controls and to assemble a body of knowledge useful for improving security procedures. This information will permit examination of trends in illegal technology transfer since 1981 and help identify personal and situational variables of interest to policy makers and others concerned with counteracting export control violations. Aggregate statistics will be reported in a technical report. The report will include some vignettes of the more famous cases, using the individual's name, based on material found in open sources.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Maintained on paper, computer and computer output products, and in microform.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored under lock and key in secure containers, and in a computer system with intrusion safeguards.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are treated as permanent pending a determination by the NARA of authority for disposition of the records.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p><p>The inquiry should include the individual's full name.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address a written request to Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481.
</p><p>The inquiry should include the individual's full name.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Justice Department Export Control Cases listing, newspaper and magazine articles and other open source documents.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 04" toc="yes">
<systemNumber>DHRA 04</systemNumber>
<subsection type="systemName">Joint Advertising, Market Research &amp; Studies Recruiting Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Epsilon Marketing Technology, Inc., 601 Edgewater Drive, Wakefield, MA 01880-6235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Young adults aged 16 to 18; college students; Selective Service System registrants; individuals who have taken the Armed Services Vocational Aptitude Battery (ASVAB) test; individuals who have responded to various paid/non-paid advertising campaigns seeking enlistment information; current military personnel who are on Active Duty or in the Reserves and prior service individuals who still have remaining Military Service Obligation; individuals who are in the process of enlisting; and individuals who have asked to be removed from any future recruitment lists.
</p><p>Opt-out information:
</p><p>Individuals, who are 15 1/2 years old or older, or parents or legal guardians acting on behalf of individuals who are between the ages of 15 1/2 and 18 years old, seeking to have their name or the name of their child or ward, as well as other identifying data, removed from this system of records (or removed in the future when such information is obtained), should address written Opt-Out requests to the Joint Advertising, Marketing Research &amp; Studies (JAMRS), Attn: Opt-Out, Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000. Such requests must contain the full name, date of birth, and current address of the individual.
</p><p>Opt-Out requests will be honored for ten years. However, because opt-out screening is based, in part, on the current address of the individual, any change in address will require the submission of a new opt-out request with the new address.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p><i>All Records:</i> full name, gender, address, city, state, zip code, source code. For young adults aged 16 to 18: Date of birth, telephone number, high school name, graduation date, grade point average, education level, military interest, college intent, ethnicity, ASVAB test date, ASVAB Armed Forces Qualifying Test Category Score. For college students: Telephone number, college name, college location, college type, college competitive ranking, class year, ethnicity, field of study. For Selective Service System: Date of birth, scrambled Social Security Number, Selective Service registration method. Individuals who have responded to various paid/non-paid advertising campaigns seeking enlistment information: Date of birth, telephone number, Service Code, last grade completed, email address, contact immediately flag. For military personnel: Date of birth, scrambled Social Security Number, ethnicity, education level, application date, military service and occupation information. For individuals who have asked to be removed from future recruitment list: Date of birth, reason code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 503(a), Enlistments: Recruiting campaigns; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013 (Secretary of the Army); 10 U.S.C. 5013 (Secretary of the Navy); 10 U.S.C. 8013 (Secretary of the Air Force); and E.O.9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of the system of records maintained by the Joint Advertising, Market Research and Studies (JAMRS) is to compile, process and distribute files of individuals to the Services to assist them in their direct marketing recruiting efforts. The system also provides JAMRS with the ability to measure effectiveness of list purchases through ongoing analysis and to remove the names of individuals who are currently members of, or are enlisting in, the Armed Forces or who have asked that their names be removed from future recruitment lists.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The "DoD Blanket Routine Uses" set forth at the beginning of Office of the Secretary of Defense (OSD) compilation of systems of records notices do not apply to this system except:
</p><p>To any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department, in pending or potential litigation to which the record is pertinent.
</p><p>To the General Services Administration and the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by an individual's full name, address, and date of birth.</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to information in the database is highly restricted and limited to those that require the records in the performance of their official duties. The database utilizes a layered approach of overlapping controls, monitoring and authentication to ensure overall security of the data, network and system resources. Sophisticated physical security, perimeter security (firewall, intrusion prevention), access control, authentication, encryption, data transfer, and monitoring solutions prevent unauthorized access from internal and external sources.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy three years from the date the information pertaining to the individual is first distributed to the Services or, where data are subsequently collected from a different data source, from the date that subsequent data are subsequently distributed to the Services. Records for individuals who have responded to various paid/nonpaid advertising campaigns seeking enlistment are kept, for analytical purposes, until they are no longer needed. Records for individuals who wish to be removed from future recruitment lists (opted-out) are retained for ten years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Joint Advertising, Market Research &amp; Studies (JAMRS), Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Joint Advertising, Market Research &amp; Studies (JAMRS), Direct Marketing Program Officer, Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000.
</p><p>Requests should contain the full name, date of birth, and current address of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Requests should contain the full name, date of birth, and current address of the individual as well as the name and number of this system of records notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals; state Department of Motor Vehicle offices; commercial information brokers/vendors; Selective Service System; Defense Manpower Data Center (DMDC); United States Military Entrance Processing Command for individuals who have taken the ASVAB test; and the Military services and Congressional offices for individuals who have asked to be removed from any future recruitment lists.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 05" toc="yes">
<systemNumber>DHRA 05</systemNumber>
<subsection type="systemName">Joint Advertising, Market Research &amp; Studies (JAMRS) Survey Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Epsilon Marketing Technology, Inc., 601 Edgewater Drive, Wakefield, MA 01880-6235.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals aged 16 through maximum recruiting age; Selective Service System registrants; individuals who have taken the Armed Services Vocational Aptitude Battery (ASVAB) test; current military personnel who are on Active Duty or in the Reserves; prior service individuals who still have remaining Military Service Obligation (commonly known as the Individual Ready Reserve or IRR); individuals who are in the process of enlisting or enrolled in ROTC (commonly known as the Military Entrance Program Command (MEPCOM) applicant file); and individuals who have asked to be removed from consideration as a participant in any future JAMRS survey.
</p><p>Opt-Out Information:
</p><p>Individuals, who are 15 1/2 years old or older, or parents or legal guardians acting on behalf of individuals who are between the ages of 15 1/2 and 18 years old, seeking to have their name or the name of their child or ward, as well as other identifying data, removed from this system of records (or removed in the future when such information is obtained), should address written Opt-Out requests to Joint Advertising, Marketing Research &amp; Studies (JAMRS), Attn: Survey Project Officer, Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000. Such requests must contain the full name, date of birth, and current address of the individual.
</p><p>Opt-Out requests will be honored until the individual is no longer eligible for recruitment. However, because opt-out screening is based, in part, on the current address of the individual, any change in address will require the submission of a new opt-out request with the new address.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual's name, gender, mailing address, date of birth, information source code.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 503(a), Enlistments: Recruiting campaigns; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; and 10 U.S.C. 2358, Research and development projects.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To compile names of individuals aged 16 through maximum recruiting age to create a mailing frame from which to conduct surveys. These surveys will be conducted multiple times per year and each survey will be designed so that appropriate levels of precision can be achieved for inferences to be made at various geographic levels. The system also provides JAMRS with the ability to remove the names of individuals who are current/former members of, or are enlisting in, the Armed Forces, and individuals who have asked to be removed from consideration as a participant in any future JAMRS survey.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices do not apply to this system except:
</p><p>To any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department, in pending or potential litigation to which the record is pertinent.
</p><p>To the General Services Administration and the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's full name, address, and date of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to information in the database is highly restricted and limited to those that require the records in the performance of their official duties. The database utilizes a layered approach of overlapping controls, monitoring and authentication to ensure overall security of the data, network and system resources. Sophisticated physical security, perimeter security (firewall, intrusion prevention), access control, authentication, encryption, data transfer, and monitoring solutions prevent unauthorized access from internal and external sources.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>If selected for a survey: Records will be retained for one year after the completion of the survey. If not selected for a survey, the record will be deleted after other records have been selected. Opt-outs will be deleted when the individual is no longer eligible for recruiting.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Joint Advertising, Market Research &amp; Studies (JAMRS), Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Joint Advertising, Market Research &amp; Studies (JAMRS), Direct Marketing Program Officer, Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000.
</p><p>Requests must include the name and number of this system of records notice as well as the requester's name and current address and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the OSD FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Requests must include the name and number of this system of records notice as well as the requester's name and current address and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>State Department of Motor Vehicle offices; commercial information brokers/vendors; the Selective Service System; the Defense Manpower Data Center (DMDC); the United States Military Entrance Processing Command for individuals who have taken the ASVAB test; and individuals who have submitted written "opt-out" requests.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 06" toc="yes">
<systemNumber>DHRA 06</systemNumber>
<subsection type="systemName">Defense Sexual Assault Incident Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Services (WHS), Enterprise Information Technology Support Directorate, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who may be victims and/or alleged perpetrators in a sexual assault involving a member of the Armed Forces, including: Active duty Army, Navy, Marine Corps, and Air Force members; active duty Reserve members and National Guard members covered by title 10 or title 32 (hereafter "service members"); service members who were victims of a sexual assault prior to enlistment or commissioning; military dependents age 18 and older; DoD civilians; DoD contractors; other Federal government employees; U.S. civilians; and foreign military members who may be lawfully admitted into the U.S. or who are not covered under the Privacy Act.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>
Victim and alleged perpetrator information includes: Age at the time of incident; gender, race, ethnicity; affiliation (e.g., military, DoD civilian/contractor, other government employee, U.S. civilian, foreign national/military, unknown, and military dependent); Service, grade/rank, status (e.g., Active Duty, Reserve, National Guard); and location of assignment and incident. Additional victim and alleged perpetrator information, maintained in Unrestricted Reports only, includes: full name; identification type and number (e.g., DoD Identification number, Social Security Number, passport, U.S. Permanent Residence Card, foreign identification); and date of birth.</p>

<p>Additional victim information includes: Defense Sexual Assault Incident Database (DSAID) control number (i.e., system generated unique control number; relationship to alleged perpetrator; and any related data on allegations of retaliation associated with reports of sexual misconduct.  Additional victim information maintained in  Unrestricted Reports only includes: work or personal contact information (e.g., phone number, address, email address); and name of commander. </p>

<p>For Restricted Reports (reports that do not initiate investigation), no personally identifying information for the victim and/or alleged perpetrator is maintained in DSAID.  </p>

<p>Other data collected to support case and business management includes: date and type of report (e.g., Unrestricted or Restricted); tracking information on Sexual Assault Forensic Examinations performed, and referrals to appropriate resources; information on line of duty determinations; victim safety information; case management meeting information; and information on memoranda of understanding.  For Unrestricted reports, information on expedited transfers and civilian/military protective orders may also be collected.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; 32 U.S.C. 102, National Guard; DoD Directive 6495.01, Sexual Assault Prevention and Response (SAPR) Program; DoD Instruction 6495.02, Sexual Assault Prevention and Response (SAPR) Program Procedures; Army Regulation 600-20, Chapter 8, Army Command Policy (Sexual Assault Prevention and Response Program); Secretary of the Navy Instruction 1752.4B, Sexual Assault Prevention and Response; Marine Corps Order 1752.5B, Sexual Assault Prevention and Response (SAPR) Program; Air Force Instruction 90-6001, Sexual Assault Prevention and Response (SAPR) Program; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To centralize case-level sexual assault data involving a member of the Armed Forces, in a manner consistent with statute and DoD regulations for Unrestricted and Restricted reporting. </p>

<p>Records may also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, conducting research, and case and business management. De-identified data may also be used to respond to mandated reporting requirements.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To permit the disclosure of records of closed cases of unrestricted reports to the Department of Veterans Affairs (DVA) for purpose of providing medical care to former Service members and retirees, to determine the eligibility for or entitlement to benefits, and to facilitate collaborative research activities between the DoD and DVA.</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Disclosure When Requesting Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of</p>
<p>an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

<p>Disclosure of Requested Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Office of Personnel Management Routine Use:</p>
<p>A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information</p>
<p>necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Disclosure to the Merit Systems Protection Board Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel</p>
<p>for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or Component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at: http://dpclo.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Victim records are retrieved by first name, last name, identification number and type of identification provided, and/or Defense Sexual Assault Incident Database control number assigned to the incident. </p>

<p>Alleged perpetrator records are retrieved by first name, last name, and/or identification number and type of identification provided.

</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility.  Physical entry is restricted by the use of guards, identification badges, key cards, and locks.  Access to case files in the system is role-based and requires the use of a Common Access Card (CAC) and password.  Access rights and permission lists for Sexual Assault Response Coordinators (SARCs) and authorized Military Service legal officers are granted by Military Service Sexual Assault Prevention and Response program managers through the assignment of appropriate user roles.  Periodic security audits are also conducted.  Technical safeguards include firewalls, passwords, encryption of data, and use of a virtual private network.  Access is further restricted to authorized users on the Nonsecure Internet Protocol Router Network and with a CAC.  In addition, the local drive resides behind a firewall and the direct database cannot be accessed from the outside.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are cut off at the end of the fiscal year and destroyed fifty years after cut off.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Sexual Assault Prevention and Response Office, ATTN:  Defense Sexual Assault Incident Database Program Manager, 4800 Mark Center Drive, Alexandria, VA 22350-8000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the appropriate Service office listed below:
</p>
<p>The Department of the Army, Human Resources Policy Directorate (HRPD), Sexual Harassment/Assault Response and Prevention (SHARP), 2530 Crystal Drive, 6th Floor, Arlington, 
VA 22202-3938. 
</p>
<p>The Department of the Navy, ATTN:  Sexual Assault Prevention and Response Program Manager, 716 Sicard Street S.E., Suite 1000, Washington Navy Yard, DC 20374-5140.
</p>
<p>Headquarters United States Air Force/A1S, ATTN:  Sexual Assault Prevention and Response Program Manager, 1040 Air Force Pentagon, Washington, DC 20330-1040.
</p>
<p>The National Guard Bureau, Sexual Assault Prevention and Response Office, ATTN:  Sexual Assault Prevention and Response Program Manager, 111 South George Mason Drive, AH2, Arlington, VA 22204-1373.
</p>
<p>Signed, written requests should contain the name, identification number and type of identification, and indicate whether the individual is a victim or alleged perpetrator.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the following as appropriate: </p>
<p>
The Department of the Army, HRPD, Sexual Harassment/Assault Response and Prevention (SHARP), 2530 Crystal Drive, 6th Floor, Arlington, VA 22202-3938. 
</p>
<p>The Department of the Navy, ATTN:  Sexual Assault Prevention and Response Program Manager, 716 Sicard Street S.E., Suite 1000, Washington Navy Yard, DC 20374-5140.
</p>
<p>Headquarters United States Air Force/A1S, ATTN:  Sexual Assault Prevention and Response Program Manager, 1040 Air Force Pentagon, Washington, DC 20330-1040.
</p>
<p>The National Guard Bureau, Sexual Assault Prevention and Response Office, ATTN:  Sexual Assault Prevention and Response Program Manager, 111 South George Mason Drive, AH2, Arlington, VA 22204-1373.
</p>
<p>Signed, written requests should contain the name, identification number and type of identification, indicate whether the individual is a victim or alleged perpetrator, and the number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records for contesting contents and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 Code of Federal Regulations part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, SARCs, Military Service Legal Officers (i.e. attorneys provided access to the system), Army Law Enforcement Reporting and Tracking System (Army), Consolidated Law Enforcement Operations Center (Navy), and Investigative Information Management System (Air Force).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 07" toc="yes">
<systemNumber>DHRA 07</systemNumber>
<subsection type="systemName">National Language Service Corps (NLSC) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Language Service Corps, 1101 Wilson Boulevard, Suite 1200, Arlington, VA 22209-2248.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>U.S. citizens who apply to become or are members of the NLSC.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, other names used, citizenship, home address, e-mail address, home and mobile telephone numbers, age verification of 18 years, education level, U.S. citizen, security clearance, employment information (e.g., federal employee, political appointee, armed forces), foreign language(s) spoken, foreign language proficiency levels, origin of foreign language(s) spoken, English proficiency levels, and NLSC-assigned control number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 131, Office of the Secretary of Defense; DoD Directive 5124.02, Under Secretary of Defense for Personnel and Readiness (USD(P&amp;R)); and 50 U.S.C. 1913, National Language Service Corps.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To allow U.S. citizens with language skills to self-identify their skills for the purpose of temporary employment on an intermittent work schedule or service opportunities in support of DoD or another department or agency of the United States.  The information will be used to determine applicants’ eligibility for NLSC membership and to identify and contact NLSC members.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:  </p>

<p>To another department or agency of the United States in need of temporary short-term foreign language services, where government employees are required or desired.  </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense compilation of systems of records notices may apply to this system.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>NLSC-assigned control number, full name, and home address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are stored in locked file cabinets, in a locked office in a building with 24 hour guards and closed circuit television.  Access to information, whether in paper or electronic records, is restricted to NLSC employees, authorized contractors, system developers, and administrators who require the records in the performance of their official duties.  Access to personal information stored electronically is further restricted by the use of usernames and passwords that are changed periodically.  Physical entry is restricted by the use of locks, guards at the facility hosting the web portal, and administrative procedures.  The concept of identification and authentication "layered protection" is used to keep unauthorized users out of the NLSC Records.  All personnel granted access must participate in a security training and awareness program.  This program consists of both initial security training and annual refresher training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed four years after participant ends participation.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, National Language Service Corps, 1101 Wilson Boulevard, Suite 1200, Arlington, VA 22209-2248.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, National Language Service Corps, 1101 Wilson Boulevard, Suite 1200, Arlington, VA 22209-2248.</p>

<p>Signed, written requests should contain the full name, current home address, and the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense (OSD)/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.  </p>

<p>Signed, written requests should contain the individual’s full name, current home address, and the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 08" toc="yes">
<systemNumber>DHRA 08</systemNumber>

<subsection type="systemName">Defense Travel System.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Central Data Center 1, ServerVault, 1506 Moran Road, Dulles, VA 20166-9306.
</p><p>Central Data Center 2, Usinternetworking, Inc., One Usi Plaza, Annapolis, MD 21401-7478.
</p><p>DTS Archive/Management Information System, Defense Manpower Data Center, DoD Center, Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense (DoD) civilian personnel; active, former, and retired military members; Reserve and National Guard personnel; academy nominees, applicants, and cadets; dependents of military personnel; and foreign nationals residing in the United States; and all other individuals in receipt of DoD travel orders.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Traveler's name, Social Security Number (SSN), gender, date of birth, e-mail address, Service/Agency, organizational information, mailing address, home address, emergency contact information, duty station information, title/rank, civilian/military status information, travel preferences, frequent flyer information, passport information. Financial information to include government and/or personal charge card account numbers and expiration information, personal checking and/or savings account numbers, government accounting code/budget information. Specific trip information to include travel itineraries (includes dates of travel) and reservations, trip record number, trip cost estimates, travel vouchers, travel-related receipts, travel document status information, travel budget information, commitment of travel funds, records of actual payment of travel funds, and supporting documentation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5701-5757, Travel, Transportation, and Subsistence; 10 U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C. 136, Under Secretary of Defense (Personnel and Readiness); DoD Directive 5100.87, Department of Defense Human Resources Activity; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD Financial Management Regulation 7000.14-R, Vol. 9, Travel Policies and Procedures; DoD Directive 4500.09E, Transportation and Traffic Management; DoD 4500.9-R, Defense Transportation Regulation, Parts I-V; 41 CFR 300-304, Federal Travel Regulation; Joint Federal Travel Regulation (Vol. 1) (Uniformed Service Members); Joint Travel Regulation (Vol. 2) (DoD Civilian Personnel); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide a DoD-wide travel management process which will cover all official travel, from pre-travel arrangements to post-travel payments, to include the processing of official travel requests for DoD personnel, and other individuals who travel pursuant to DoD travel orders; to provide for the reimbursement of travel expenses incurred by individuals while traveling on official business; and to create a tracking system whereby DoD can monitor the authorization, obligation, and payment for such travel.
</p><p>To establish a repository of archived/Management Information System (MIS) travel records which can be used to satisfy reporting requirements; to assist in the planning, budgeting, and allocation of resources for future DoD travel; to conduct oversight operations; to analyze travel, budgetary, or other trends; to detect fraud and abuse; and to respond to authorized internal and external requests for data relating to DoD official travel and travel related services, including premium class travel.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal and private entities providing travel services for purposes of arranging transportation and lodging for those individuals authorized to travel at government expense on official business.
</p><p>To the Internal Revenue Service to provide information concerning the pay of travel allowances which are subject to federal income tax.
</p><p>To banking establishments for the purpose of confirming billing or expense data.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Travel authorization and voucher records are retrieved by the name and/or Social Security Number (SSN) of the individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by guards, controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Passwords, digital signatures, and role-based access are used to control access to the systems data, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for 10 years, 3 months and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Director, Defense Travel Management Office, 4601 N. Fairfax Drive, Suite 800, Arlington, VA 22203-1546.
</p><p>For archived records: Deputy Director, Defense Travel System/Management Information System, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Deputy Director, Defense Travel Management Office, 4601 N. Fairfax Drive, Suite 800, Arlington, VA 22203-1546 or (for archived records) the Deputy Director, Defense Travel System/Management Information System, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.
</p><p>Individuals should provide their full name, Social Security Number (SSN), office or organization where assigned when trip was taken, and dates of travel.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Requests must include the name and number of this system of records notice in addition to the individual's full name, Social Security Number (SSN), office or organization where assigned when trip was taken, dates of travel, and be signed by the individual.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the System Manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual traveler or other authorized DoD personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 09" toc="yes">
<systemNumber>DHRA 09</systemNumber>
<subsection type="systemName">National Security Education Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Language and National Security Education Office, National Security Education Program, 1101 Wilson Blvd, Suite 1210, Arlington, VA 22209-2248.</p>

<p>Institute of International Education, 1400 K Street NW, Suite 650 Washington, DC 20005-2403.</p>

<p>Carpathia Hosting, Inc., 21000 Atlantic Boulevard, Suite 500, Sterling, Virginia 20166-2499.</p>
 
<p>Advanced Software Systems, Inc., 22866 Shaw Rd., Sterling, VA 20166-9400.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who apply for the following scholarships or fellowships: David L. Boren Scholarships, English for Heritage Language Speakers Scholarships, David L. Boren Fellowships, and Flagship Fellowships.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Title; full name; other names used; current address, city, state, and zip code; permanent address, city, state and zip code; Social Security Number (SSN); current telephone number and permanent telephone number; email address; congressional voting district; date of birth; country or state of birth; naturalization information; educational information; military records; region, country, and language to be studied under award; other languages spoken; proficiency in language studied at time of award; overseas experience; relevant activities; honors and awards; government agencies of interest; proposed study abroad program information and budget; other scholarship funding information; gender; ethnicity.  Service obligation information includes truncated SSN, employer name and employer address; supervisor name, title, and telephone number; position title; employment dates and hours; language used in position; security clearance held for position.  Curriculum vitae information includes award type; date of award completion; graduation date; length of service requirement; date of availability for work; information on veterans preference, federal employment history, and preferences with regard to being contacted by intelligence agencies; degree information; foreign language information; job history; overseas experience; other information e.g., special recognitions or memberships; special skills and qualifications; fieldwork or volunteer experience; description of job duties.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>50 U.S.C., Chapter 37, the David L. Boren National Security Education Act of 1991; DoD Instruction (DoDI) 1025.02, National Security Education Program; DoDI 1025. 6, National Security Education Program (NSEP) Service Agreement; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide U.S. citizens with the resources and encouragement needed to acquire skills and experiences in areas of the world critical to the future security of nations in exchange for a commitment to seek work in the Federal Government.  This will enable the National Security Education Program (NSEP) to select qualified applicants to be awarded Boren Scholarships, Boren Fellowships, and English for Heritage Language Speakers program Scholarships.</p>
<p>
A record is maintained in the system, NSEPnet, for each student who receives an award.  The progress that each student makes toward fulfilling their federal service obligation is tracked within this system.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To authorized federal hiring officials for the purpose of recruiting of NSEP award recipients into federal service, and assisting NSEP award recipients in fulfilling their Congressionally-mandated service requirement. 
</p>
<p>To the Boren Forum, an independent 501(c)3 NSEP alumni organization to confirm the name, award year, and type of award of NSEP award recipients.</p>

<p>Disclosure to consumer reporting agencies: </p>
<p>Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal Government, typically to provide an incentive for debtors to repay delinquent Federal Government debts by making these debts part of their credit records.</p>

<p>The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (SSN); the amount, status, and history of the claim; and the agency or program under which the claim arose for the sole purpose of allowing the consumer reporting agency to prepare a commercial credit report. </p>

<p>The DoD Blanket Routine Uses published at the beginning of the Office of the Secretary of Defense compilation of systems of records notices may apply to this system.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name and last four digits of SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Physical access to records is restricted to those who require the data in the performance of their official duties.  Physical entry is restricted by the use of locks, guards, and administrative procedures.  Currently the system servers are held in a separate locked facility.  Once the system is redesigned the server will be stored off site in a facility with security guards and requires identification badges to access the system.  The government office has a key card entry.</p> 

<p>Access to information is further restricted by using Common Access Card (CAC) and PIN to access the computer system and program passwords that are changed every 180 days to access system and online databases.  The following technical controls are also applied to restrict access to those who require the data in the performance of their official duties: intrusion detection system; encryption; external Certificate Authority (CA) certificate; firewall; and, DoD Public Key Infrastructure (PKI) certificates.  PII is encrypted when transmitted electronically. </p>

<p>The following administrative controls are also applied to restrict access to those who require the data in the performance of their official duties: periodic security audits; regular monitoring of users' security practices; methods to ensure only authorized personnel have access to Personally Identifiable Information (PII); encryption of backups containing sensitive data; and, backups secured off-site.  Additionally, contract officers are required to incorporate all appropriate Privacy Act clauses and contractor personnel are required to sign non-disclosure documents holding them to all provisions of the Privacy Act.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy of Operations, Defense Language and National Security Education Office, National Security Education Program, 1101 Wilson Boulevard, Suite 1210, Arlington, VA 22209-2248.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Director of Operations Defense Language and National Security Education Office, National Security Education Program, 1101 Wilson Boulevard, Suite 1210, Arlington, VA 22209-2248. 
</p><p>
Signed, written requests should include individuals full name, address, award year and type and SSN.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Requester Service Center, 1155 Defense Pentagon, Washington, D.C. 20301-1155.</p>

<p>Signed, written requests should contain the name and number of this system of records notice along with individual's full name, address, award year and type and SSN.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DHRA 10" toc="yes">
<systemNumber>DHRA 10</systemNumber>
<subsection type="systemName">Defense Sexual Assault Advocate Certification Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Organization for Victim Assistance, 510 King Street, Suite 424, Alexandria, VA 22314-3132.</p>

<p>Back-up:  Suntrust Bank, 515 King Street, Alexandria, VA 22314-3157.


</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian employees and military personnel requesting national certification as a victim advocate through the National Advocate Credentialing Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Applicant"s first name, middle initial, and last name; position type (Sexual Assault Response Coordinator (SARC) or Sexual Assault Prevention Representative Victim Advocate (SAPR VA)); Service/DoD affiliation and status; grade/rank; installation/command; work email address and telephone number; official military address of applicant and applicant"s SARC (commanding officer, street, city, state, ZIP code, country); position level (Level I, II, III, or IV); certificates of training; date of application; verification of sexual assault victim advocacy experience (position, dates, hours, supervisor; name, title, and work telephone number of verifier); evaluation of sexual assault victim experience (description of applicant skills, abilities, and experience; name, title, and office of evaluator), letters of recommendation by the first person in the chain of command, SARC, and the Senior Commander or the Commander; supervisor and commander statement of understanding, documentation of continuing education training courses; Defense Sexual Assault Advocate Certification Program (D-SAACP) identification (ID) number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 6495.01, Sexual Assault Prevention and Response (SAPR) Program; DoD Instruction 6495.02, Sexual Assault Prevention and Response (SAPR) Program Procedures; and Directive-type Memorandum (DTM) 14-001, Defense Sexual Assault Advocate Certification Program (D-SAACP).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To track the certification of SARC and SAPR VAs. Information will be used to review, process, and report on the status of SARC and SAPR VA certification to Congress.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted in accordance with 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To the Department of Justice Office for Victims of Crime and Training Technical Assistance Center for the purpose of verifying certified SARCs and SAPR VAs for participation in Advance Military Sexual Assault Advocate Training.</p>
<p><i>Law Enforcement Routine Use:</i></p>
<p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p><i>Disclosure When Requesting Information Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

<p><i>Disclosure of Requested Information Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

<p><i>Congressional Inquiries Disclosure Routine Use:</i></p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p><i>Disclosure to the Office of Personnel Management Routine Use:</i></p>
<p>A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>

<p><i>Disclosure of Information to the National Archives and Records Administration Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p><i>Disclosure to the Merit Systems Protection Board Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>

<p><i>Data Breach Remediation Purposes Routine Use:</i></p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found Online at: <i>http://dpclo.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</i>



</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>First and last name and/or D-SAACP ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility that employs physical restrictions such as double locks and is accessible only to authorized persons who hold key fobs.  Access to electronic data files in the system is role-based, restricted to essential personnel only, and requires the use of a password.  The data server is locked in a windowless room with restricted access.  Data is encrypted, and backup data is also encrypted and removed to an off-site secure location for storage.  Paper files are stored in a locked filing cabinet in a locked room in the controlled facility.  System access to case files will be limited to computers within a closed network, not connected to the internet or other servers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary, Destroy when 5 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Sexual Assault Prevention and Response Office, ATTN: D-SAACP Manager, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Sexual Assault Prevention and Response Office, ATTN: D-SAACP Manager, 4800 Mark Center Drive, Alexandria, VA 22350-1500.</p>

<p>Signed, written requests should contain first and last name and/or D-SAACP ID number.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the OSD/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain first and last name, D-SAACP ID number, and the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 Code of Federal Regulations part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, first person in chain of command or SARC and the Senior Commander or Commander, and the National Advocate Credentialing Program.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    
    
<section id="DHRA 13" toc="yes">
<systemNumber>DHRA 13</systemNumber>
<subsection type="systemName">Defense Travel Management Office (DTMO) Workforce Assessment.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Network Enterprise Center, 1422 Sultan Road, Fort Detrick, MD 21702-9200. </p>

<p>Back-up: Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA  22350-9000.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>DTMO government civilian employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, current job position and grade, work experience, leadership experience, future job aspirations, subject matter expertise, job-related skills, training received, degrees earned and fields of study, professional licenses and certifications. </p>
</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 5100.87, Department of Defense Human Resources Activity; and DoD Instruction 5154.31, Commercial Travel Management.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To administer an assessment that will enable the analysis of workforce capabilities and competency gaps within the DTMO organization.  The assessment will aid in identifying personnel with competencies necessary to manage programs assigned to the DTMO and meet organizational goals.  Data collected will allow for the development of strategies to address human capital needs, close competency gaps, and ensure personnel are appropriately aligned.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system of records.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Electronic storage media.

</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by employee's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are stored on secure military installations.  Physical controls include use of visitor registers and identification badges, electronic key card access, and closed-circuit television monitoring.  Technical controls including intrusion detection systems, secure socket layer encryption using DoD Public Key Infrastructure certificates, firewalls, and virtual private networks protect the data in transit and at rest.  Physical and electronic access is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties.  Usernames and passwords and Common Access Cards, in addition to role-based access controls are used to control access to the systems data.  Procedures are in place to deter and detect browsing and unauthorized access including periodic security audits and monitoring of users' security practices.  Backups are stored on encrypted media and secured off-site.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Temporary.  Cut off on completion of project.  Destroy 4 years after cut off.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Deputy Director, Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA 22350-9000.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system of records should address signed, written inquiries to the Deputy Director, Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA 22350-9000.</p>

<p>Individuals should provide their full name.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the OSD/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written request should include their full name and the name and number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 C.F.R. part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>

<section id="DHRA 14" toc="yes">
<systemNumber>DHRA 14 </systemNumber>
<subsection type="systemName">Defense Travel Management Office Passport.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Network Enterprise Center, 1422 Sultan Road, Fort Detrick, MD 21702-9200. </p>

<p>Defense Enterprise Computing Center, 8705 Industrial Boulevard, Building 3900, Tinker AFB, OK 73145-3352.</p>

<p>Back-up:  Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA 22350-9000.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>DoD civilian personnel; active, former, and retired military members; Reserve and National Guard personnel; military academy nominees, applicants, and cadets; foreign national civilian personnel in receipt of DoD issued invitational travel orders; dependents of DoD sponsors who are accompanying the DoD sponsor on travel; and all other individuals in receipt of DoD travel orders.  Registered website guests submitting inquiries regarding DoD commercial travel.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>For DoD travelers, information from commercial travel booking systems and the Defense Travel System (DTS): name, Social Security Number (SSN), truncated SSN, gender, date of birth, </p>
<p>e-mail address, Service/Agency, organizational information, mailing address, home address, home, business, and cellular phone numbers, emergency contact information, duty station information, title/rank, civilian/military status information, travel preferences, frequent flyer information, passport information, DoD ID number, financial information to include government and/or personal charge card account numbers and expiration information, government travel charge card transactions, personal checking and/or savings account numbers, government accounting code/budget information, specific trip information to include travel itineraries (includes dates of travel) and reservations, trip record number, trip cost estimates, travel vouchers, travel-related receipts, travel document status information, travel budget information, commitment of travel funds, records of actual payment of travel funds and supporting documentation.  </p>

<p>For foreign national civilians on invitational travel orders:  Foreign Identification (ID) Number or Individual Taxpayer ID Number, name, date of birth, and passport information.  </p>

<p>For dependents who are accompanying the DoD sponsor on travel:  name, date of birth, and passport information.  </p>

<p>For registered website guests: name, phone number, e-mail address; if affiliated with DoD, duty station, rank, DoD ID number; if desiring travel alerts, cellular phone number and cellular phone provider; if requiring assistance with DTS, last four of the SSN.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. Chapter 57, Travel, Transportation, and Subsistence; 10 U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 37 U.S.C. 463, Programs of Compliance, Electronic Processing of Travel Claims; DoD Directive 4500.09E, Transportation and Traffic Management; DoD Directive 5100.87, Department of Defense Human Resources Activity (DoDHRA); DoD Instruction 5154.31, Commercial Travel Management; DoD Financial Management Regulation 7000.14-R, Vol. 9, Travel Policy; DoD 4500.9-R, Defense Transportation Regulation (DTR), Parts I-V; 41 C.F.R. 300-304, Federal Travel Regulation System; The Joint Federal Travel Regulation (Vol. 1) (Uniformed Service Members); The Joint Travel Regulation (Vol. 2) (Department of Defense Civilian Personnel); and E.O. 9397 (SSN), as amended.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To establish a repository of DoD travel records consisting of travel booked within DTS as well as through commercial travel vendors in order to satisfy reporting requirements; identify and notify travelers in potential distress due to natural or man-made disaster; assist in the planning, budgeting, and allocation of resources for future DoD travel; conduct oversight operations; analyze travel, budgetary, or other trends; detect fraud and abuse; and respond to authorized internal and external requests for data relating to DoD official travel and travel related services, including premium class travel.</p>

<p>To provide website registered guests an online customer support site for submitting inquiries regarding commercial travel within the DoD, including assistance with DTS. </p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.</p>

<p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:</p>

<p>Storage:</p>
<p>Electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Name, email address, passport number, SSN, and/or DoD ID number.</p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are stored on secure military installations. Physical controls include use of visitor registers and identification badges, electronic key card access, and closed-circuit television monitoring.  Technical controls including intrusion detection systems, secure socket layer encryption, firewalls, and virtual private networks protect the data in transit and at rest.  Physical and electronic access is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties.  Usernames and passwords, Common Access Cards (CACs), and DoD Public Key Infrastructure (PKI), in addition to role-based access controls are used to control access to the systems data.  Procedures are in place to deter and detect browsing and unauthorized access including periodic security audits and monitoring of users' security practices.  Backups are stored on encrypted media and secured off-site.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Maintained for six years and then destroyed.</p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Deputy Director, Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA 22350-9000.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Director, Defense Travel Management Office, 4800 Mark Center Drive, Alexandria, VA 22350-9000.</p>

<p>Signed, written requests should contain full name and SSN (or passport number if a foreign national).  Website registered guests should provide full name and email address.</p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to records about themselves contained in this system of records should address written requests to the OSD/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain the name and number of this system of records notice.  DoD travelers should provide their full name and SSN; foreign travelers should provide full name and passport number; website registered guests should provide full name and email address.</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individual, existing DoD system (DTS), commercial systems (Global Distribution System, Citi).</p>
</xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>
    <section id="DHRA 16" toc="yes">
        <systemNumber>DHRA 16</systemNumber>
        <subsection type="systemName">
            Inquiry and Case Management System (ICMS)
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense Information Systems Agency (DISA), Computing Directorate Mechanicsburg, 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.</p>

                <p>
                    Backup:  Iron Mountain, 1665 S 5350 W, Salt Lake City, UT 84104-4721.

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    Members of the National Guard, Reserves, and National Disaster Medical System (NDMS) who submit inquiries or request mediation; Employer Support of the Guard and Reserve (ESGR) employees; civilian employers; contractors and volunteers who handle inquiries and cases; and those who submit inquiries.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>
                    Individual’s full name, home address, phone number, email address; current Uniformed Service and Service member pay grade; ESGR case number; type of Uniformed Services Employment and Reemployment Rights Act (USERRA) issue; employer name, employer type, employer’s contact name, contact phone, email and address; name, email and state committee/ESGR affiliation of ESGR employee, contractor, or volunteer that handles an inquiry or mediation case; and case notes.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>
                    38 U.S.C. 43, Employment and Reemployment Rights of Members of the Uniformed Services; 5 U.S.C. 574, Confidentiality; 5 U.S.C. Part I, Chapter 5, Subchapter IV, Alternative Means of Dispute Resolution in the Administrative Process; 42 U.S.C. 300hh-11, National Disaster Medical System, ((d)(3) Employment and reemployment rights); 20 CFR 1002, Regulations Under the Uniformed Services Employment and Reemployment Rights Act of 1994; 5 CFR 353, Restoration to Duty from Uniformed Service or Compensable Injury; DoD Directive 1250.01, National Committee for Employer Support of the Guard and Reserve (NCESGR); DoD Instruction 1205.22, Employer Support of the Guard and Reserve; and DoD Instruction 1205.12, Civilian Employment and Reemployment Rights of Applicants for, and Service Members and Former Service Members of the Uniformed Services.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    To record information related to the mediation of disputes and answering of inquiries related to the USERRA; by tracking case assignments and mediation results of potential conflicts between employers and the National Guard, Reserves, or NDMS members they employ; and by reporting statistics related to the Ombudsman Program in aggregate and at the state committee-level.  These records are also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

                <p>To Department of Labor for Congressionally-mandated USERRA reporting (38 U.S.C. Employment and Reemployment Rights of Members of the Uniformed Services § 4432, Reports).</p>

                <p>Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Disclosure When Requesting Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

                <p>Disclosure of Requested Information Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

                <p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

                <p>Disclosure to the Office of Personnel Management Routine Use: A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>

                <p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

                <p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

                <p>Disclosure to the Merit Systems Protection Board Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>

                <p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

                <p>
                    The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>
                    Electronic storage media.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>
                    Individual’s full name and ESGR case number.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>
                    Physical controls include combination locks, cipher locks, key cards, identification badges, closed circuit televisions, and controlled screenings. Technical controls include user identification and password, intrusion detection system, encryption, Common Access Card, firewall, virtual private network, role-based access controls, and two-factor authentication.  Administrative controls include periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel access information, encryption of backups containing sensitive data, backups secured off-site, and use of visitor registers.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Temporary. Contact information (email, phone number, details/notes of questions asked) from the inquiry data destroy 90 days after inquiry has been closed.</p>

                <p>
                    Masterfile: Destroy 3 years after settlement is implemented or case is discontinued.

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>
                    Executive Director, Headquarters, Employer Support of the Guard and Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine if information about themselves is contained in this system of records should address written inquiries to the Executive Director, Headquarters, Employer Support of the Guard and Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200.</p>

                <p>
                    Signed, written requests should contain the individual’s full name and personal contact information (address, phone number, and email).

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

                <p>
                    Signed, written requests should include the individual’s full name and personal contact information (address, phone number, email) and the name and number of this system of records notice.

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>
                    The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>
                    Individual, and Member Management System (MMS).
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>
                    None.
                </p>
            </xhtmlContent>
        </subsection>
    </section>

    <section id="DHRA 17" toc="yes">
        <systemNumber>DHRA 17</systemNumber>
        <subsection type="systemName">
            Employer Support of the Guard and Reserve Member Management System (MMS).
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense Information Systems Agency (DISA), Computing Directorate Mechanicsburg, 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.</p>
                <p> Backup: Iron Mountain, 1665 S 5350 W, Salt Lake City, UT 84104-4721.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    Federal employees and DoD volunteers who work for Employer Support of the Guard and Reserve (ESGR).
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Full name; role/position and ESGR affiliation (State Committee region or Headquarters); military base for volunteer activity; home address, home and/or mobile phone number, and personal email address; ESGR-related training completed; affiliated Service (if applicable); and emergency contact name, phone number, and relationship.</p>
                <p>Additional information collected on federal employees includes: work address, phone number, and email; assigned military unit and rank (where applicable); and official report and departure date.</p>
                <p>
                    Additional information collected on DoD volunteers includes: volunteer hours performed; awards; mentor/mentee assignments; military experience (Component, rank, status, and years of service); civilian work experience (industry and position type); special skills or qualifications; and form of DoD identification (where applicable).

                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>
                    10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1588, Authority to accept certain voluntary services; DoDD 1250.01, National Committee for Employer Support of the Guard and Reserve (NCESGR); DoD Instruction (DoDI) 1205.22, Employer Support of the Guard and Reserve; DoDI 1100.21, Voluntary Services in the Department of Defense; and DoDI 3001.02, Personnel Accountability in Conjunction With Natural or Manmade Disasters.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    To maintain a roster of and facilitate communication between ESGR members; to track ESGR-related training, awards, and hours donated by ESGR DoD volunteer staff; and to identify federal employee and ESGR DoD volunteer emergency contact information for accountability during manmade disasters and other emergencies.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Law Enforcement Routine Use:</p>
                <p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Congressional Inquiries Disclosure Routine Use:</p>
                <p>  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
                <p>  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
                <p>  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use: </p>
                <p> A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>
                    The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>
                    Electronic storage media.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>
                    Full name and ESGR affiliation.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>
                    All personally identifiable information (PII) is maintained in a secure, password protected electronic system.  The system utilizes security hardware and software to include physical controls such as combination locks, cipher locks, key cards, identification badges, closed circuit televisions, and controlled screenings.  Technical controls include the use of user identifications and passwords, intrusion detection systems, encryption, Common Access Cards (CAC), firewalls, virtual private networks, role-based access controls, and two-factor authentication.  Administrative controls include periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel access information, encryption of backups containing sensitive data, visitor registers, backups secured off-site, and use of visitor registers.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>
                    Volunteer Staff Records:
                </p>
                <p>
                    Destroy/delete 4 years after volunteer departs program.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>
                    Executive Director, Headquarters, Employer Support of the Guard and Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Executive Director, Headquarters, Employer Support of the Guard and Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200.</p>
                <p>
                    Signed, written requests should contain the individual’s full name, ESGR affiliation, and personal contact information (home address, phone number, and email).
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                <p>
                    Signed, written requests should contain the individual’s full name, personal contact information (home address, phone number, email), and the number and name of this system of records notice.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>
                    The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>
                    From the individual.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>
                    None.
                </p>
            </xhtmlContent>
        </subsection>
    </section> 

<section id="DPR 28" toc="yes">
<systemNumber>DPR 28</systemNumber>
<subsection type="systemName">Military Deployment Issues Files (April 20, 2001, 66 FR 20276).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DPR 28, Military Deployment Issues Files of the Special Assistant to the Under Secretary of Defense, it has been concluded that DPR 28 is duplicative of DHA 05 Military Deployment Issues Files (March 29, 2006, 71 FR 15701), and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="DPR 29" toc="yes">
<systemNumber>DPR 29</systemNumber>
<subsection type="systemName">Language and Skills Participation Program (August 5, 2003, 68 FR 46167).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DPR 29, Language and Skills Participation Program, it has been determined that DPR 29 is duplicative of DHRA 07, National Language Service Corps Pilot Records (September 11, 2008, 73 FR 52839), and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="DPR 30" toc="yes">
<systemNumber>DPR 30</systemNumber>
<subsection type="systemName">Department of Defense Readiness Reporting System (DRRS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Readiness Reporting System Implementation Office, Office of the Secretary of Defense, Office of the Under Secretary of Defense for Personnel and Readiness, 4800 Mark Center Drive, Alexandria, VA 22350-1400.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All active duty, National Guard, and Reserve military service members of the Air Force, Navy, Army, and Marine Corps, including DoD Civilian Expeditionary Workforce personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, date of birth, gender, Social Security Number (SSN), rank/grade, duty status, skill specialty, deployability, related reason codes for readiness posture, unit of assignment, security clearance, occupational skill codes, and linguistic capabilities.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 117, Readiness Reporting System: establishment; Reporting to Congressional Committees; 10 U.S.C. 113, Secretary of Defense; DoD Directive 5149.02, Senior Readiness Oversight Council (SROC); DoD Directive 7730.65, Department of Defense Readiness Reporting System (DRRS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Defense Readiness Reporting System (DRRS) provides the means to manage and report the readiness of the Department of Defense and its subordinate Components to execute the National Military Strategy as assigned by the Secretary of Defense in the Defense Planning Guidance, Contingency Planning Guidance, Theater Security Cooperation Guidance, and the Unified Command Plan. DRRS builds upon the processes and readiness assessment tools used in the Department of Defense to establish a capabilities-based, adaptive, near real-time readiness reporting system.
</p>
<p>All DoD components will use the DRRS information to identify critical readiness deficiencies, develop strategies for rectifying these deficiencies, and ensure they are addressed in appropriate program/budget planning or other DoD management systems. DRRS will permit commanders to obtain pertinent readiness data on personnel assigned/attached to their units.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm."</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary, DoD/Joint Staff compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>IIndividual's name, unit of assignment, occupational skill codes, and linguistic capabilities.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to authorized and appropriately cleared personnel as determined by the system manager.  Access is limited to person(s) responsible for servicing the record in performance of their official duties, which are properly screened and cleared for need-to-know.  System users cannot view Social Security Numbers (SSN).  Records are maintained in a controlled facility.  Physical entry is restricted by use of identification badges, cipher locks, combination locks, security guards, and is accessible only to authorized or cleared personnel.    All data is protected in accordance with appropriate procedures and processes and is further protected with additional encryption.  Technical controls include passwords, intrusion detection system (IDS), encryption, firewall, virtual private network (VPN), and DoD Public Key Infrastructure Certificates.  Administrative controls include periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel access to PII, encryption of backups containing sensitive data, backups are secured off-site.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Permanent. At the end of the fiscal year, a snapshot is taken and transferred to the National Archives and Records Administration (NARA).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Defense Readiness Reporting System Implementation Office, Office of the Secretary of Defense, Office of the Under Secretary of Defense for Personnel and Readiness, 4800 Mark Center Drive, Alexandria, VA 22350-1400.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commander. For a complete list of mailing addresses, contact the system manager. </p>

<p>Signed, written requests should include individual’s full name and unit.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.
</p><p>Signed, written requests should include the individual’s full name and unit, and the name and number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the Enlisted Personnel Management Information System (EPMIS), Officer Personnel Management Information System (OPMIS), Marine Corps Total Force System (MCTFS), Medical Readiness Reporting System (MRRS), Military Personnel Data System, Medical Readiness Reporting System-Marine, Medical Readiness Reporting System-Navy, Defense Manpower Data System, Defense Readiness Reporting System Army, Defense Readiness Reporting System Marine Corps, Defense Readiness Reporting System Navy, Global Combat Support System Air Force, Manpower Programming and Execution System, Aeromedical Services Information Management System, Aerospace Expeditionary Force Reporting Tool, Electronic Joint Manpower and Personnel System, Medical Protection System, Military Personnel and Accounting System, Navy Readiness Reporting Enterprise, Defense Civilian Personnel Data System, Global Force Management Navy Org Server, Integrated Total Army Personnel Database, Global Status of Resources and Training System, Joint Training Information Management System, Aviation Resource Management System, Operational Data Store Enterprise/Marine Corps total Force System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPR 31" toc="yes">
<systemNumber>DPR 31</systemNumber>
<subsection type="systemName">Personal Commercial Solicitation Evaluation.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense, Military Community and Family Policy, ATTN: Morale, Welfare and Recreation Policy Office, 241 S. 18th Street, Suite 302, Arlington, VA 22202-3424.
</p><p>Records are also located at installations and activities where the commercial solicitation occurred.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active duty service members and solicitors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Names of sales representative and company; appointment information; conduct of sale representative; active duty service member's name, home and work phone number, unit address and e-mail.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulation; 15 U.S.C. 1601, Congressional findings and declaration of purpose; and DoD Directive 1344.7, Personal Commercial Solicitation on DoD Installations.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The information is used to document the active duty service member's experience with the sales representatives. Service member responses ensure sales representatives. Service member responses ensure sales representatives conduct themselves fairly and in accordance with DoD Directive 1344.7. Information may be used as part of a case file in the event proceedings are considered necessary to deny or withdraw permission for the sales representative and/or the company to solicit on one or more military installations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices do not apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the active duty service members' name and unit.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in controlled areas accessible only to authorized personnel with a valid requirement and authorization to enter. Physical entry is restricted by use of combination numbered and cipher locks.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Permanent. Cut off and retire to the Washington National Records Center when superseded or obsolete.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Department of Defense, Military Community and Family Policy, ATTN: Morale, Welfare and Recreation Policy Office, 241 S. 18th Street, Suite 302, Arlington, VA 22202-3424.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Under Secretary of Defense (Military Community and Family Policy), ATTN: Morale, Welfare and Recreation Policy Directorate, 241 S. 18th Street, Suite 302, Arlington, VA 22202-3424.
</p><p>Individuals also can seek such information from the office responsible for commercial solicitation activities for the installation or activity where the commercial solicitation occurred.
</p><p>Requests should include the individual's name, phone number, and address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individual seeking access to information about themselves should address written requests to the Office of the Under Secretary of Defense (Military Community and Family Policy), ATTN: Morale, Welfare and Recreation Policy Directorate, 241 S. 18th Street, Suite 302, Arlington, VA 22202-3424.
</p><p>Individuals also can obtain such information from the office responsible for commerical solicitation activities for the installation or activity where the commerical solicitation occurred.
</p><p>Requests should include the individual's name, phone number, and address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Active duty service member.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="DPR 34" toc="yes">
<systemNumber>DPR 34</systemNumber>
<subsection type="systemName">Defense Civilian Personnel Data System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Lockheed Martin Information Systems, 1401 Del Norte St., Denver, CO 80221; Testing and Operations, 1777 NE. Loop 410, Suite 300, San Antonio, TX 78217.
</p><p>A list of secondary (Component regional) locations may be obtained by written request to DoD Civilian Personnel Management Service (CPMS), 1400 Key Boulevard, Suite B200, Arlington, VA 22209-5144.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees and job applicants for civilian appropriated/non-appropriated fund (NAF), local nationals (LN), and National Guard (NG) civilian technician positions in the Department of Defense (DoD).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Position authorization and control information; position descriptions and performance elements; personnel data and projected suspense information for personnel actions; pay, benefits, and entitlements data.
</p><p>Historical information on employees, including job experience, education, training, and training transaction data; performance plans, interim appraisals, final appraisals, closeouts and ratings; professional accounting or other certifications or licenses; awards information and merit promotion information; separation and retirement data; civilian deployment information and adverse and disciplinary action data.
</p><p>Personnel information including Social Security Number (SSN), employee number, emergency contact information, employee email address, employee phone numbers to include home, work, pager, fax and mobile; race and national origin; handicap code; and foreign language capability. In addition, transmits data and updates to Corporate Management Information System (CMIS) and Customer Support Unit (CSU).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department Regulations; 5 U.S.C. Chapter 11, Office of Personnel Management; 5 U.S.C. Chapter 13, Special Authority; 5 U.S.C. Chapter 29, Commissions, Oaths, Records, and Reports; 5 U.S.C. Chapter 31, Authority for Employment; 5 U.S.C. Chapter 33, Examination, Selection, and Placement; 5 U.S.C. Chapter 41, Training; 5 U.S.C. Chapter 43, Performance Appraisal; 5 U.S.C. Chapter 51, Classification; 5 U.S.C. Chapter 53, Pay Rates and Systems; 5 U.S.C. Chapter 55, Pay Administration; 5 U.S.C. Chapter 61, Hours of Work; 5 U.S.C. Chapter 63, Leave; 5 U.S.C. Chapter 72, Antidiscrimination; Right to Petition Congress; 5 U.S.C. Chapter 75, Adverse Actions; 5 U.S.C. Chapter 83, Retirement; 5 U.S.C. Chapter 99, Department of Defense National Security Personnel System; 5 U.S.C. 7201, Antidiscrimination Policy; minority recruitment program; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E. O. 9830, Amending the Civil Service Rules and Providing for Federal Personnel Administration, as amended; 29 CFR part 1614.601, EEO Group Statistics; and E. O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To establish a system of records to provide Human Resource information and system support for the DoD civilian workforce worldwide.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of Office of the Secretary of Defense's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and/or Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed and/or maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. User names and passwords and/or Common Access Cards (CACs) are employed to ensure access is limited to authorized personnel only. Employees are able to access and view only their records and update certain personal information to them via user name and password. Security systems and/or security guards protect buildings where records are accessed or maintained. A risk assessment has been performed and will be made available on request.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained for 25 years after an individual separates from the government and then the records are purged.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Civilian Personnel Management Service, 1400 Key Boulevard, Suite B200, Arlington, VA 22209-5144.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to: Civilian Personnel Management Service, 1400 Key Boulevard, Suite B200, Arlington, VA 22209-5144.
</p><p>Written requests should contain individual's name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the name and number of this system of records notice along with the individual's name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Prospective employee generated resume, Standard Form 171, or Optional Form 612; employee or supervisor generated training requests; human resources generated records; employee generated data recorded as self certified; and other employee or supervisor generated records. Data is also received from various interfaces; Defense Manpower Data Center; Defense Civilian Payroll System; Joint Personnel Adjudication System; Air Force Manpower Interface; National Guard Bureau Military Data Upload; NAF Payroll; Resumix; and training.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPR 35" toc="yes">
<systemNumber>DPR 35</systemNumber>
<subsection type="systemName">Defense Injury and Unemployment Compensation System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Civilian Personnel Management Services, 1400 Key Blvd., Rosslyn, VA 22209-5144.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former DoD civilian appropriated fund employees and/or their survivors who have filed a claim for workers compensation benefits under the Federal Employees Compensation Act (FECA) by reason of injuries sustained while in the performance of civilian duty or who have filed claims for unemployment compensation through State employment security agencies (SESAs).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individuals name, Social Security Number (SSN) or employee ID, date of birth, gender, home phone number, component, occupation, assignment and duty location information, wages, benefits, entitlement data necessary to injury or unemployment claim management, Department of Labor/Office of Workers Compensation Programs claim data, authorization for medical care, related DoD personnel records such as, timekeeping and payroll data, reports descriptive of the incident and extent of injury for use in Department of Labor/Office of Workers Compensation Program (DOL/OWCP) adjudication of the claim, initial notification to agency safety personnel for Occupational Safety and Health Act (OSHA) reporting purposes, reports related to payment of benefits through SESA offices, State where the claim for unemployment compensation was filed and approximate date filed with the SESA.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. Chapter 81, Compensation for Work Injuries; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Instruction (DoDI) 1400.25-V810, DoD Civilian Personnel Management System: Injury Compensation; DoDI 1400.25-V850, DoD Civilian Personnel Management System: Unemployment Compensation; DoD 1400.25-M, DoD Civilian Personnel Manual; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process FECA claims seeking monetary, medical, and similar benefits for injuries or deaths sustained while performing assigned duties.
</p><p>Data is collected for incident notification to safety personnel responsible for OSHA recording. Safety claim records are used to support DoD management responsibilities under the applicable regulations and to obtain appropriate injury compensation benefits for qualifying employees or their dependents.
</p><p>Records are maintained for the purpose of auditing the State itemized listings of unemployment compensation charges, identifying erroneous charges and requesting credits from the SESAs, and tracking the charges to ensure that credits are received from the appropriate State jurisdictions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Office of Personnel Management and Social Security Administration for the purpose of ensuring appropriate payment of benefits.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, SSN, and/or claim number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for a need-to-know. Access to computerized data is restricted by passwords, which are changed periodically according to agency security policy.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Human Resources Specialist, Benefits and Information Systems, Civilian Personnel Management Services, Injury and Unemployment Compensation Division, 1400 Key Blvd, Rosslyn, VA 22209-5144.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Injury Compensation Program Administrator (ICPA) designated by their servicing Human Resources office, or contact the Benefits and Information Systems, Civilian Personnel Management Services, Injury Compensation Unemployment Compensation Division, 1400 Key Boulevard, Rosslyn, VA 22209-5144 for assistance in identifying the Injury Compensation Program Administrator.
</p><p>Requests should be signed, include the individual's full name, SSN, and address. It should include the State where the claim for unemployment compensation was filed and approximate date filed with the SESA.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the OSD/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Requests should include the name and number of this system of records notice, include the individual's full name, SSN, address, and be signed. If the request involves unemployment compensation, it should include the State where the claim for unemployment compensation was filed and approximate date filed with the SESA.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, Defense Civilian Personnel Data System profile and position data, Defense Civilian Pay System wage and earnings data, and DOL/OWCP claim records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPR 36" toc="yes">
<systemNumber>DPR 36</systemNumber>
<subsection type="systemName">Defense Integrated Military Human Resources System (DIMHRS) Records (November 12, 2008; 73 FR 66849).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The DIMHRS System (DPR 36) has been deleted per order from the Secretary of Defense, and no records have been entered into the database.
</p></xhtmlContent></subsection></section>
<section id="DPR 37" toc="yes">
<systemNumber>DPR 37</systemNumber>
<subsection type="systemName">DoD Employer Support of Guard and Reserve Volunteer Rosters.</subsection>
<subsection type="systemName">Deleted replaced with "DHRA 17, Employer Support of the Guard and Reserve Member Management System (MMS).</subsection></section>
 

            
<section id="DPR 39" toc="yes">
<systemNumber>DPR 39</systemNumber>
<subsection type="systemName">DoD Personnel Accountability and Assessment System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Decentralized locations include the DoD Components staff and field operating agencies, major commands, installations, and activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD-affiliated personnel to include: military Service members (active duty, Guard/Reserve and the Coast Guard personnel when operating as a Military Service with the Navy), civilian employees (including non-appropriated fund employees), family members of the above and contractors working at DoD facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Subject individual's full name, Social Security Number (SSN), DoD affiliation, date of birth, duty station address and telephone numbers, home and email addresses, and telephone numbers (to include cell number). Emergency Data information may include spouse's name and address; children's names, dates of birth, address and telephone number; parents names, addresses and telephone numbers; or emergency contact's name and address.
</p><p>The Military Departments may request information to assess the needs of affiliated personnel. Such information may include a needs assessment survey to help determine any specific emergent needs; the date of the assessment; the type of event and category classification; and a Federal Emergency Management Agency (FEMA) number, if issued.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters; Air Force Instruction 10-218, Personnel Accountability in conjunction with Natural Disasters or National Emergencies; Army Regulation 500-3, U.S. Army Continuity of Operations Program Policy and Planning; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To accomplish personnel accountability for DoD affiliated personnel in a natural or man-made disaster or when directed by the Secretary of Defense. This system will document the individual's check-in data.
</p><p>The Military Departments may also collect information about Service members and their dependents for needs assessment as a result of the natural or man-made disaster.
</p><p>The DoD Components may also use accountability data for accountability and assessment reporting exercises.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal, State, or local governments during actual emergencies, exercises or continuity of operations tests for the purpose of responding to emergency situations or to allow emergency service personnel to locate the individual(s).
</p><p>To Federal Emergency Management Agency to facilitate recovery efforts when natural or manmade disasters occur.
</p><p>The DoD "Blanket Routine Uses" also apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and on electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, Social Security Number (SSN), or date of birth.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>DoD Components will ensure that paper and electronic records collected and used are maintained in controlled areas accessible only to authorized personnel. Physical security differs from site to site, but the automated records must be maintained in controlled areas accessible only by authorized personnel. Access to computerized data is restricted by use of common access cards (CACs) and passwords. These are "For Official Use Only" records and are maintained in controlled facilities that employ physical restrictions and safeguards such as security guards, identification badges, key cards, and locks.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending. Until the National Archives and Records Administration has approved the retention and disposal of these records, treat them as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Senior Program Manager for Casualty and Mortuary Affairs, Office of the Under Secretary of Defense (Personnel &amp; Readiness), Deputy Under Secretary of Defense for Military Community and Family Policy, 4000 Defense Pentagon, Washington, DC 20301-4000.
</p><p>The Privacy Act responsibilities concerning access, amendment, and disclosure of the records within this system notice have been delegated to the employing DoD components.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to their employing DoD Component.
</p><p>The request should include the individual's full name, Social Security Number (SSN), home address, and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to their employing DoD Component.
</p><p>The request should include the individual's full name, Social Security Number (SSN), home address, and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Each DoD Component has its own rules for accessing records and for contesting contents and appealing initial agency determinations and can be found in component Privacy Instructions and Regulations; the appropriate part of 32 CFR.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual and Defense Manpower Data Center (DEERS database).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPR 40" toc="yes">
<systemNumber>DPR 40</systemNumber>
<subsection type="systemName">Recovery Coordination Program Support Solution.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC), Mechanicsburg Building 308, Naval Support Activity (NSA), 5450 Carlisle Pike, Mechanicsburg, PA 17050-0975.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Recovering Service members (RSMs) who have been wounded, injured or have an illness, and their spouses, dependents, and caregivers.  RSMs may be undergoing medical treatment, recuperation or therapy; or may be assigned to a temporary disability retired or permanent disability retired list pending Military Department disability evaluation system proceedings.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; rank/grade; Social Security Number (SSN) and truncated SSN; Department of Defense identification number (DoD ID); date of birth; current address; home telephone number; Service, component, service separation information including Permanent Duty Retirement List (PDRL), Temporary Duty Retirement List (TDRL), medical separation, limited injury and illness-specific medical information, and other personnel management data specifically awards, Military Occupational Specialty (MOS), time in service, education information, end active obligated service date, demobilization date, separation date, retirement date, temporary disability retirement list date, permanent disability retirement; and spouse, dependents and/or primary caregiver name, address, and telephone number (home, cell and/or work).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; DoD Directive 5124.02, Under Secretary of Defense for Personnel and Readiness (USD(P&amp;R)); DoD Instruction 1300.24, Recovery Coordination Program (RCP); and E.O. 9397, (SSN) as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To improve the timeliness, efficacy, and transparency of the care, management, and transition of recovering Service Members or eligible family members and caregivers receiving support (as defined in DoD Instruction 1300.24).  Contact information is used by case managers to facilitate the uniformity and effectiveness of care and/or transition from active duty to temporary or permanent retirement for eligible individuals.  These records are also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p><p>

Service member records are shared with the Department of Veterans Affairs (VA) as a checklist upon completion of the program with the DoD.</p><p>

<i>Law Enforcement Routine Use:  </i></p><p>
If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p><i>Congressional Inquiries Disclosure Routine Use:</i></p><p>  
Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p><p>

<i>Disclosure to the Department of Justice for Litigation Routine Use: </i></p><p> 
A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.

</p><p><i>Disclosure of Information to the National Archives and Records Administration Routine Use:</i>  
</p><p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

</p><p><i>Data Breach Remediation Purposes Routine Use:</i></p><p>
A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Last name, SSN, DoD ID number, Service, component.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The servers are maintained at a military installation with 24-hour guards and maintained in a locked facility.  The servers and terminals are located in restricted areas accessible only to authorized persons that are properly screened, cleared and trained.  A system administrator grants specific access privileges and users are authenticated.  Access requires valid Common Access Card (CAC)-based certificates and PIN.  Records are maintained in a secure, password protected electronic system that utilizes security hardware and software that includes multiple firewalls, active intruder detection, encryption at rest and in transit, external certificates, DoD public key infrastructure certificates and role-based access controls.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approves the retention and disposal schedule, records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Principal Deputy for Care Coordination, Office of Warrior Care Policy, Office of the Secretary of Defense, OUSD (P&amp;R) WCP, 200 Stovall Street, Alexandria, VA 22332-0800.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Principal Deputy for Care Coordination, Office of Warrior Care Policy, Office of the Secretary of Defense, OUSD (P&amp;R) WCP, 200 Stovall Street, Alexandria, VA 22332-0800.</p>
<p>Signed, written requests must contain the individual’s full name, mailing address and SSN.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.
</p><p>Signed, written requests must include the name and number of this system of record notice, the Service member’s full name and SSN.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Service members, Defense Enrollment Eligibility Reporting System (DEERS), Operational Data Store Enterprise (ODSE) system, Total Force Data Warehouse, and Defense Casualty Information Processing System (DCIPS).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDTMA 01" toc="yes">
<systemNumber>EDTMA 01</systemNumber>
<subsection type="systemName">Health Benefits Authorization Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066, and contractors under contract to the Defense Health Agency. </p>

<p>A listing of Managed Care Support contractors maintaining these records is available from the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who seek authorization or pre-authorization for medical and dental health care under TRICARE/CHAMPUS and the Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Original correspondence to and from individuals; medical/dental statements; the name, Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number) of the sponsor and/or beneficiary; beneficiary’s relationship to sponsor; medical/dental histories; Health Care Advice Nurse records; Congressional inquiries; medical/dental diagnosis and treatment records including web—based behavioral health assistance encounters; authorization and pre-authorization requests for care; case status sheets; memoranda for the record; follow-up reports justifying extended care; correspondence with contractors; and work-up sheets maintained by case workers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 55, Medical and Dental Care; 38 U.S.C. Chapter 17, Hospital, Nursing Home, Domiciliary, and Medical Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain and control records pertaining to requests for authorization or pre-authorization of health and dental care under TRICARE. </p>

<p>The system is used to determine eligibility of an individual, authorize payment, control and review health care management plans, and health care demonstration programs, control accomplishment of reviews, and coordinate subject matter clearance for internal and external audits and reviews of the program.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3)as follows:</p>

<p>To the Departments of Health and Human Services and Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE and CHAMPVA pursuant to 10 U.S.C. Chapter 55 and 38 U.S.C. Chapter 17. </p>

<p>Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE. </p>

<p>Disclosure to the Department of Justice and the United States Attorneys in situations where the matter directly or indirectly involves the TRICARE program. </p>

<p>Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. </p>

<p>The DoD Blanket Routine Uses may apply to this system of records. </p>

<p><i>Note 1:</i> This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended or mentioned in this system of records notice.</p>

<p><i>Note 2:</i> Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by the name, SSN and/or DoD ID Number of the sponsor or beneficiary.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic media, data and/or electronic records are maintained in a controlled area.  Records are maintained in a secure, limited access, or monitored area.  The computer system is accessible only to authorized personnel.  Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.</p>

<p>The system provides two-factor authentication through user IDs/passwords.  Access to personal information is restricted to those who require the data in the performance of their official duties.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.</p>

<p>All of the records must be properly secured for the duration of their life cycle. The safeguards in place for the paper records include placing the documents in locked file cabinets and storage rooms with limited access and electronic security measures.  In addition, some of the records are housed in secure facilities monitored by security guards and video surveillance.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Close out at end of the calendar year in which received. Destroy 10 years after cutoff.  Records are currently frozen under DHA litigation holds.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Manager, Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.  </p>

<p>Requests should contain the full name and signature of the sponsor or beneficiary. </p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. </p>

<p>Written requests for information should include the full name and signature of the sponsor or beneficiary.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contractor submissions on behalf of beneficiaries, Health Benefits Advisors, all branches of the Uniformed Services, Congressional offices, providers of care, consultants, sponsor and/or beneficiary.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDTMA 02" toc="yes">
<systemNumber>EDTMA 02</systemNumber>
<subsection type="systemName">Medical/Dental Care and Claims Inquiry Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066, and contractors under contract to the Defense Health Agency. </p>

<p>A listing of Managed Care Support contractors maintaining these records is available from the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All individuals who seek information concerning health care under TRICARE and The Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Inquiries received from private individuals for information on TRICARE and CHAMPVA, and replies thereto; Congressional inquiries on behalf of constituents and replies thereto; and files notifying personnel of eligibility or termination of benefits.  Information may include the name, Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number) of the sponsor and/or beneficiary; beneficiary’s relationship to sponsor; date of birth, case number, dates of treatment, medical/dental diagnosis; Defense Enrollment Eligibility Reporting System (DEERS) data, address, telephone number, marital status, adoption information, and sponsor name.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C Chapter 55, Medical and Dental Care; 38 U.S.C. Chapter 17, Hospital, Nursing Home, Domiciliary, and Medical Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain and control records pertaining to requests for information concerning an individual's TRICARE eligibility status, the medical or dental benefits provided under programs of TRICARE and CHAMPVA and the processing of individual TRICARE and CHAMPVA claims.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To the Departments of Health and Human Services and Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE and CHAMPVA pursuant to 10 U.S.C. Chapter 55 and 38 U.S.C. Chapter 17. </p>
<p>Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE.</p>
<p>Disclosure to the Department of Justice and the United States Attorneys in situations where the matter directly or indirectly involves the TRICARE program. </p>
<p>Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal.</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Defense Health Agency compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>

<p><i>Note 1:</i>  This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>

<p><i>>Note 2:</i>  Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by the name, SSN and/or DoD ID Number of the sponsor or beneficiary.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic media, data and/or electronic records are maintained in a controlled area.  Records are maintained in a secure, limited access, or monitored area.  The computer system is accessible only to authorized personnel.  Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.</p>

<p>The system provides two-factor authentication through user IDs/passwords.  Access to personal information is restricted to those who require the data in the performance of their official duties.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.</p>

<p>All of the records must be properly secured for the duration of their life cycle.  The safeguards in place for the paper records include placing the documents in locked file cabinets and storage rooms with limited access and electronic security measures.  In addition, some of the records are housed in secure facilities monitored by security guards and video surveillance.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Close out at end of the calendar year in which received.  Destroy 10 year(s) after cut off.  When subject to one or more Litigation Holds, preserve records in compliance with the time restraints of the hold(s).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Manager, Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.  </p>

<p>Requests should contain the full name and signature of the sponsor or beneficiary. </p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. </p>

<p>Written requests for information should include the full name and signature of the sponsor or beneficiary.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contractors, Congressional offices, Beneficiary Counseling and Assistance Coordinators, all branches of the Uniformed Services, providers of care, consultants, sponsor and/or beneficiary.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDTMA 03" toc="yes">
<systemNumber>EDTMA 03</systemNumber>
<subsection type="systemName">Legal Opinion Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the General Counsel, Defense Health Agency, 16401 East Centretech Parkway, Aurora, CO 80011-9066.</p>
<p>Office of the General Counsel, Defense Health Agency Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have contacted or corresponded with Defense Health Agency regarding any matter requiring legal clarification or resolution.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Inquiries received from individuals, attorneys, fiscal administrators, hospital contractors, other government agencies, Health Care Advice Nurse records, and Congressional offices.  Files contain legal opinions, ethics opinions, correspondence, memoranda for the record, and similar documents.  Medical/dental treatment records, authorizations and pre-authorizations, care and claims inquiry documents, medical/dental history files, the name, Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number) of the sponsor and/or beneficiary; and beneficiary’s relationship to sponsor may be included in these records, as appropriate, to document TRICARE legal determinations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 55, Medical and Dental Care; 38 U.S.C. Chapter 17, Hospital, Nursing Home, Domiciliary, and Medical Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Defense Health Agency uses these records to address and resolve legal issues and for research, precedent, historical, and record purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To the Departments of Health and Human Services and Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE and the Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA) pursuant to 10 U.S.C. Chapter 55 and 38 U.S.C. Chapter 17.</p>
<p>Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE.</p>
<p>Disclosure to the Department of Justice and the United States Attorneys in situations where the matter directly or indirectly involves the TRICARE program. </p>
<p>Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal.
</p><p>The DoD Blanket Routine Uses may apply to this system of records. </p>

<p><i>NOTE 1:</i>  This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>

<p><i>NOTE 2:</i>  Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.


</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Paper records and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by subject matter with cross-reference by the individual's name, SSN, and/or DoD ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic media, data and/or electronic records are maintained in a controlled area.  Records are maintained in a secure, limited access, or monitored area.  The computer system is accessible only to authorized personnel.  Entry into these areas is restricted to those personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, passwords which are changed periodically, and administrative procedures.</p>

<p>The system provides two-factor authentication through user IDs/passwords.  Access to personal information is restricted to those who require the data in the performance of their official duties.  All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.</p>

<p>All of the records must be properly secured for the duration of their life cycle.  The safeguards in place for the paper records include placing the documents in locked file cabinets and storage rooms with limited access and electronic security measures.  In addition, some of the records are housed in secure facilities monitored by security guards and video surveillance.

</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Permanent.  Retire to Denver Federal Records Center (FRC) when superseded or obsolete.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Paralegal Specialist, Office of General Counsel, Defense Health Agency, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA, 22042-5101.  </p>

<p>Requests should contain the full name and signature of the sponsor or beneficiary. </p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA, 22042-5101. </p>

<p>Written requests for information should include the full name and signature of the sponsor or beneficiary.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals (TRICARE and CHAMPVA beneficiaries, sponsors, or others), attorneys, fiscal administrators, hospital contractors, managed care support contractors, providers of care, medical records, other government agencies (Federal, state, local, and foreign), and Congressional offices.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="EDTMA 04" toc="yes">
<systemNumber>EDTMA 04</systemNumber>
<subsection type="systemName">Medical/Dental Claim History Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066, and contractors under contract to the Defense Health Agency. </p>

<p>A listing of Managed Care Support contractors maintaining these records is available from the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Eligible beneficiaries and all individuals who seek health care under TRICARE and the Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains claims, billings for services, applications or approval forms, enrollment and disenrollment files, recoupment files, third-party liability files, fraud and abuse files, the name, Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number) of the sponsor and/or beneficiary; beneficiary’s relationship to sponsor, case management files, resource sharing files, utilization management/quality assurance files, payment files, medical/dental records, family history files, records of grievances with a medical/dental provider, appeals, hearings, or any other correspondence, memoranda, or reports which are acquired or utilized in the development and processing of TRICARE or CHAMPVA claims.  </p>

<p>Records are also maintained on health care demonstration projects, including enrollment and authorization agreements, correspondence, memoranda, forms and reports, which are acquired or utilized during the projects.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapter 55, Medical and Dental Care; 38 U.S.C. Chapter 17, Hospital, Nursing Home, Domiciliary, and Medical Care; 32 CFR Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Defense Health Agency and its contractors and DoD staff (including Military Treatment Facilities, clinics and TRICARE Regional Offices Staff) use the information to control and process health care benefits available under TRICARE and CHAMPVA, including the processing of medical or dental claims, the control and approval of medical or dental treatments, issuance of deductible certificates, and necessary interface with providers of health care.  The system also supports audits of contractor-processed claims to determine payment and occurrence accuracy of the contractor’s adjudication process.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To the Departments of Health and Human Services and Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE and CHAMPVA pursuant to 10 U.S.C. Chapter 55; and 38 U.S.C. Chapter 17. </p>

<p>Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE. </p>

<p>Disclosure to the Department of Justice and the United States Attorneys in situations where the matter directly or indirectly involves the TRICARE program. </p>

<p>Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Defense Health Agency compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at:  http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>

<p><i>Note 1:</i>  This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) or any successor DoD issuances implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and 45 CFR Parts 160 and 164, Health and Human Services, General Administrative Requirements and Security &amp; Privacy, respectively, applies to most such health information.  DoD 6025.18-R or a successor issuance may place additional procedural requirements on uses and disclosures of such information beyond those found in the Privacy Act of 1974, as amended, or mentioned in this system of records notice.</p>

<p><i>Note 2:</i> Except as provided under 42 U.S.C. 290dd-2, records of identity, diagnosis, prognosis or treatment information of any patient maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by a department or agency of the United States will be treated as confidential and disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by the name, SSN and/or DoD ID Number of the sponsor or beneficiary; name and SSN and/or Tax Identification Number of the provider; internal control number; classification of medical diagnosis; procedure code; geographical location of care provided; and selected utilization limits.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared and trained. Decentralized automated segments within contractor's operations are accessible on-line only to authorized persons possessing user identification codes. The automated portion of the Primary System is accessible only through TRICARE Management Activity on-line data systems. Security systems and/or security guards protect buildings where records are maintained.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Close out at end of the calendar year in which received.  Destroy 10 years after cutoff.  When subject to one or more Litigation Holds, preserve records in compliance with the time constraints of the hold(s).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Manager, Records Management, Administration and Management Directorate, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.</p>

<p>Requests should contain the full name and signature of the sponsor or beneficiary. </p>

<p>If requesting information about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before the existence of any information will be confirmed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101. </p>

<p>Written requests for information should include the full name and signature of the sponsor or beneficiary.</p>

<p>If requesting records about a minor or legally incompetent person, the request must be made by the custodial parent, legal guardian, or party acting in loco parentis of such individual. Written proof of that status may be required before any records will be provided.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81, 32 CFR Part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contractors, Beneficiary Counseling and Assistance Coordinators, other Components of the Department of Defense, all branches of the Uniformed Services, Congressional offices, providers of care, consultants, and sponsor and/or beneficiary.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DTMA 05" toc="yes">
<systemNumber>DTMA 05</systemNumber>
<subsection type="systemName">Grievance Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>TRICARE Management Activity, Department of Defense, Personnel Office, 16401 CentreTech Parkway, Aurora, CO 80011-9043.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current or former Federal employees of TRICARE Management Activity or its predecessor, Office of Civilian Health and Medical Program of the Uniformed Services who have submitted grievances in accordance with 5 U.S.C. 2302 and 5 U.S.C. 7121 or a negotiated procedure.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Documents related to grievances including statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, copy of the original and final decision, and related correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems that TRICARE Management Activity may establish through negotiations with recognized labor organizations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 2302; 5 U.S.C. 7121; and E.O. 11491.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To control and process grievances of Federal employees of TRICARE Management Activity or its predecessor, Office of Civilian Health and Medical Program of the Uniformed Services.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested.
</p><p>To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court.
</p><p>To disclose information to officials of the Federal Labor Relations Authority and its General Counsel; or the Equal Employment Opportunity Commission, when requested in performance of their authorized duties.
</p><p>To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
</p><p>To provide information to officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to the performance of their exclusive representation duties concerning personnel policies, practices, and matters affecting working conditions.
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records maintained in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by individual name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Security systems and/or security guards protect buildings where records are maintained.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are closed at the end of the calendar year in which they are closed, held an additional four years, and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>TRICARE Management Activity, Department of Defense, Personnel Office, 16401 East CentreTech Parkway, Aurora, CO 80011-9043.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043.
</p><p>Written requests for information should include the full name of the individual.
</p><p>For personal visits to examine records, the individual should provide some acceptable identification such as a driver's license or other form of picture identification.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, witnesses, agency officials, and organizations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDDS 01" toc="yes">
<systemNumber>DoDDS 01</systemNumber>
<subsection type="systemName">Teacher Correspondence Files (May 14, 1997, 62 FR 26483).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records are covered by OPM/GOVT-5 (Recruiting, Examining and Placement Records), a government wide system notice.
</p></xhtmlContent></subsection></section>
<section id="DoDDS 02" toc="yes">
<systemNumber>DoDDS 02</systemNumber>

<subsection type="systemName">Educator Application Files (May 14, 1997, 62 FR 26483).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records are covered by OPM/GOVT-5 (Recruiting, Examining and Placement Records), a government wide system notice.
</p></xhtmlContent></subsection></section>
<section id="DoDDS 22" toc="yes">
<systemNumber>DoDDS 22</systemNumber>
<subsection type="systemName">DOD Dependent Children's School Program Files (June 12, 1997, 62 FR 32089).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The system of records is maintained under the Office of the Secretary notice DODEA 26, entitled, Department of Defense Education Activity Dependent Children's School Program Files (November 1, 2006, 71 FR 64247).
</p></xhtmlContent></subsection></section>
<section id="DoDDS 27" toc="yes">
<systemNumber>DoDDS 27</systemNumber>
<subsection type="systemName">DoD Domestic and Elementary School Employee File (May 9, 2003, 68 FR 24935).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The records contained in this system of records are covered by OPM/GOVT-1 (General Personnel Records), a government wide system notice.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 21" toc="yes">
<systemNumber>DoDEA 21</systemNumber>

<subsection type="systemName">Department of Defense Education Activity (DoDEA) Labor and Employment Grievance Records (August 15, 2006, 71 FR 46895).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current or former employees who have submitted grievances in accordance with 5 U.S.C. 2302, Prohibited personnel practices; 5 U.S.C. 7121, Grievance procedures or 5 CFR 771, Administrative practice and procedure, Government employees; and DoD Education Activity 5771.9, Administrative Grievance Procedures.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The system contains records relating to grievances and arbitrations filed by DoD Education Activity employees with the Agency, with the Office of Special Counsel, the Office of Personnel Management, or the Federal Labor Relations Authority.  Includes records relating to the identity of third parties, pleadings, statements of witnesses, investigative reports, interviews, hearings, hearing examiner's findings and recommendations, copies of decisions relating to the grievance, and other relevant correspondence and exhibits.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 1221, 2302, 7121 and 7532; 10 U.S.C. 2164, Department of Defense domestic dependent elementary and secondary schools; 20 U.S.C. 901-907, Overseas Teachers Pay Act; 20 U.S.C. 931, Regulations; issuance and contents; 5 CFR 771, Administrative practice and procedure, Government employees; DoD Directive 1342.20, Department of Defense Education Activity; DoD Education Activity 5771.9, Administrative Grievance Procedures and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records for use by management in resolving employee grievances.
</p><p>To generate statistical reports, work force studies, and perform other analytical activities supporting personnel management functions of DoD Education Activity.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Merit Systems Protection Board (MSPB), the Merit System Protection Board Office of Special Counsel, arbitrators appointed under DoD Education Activity collective bargaining agreements, the Federal Labor Relations Authority, the Department of Justice, the Offices of the United States Attorneys, alternate dispute resolutions specialists, and the Federal courts for purposes related to, or incident to, the adjudication or litigation of the grievance.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Names of the individuals initiating grievance procedures, case number, and by subject matter.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is provided on a "need-to-know" basis and to authorized authenticated personnel only. Records are maintained in controlled access rooms or areas. Computer terminal access is controlled by terminal identification and the password or similar system.  Password authorization, assignment, and monitoring are the responsibility of the functional managers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed 4 years after the case is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Labor-Management &amp; Employee Relations Branch, Human Resources Regional Service Center, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p><p>Written requests for information should contain the full name and address of the individual, and must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the OSD/JS FOIA Requester Service Center, Office of the Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name, Social Security Number (SSN), date of birth, and current address and telephone number of the individual.
</p><p>Individuals should provide the name and number of this system of records notice so that your request can be tasked to the appropriate OSD/JS office.  This section must also include a description of needed identifier so that the record may be retrieved.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the Privacy Act Officer, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals who have initiated a grievance; witness statements or testimony; agency officials; labor organization representatives; arbitrators, hearing officials and administrative law judges; officials in the Merit Service Protection Board Office of Special Counsel; and by officials of the Federal Labor Relations Authority or Merit Systems Protection Board.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 23" toc="yes">
<systemNumber>DoDEA 23</systemNumber>
<subsection type="systemName">Educator Certification/Recertification Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records are maintained at the schools and the Human Resources Regional Service Center, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p><p>Categories of individuals covered by the system Department of Defense Education Activity (DoDEA) teachers, as the term "teacher" is in 20 U.S.C. 901, and to all DoDEA excepted service and educators classified in the TP/AD-1710 or related series.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of transcripts and/or other documentary evidence needed to substantiate the certification status of a DODEA educator. Records include correspondence relating to amendment, renewal, correction, maintenance, and revocation of the individual educator's certification status.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>20 U.S.C. 901-907; 20 U.S.C. 931; 10 U.S.C. 2164; DoD Directive 1342.20, Department of Defense Education Activity; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Department of Defense Education Activity administrators use this information to determine the eligibility of applicable employees to be certified/recertified.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The information may be supplied to state or professional organizations, such as the National Association of State Directors of Teacher Education and Certification (NASDTEC), with whom to DoDEA has reciprocal agreements affecting certificates issued or revoked by the respective systems.
</p><p>Records may be disclosed to the educational accrediting institution(s) and organization(s) that accredited DoDEA schools, during the accrediting organization(s) review of a school or schools.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records are stored in file folders and electronic information in data bases.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>The files are indexed by the educator's full name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records and automated records are maintained in files which are accessible only to authorized personnel. The offices are secured during non-business hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for the current as well as the upcoming certification cycles. Records for an expired certification cycle are retained for 3 years; then they are destroyed. If a teacher leaves the system, except in the case of an educator who is participating in the DoDEA Administrative Re-employment Rights Program, the file is maintained for three years following the current expiration date of the certificate.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Human Resources Director, Human Resources Regional Service Center, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>The request should include the educator's full name, Social Security Number, and be signed. Former employees must also include dates and places of employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in this system should address written requests to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>The request should include the educator's full name, Social Security Number, and be signed. Former employees must also include dates and places of employment.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained from the individuals concerned.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 26" toc="yes">
<systemNumber>DoDEA 26</systemNumber>
<subsection type="systemName">Department of Defense Education Activity Educational Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary location:
</p><p>Department of Defense Education Activity (DoDEA) Headquarters office, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p><p>Secondary locations:
</p><p>Director, Department of Defense Dependent Schools Pacific, Unit 35007, APO AP 96376-5007.
</p><p>Director, Department of Defense Dependent Schools Europe, Unit 29649, Box 7000, APO AE 09002-7000.
</p><p>Domestic Dependent Elementary and Secondary Schools Service Center, 700 Westpark Drive, 3rd Floor, Peachtree City, GA 30269-3554.
</p><p>Decentralized records are also held at local DoD schools. A list of complete addresses for a specific area (Pacific, Europe or Domestic) may be obtained by writing to the appropriate office above.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former students enrolled in schools operated or funded by DoDEA, world-wide.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The records described in this notice consist of elementary school and secondary school records that pertain directly to individual students enrolled or formerly enrolled in DoDEA schools; to include the former Panama schools and Panama college; and school-based programs funded by DoDEA. Data elements for all records generally include student name and unique student identifier.
</p><p>Contemporary School Files:
</p><p>Attendance and Discipline Files. Information reflecting attendance and disciplinary actions, to include teacher referrals, tardy and/or admission slips, correspondence to and from parents, student and/or witness statements, school disciplinary investigation files, student consequences (punishments), and similar related information.
</p><p>Health Record Files. Student immunization records, parental permission forms, screening results, sports physicals, physician referrals, medication instructions, consent forms, pertinent family medical history, psychological or mental health and physical assessments and evaluation reports, and/or 504 Accommodation Plans relating to medical or physical disabilities.
</p><p>School Ancillary Service Files. Non-special education supplemental student services, such as the Gifted Program; English as a Second Language (ESL); Compensatory Education; Reading Improvement; and student counseling and guidance. Records include consultation and referrals, individual student responses to test protocols, assessments and evaluation plans and results, progress and evaluation reports and summaries, teachers' notes, general correspondence, and samples of student's work, and similar related information.
</p><p>School Mediation Agreement and Hearing Results Files. Material on mediations (limited to records of agreements) and hearings other than those filed in another individual student file such as, a special education file.
</p><p>School Special Education Files. Student special education programs referrals and referral forms; samples of student's work; Individualized Education Programs and Individualized Family Service Plans; Case Study Committee, test results and protocols; disciplinary records, behavior plans and related information; assessment and evaluation reports; correspondence between teachers, service providers and/or parents; and cross-reference location information; related service-provider reports; teacher notes relevant to the child's special education program or needs; results of special education administration hearings; and similar related information.
</p><p>School Student Record Files. Information includes student name, Social Security Number (SSN), unique student identifier, enrollment forms and documentation, date of birth, citizenship, photos, passport numbers and expiration dates (for high school students only), student performance, achievements and recognition (academic, citizenship, and athletic), standardized achievement test scores and grades, classroom and course grades, reading records, letters of recommendation, parental correspondence, 504 Accommodation Plans and similar individual student records, and information contained in the student files listed below; records of individual student's sponsor's, including sponsor's SSN, permanent duty address, residence, emergency contact information, parental consents and permissions; and similar related records.
</p><p>Student Administrative Files. Information pertaining to student involvement in administrative actions, such as, serious incident reports, military reports, investigations, compliance reports and similar documents when retrieved by the students name or personal identifier.
</p><p>Student Record Request and Disclosure Files. Records reflecting individual written requests for access to school files, parent/student consent authorizing disclosure of school files to other individuals or organizations, and records of disclosure of school files when no parent/student consent is required.
</p><p>Historical School Files:
</p><p>Transcript Files. Information consists solely of a student's secondary schools or Panama College permanent records (transcripts) reflecting student name and SSN, unique student ID, grades, course titles, credits, and similar data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2164, Department of Defense Domestic Dependent Elementary and Secondary Schools; 20 U.S.C. 921-932, Overseas Defense Dependent's Education; 29 U.S.C. 794, Nondiscrimination under Federal Grants and Programs; DoD Directive 1342.20, Department of Defense Education Activity (DoDEA); DoD Directive 1020.1, Nondiscrimination on the Basis of Handicap in Programs and Activities Conducted by the Department of Defense; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain educational records necessary to operate a global educational program for authorized students ages 3-21, inclusive. Records may be used to determine enrollment eligibility and tuition status; schedule children for classes and transportation; record attendance, absence and withdrawal; record and monitor student progress, grades, course and grade credits, services, school activities, student awards, special interests, accomplishments, and discipline; develop an appropriate educational program, services and placement; provide information for enrollment and student financial aid for post-DoDEA education; obtain and preserve school academic and athletic accreditation; to provide directory information to military recruiters; to make emergency contact as necessary; protect student health and welfare; and to perform other related authorized educational duties as required. Also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To a non-DoD school, upon request of the school, when the child is enrolled in the school or receiving services from the school at DoD expense, so long as the disclosure is for purposes related to the student's enrollment or receipt of services.
</p><p>To public or private entities in connection with financial aid the student has received or for which the student has applied, if the information is necessary to determine the student's eligibility for, or the amount of, or the conditions of the aid.
</p><p>To appropriate parties, including parents of a student age 18 or over, in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other students; and to teachers and school officials in non-DoD schools who have been determined to have a legitimate educational interest in the student, provided that the official making the disclosure maintains a record that documents the articulable and significant threat to the health or safety of a student or other individuals that formed the basis of the disclosure and identifies the parties to whom the information was disclosed.
</p><p>To accrediting organizations to carry out their accrediting functions.
</p><p>To State and local social service offices relative to law enforcement inquiries and investigations and child placement/support proceedings.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By student surname, SSN, date of birth, and student number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is provided on a `need-to-know' basis and to authorized, authenticated personnel only. Records are maintained in controlled access rooms or areas. Computer terminal access is controlled by use of Common Access Card (CAC) or terminal identification and the password or similar system. Physical access to terminals is restricted to specifically authorized individuals. Password authorization, assignment, and monitoring are the responsibility of the functional managers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Contemporary School Files:
</p><p>School Student Record Files:
</p><p>Destroy/delete files, other than secondary transcripts, of all information except report cards or other records of academic promotion or retention data after 1 year. Destroy or delete all non secondary transcript files 3-5 years after graduation, transfer, withdrawal, or death of student.
</p><p>Attendance and Discipline Files:
</p><p>Cut off at end of school year. Destroy/delete when one year old.
</p><p>Health Record Files:
</p><p>Place in student record file upon transfer, withdrawal or death of student.
</p><p>School Ancillary Service Files:
</p><p>Transfer to student record file upon graduation, transfer, withdrawal or death of student.
</p><p>School Mediation Agreement and Hearing Results Files:
</p><p>Cut off after final decision. Destroy/delete when 20 years old.
</p><p>School Special Education Files:
</p><p>Cut off on graduation, transfer, withdrawal, or death of student. Destroy/delete when 5 years old.
</p><p>Student Administrative Files:
</p><p>Cut off at end of school year or upon year student transfers. Destroy after 1 year unless needed for further reference.
</p><p>Student Record Request and Disclosure Files:
</p><p>Cut off at end of school year. Destroy/delete when 2 years old.
</p><p>Historical School Files:
</p><p>Transcripts. Secondary Schools and Panama college transcripts will be cut off upon transfer, withdrawal, or death of student. Secondary transcript files are destroyed when 50 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Area school district system manager addresses may be obtained from the Office of the Director, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system contains information about themselves should address written inquiries to Area or District Systems Managers or the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>Written requests must contain the full name and signature of the requester. When the requester is not the student, state the requester's relationship to the student and include a student's written authorization to disclose the information or evidence of the parental/legal relationship that establishes the parent's or legal guardian's right to access that information such as, a certified copy of a court order, or sufficient information about the requester (SSN, unique student identifier, date of birth) to permit DoDEA to verify custody through the Defense Enrollment Eligibility Reporting System.
</p><p>The request must state the name used by the student at the time of school attendance, the student's birth date, name, and location of the school(s) attended, and the approximate dates of attendance.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Parents/legal guardians and personnel acting as a parent, pursuant to appointment by competent authority in the absence of a parent or legal guardian, are authorized access to the student records of their "dependent" student, as defined in DoD Joint Travel Regulation, Volume 2, Appendix A (JTR V. 2, App. A). Access is afforded to either parent, unless DoDEA is provided with evidence that there is a court order, such as, but not limited to, a divorce, separation, adoption or custody decree, that specifically revokes these rights.
</p><p>While a student is currently enrolled in a DoDEA school, the student or the student's parent/legal guardian, and individuals in overseas areas designated as temporary foster parents, may access their student's records maintained at the student's school by making a request for such access to the student's teachers, registrars and administrators, in accordance with the procedures established at the school, or may request access in writing according to the instructions below.
</p><p>Individuals may submit written requests for access to student information about themselves, and parents/legal guardians of dependent children may submit written requests about their children to the appropriate Area or District Records Systems Managers, or to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>Written requests must contain the full name and signature of the requester. When the requester is not the student, state the requester's relationship to the student and include a student's written authorization to disclose the information or evidence of the parental/legal relationship that establishes the parent's or legal guardian's right to access that information such as, a certified copy of a court order, or sufficient information about the requester (SSN, unique student identifier, date of birth) to permit DoDEA to verify custody through the Defense Enrollment Eligibility Reporting System. The request must also state the name used by the student at the time of school attendance, the student's birth date, the name, and location of the school(s) attended, and the approximate dates of attendance.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals; parents/guardians, DoDEA staff, including school teachers, principals and administrators, counselors, occupational and physical therapists, and other educational service providers; service providers; other educational facilities; medical facilities and personnel; military commands; and members of and activities in the community.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 27" toc="yes">
<systemNumber>DoDEA 27</systemNumber>
<subsection type="systemName">Department of Defense Education Activity Research Approval Process.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have requested, or whom Department of Defense Education Activity (DoDEA) has requested, or whom DoDEA has otherwise authorized, to conduct research involving DoDEA staff, DoDEA students, or parents/sponsors of DoDEA students.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Research proposals, including the researcher(s)' name, address, email address, telephone number, the university or research affiliation of the researcher, DoDEA Form 2071.3-F1, Research Study Request, and related supporting documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2164, Department of Defense Elementary and Secondary Schools; and 20 U.S.C. 921-932 Overseas Defense Dependent's Education.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>A management tool on research projects concerning Department of Defense Education Activity students, parent(s)/sponsor(s), and faculty or staff.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD's compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, case number, subject matter of the research project, and location(s) where the research is being conducted.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is provided on a "need-to-know" basis and to authorized authenticated personnel only. Records are maintained in controlled access rooms or areas. Computer terminal access is controlled by terminal identification and the password or similar system. Physical access to terminals is restricted to specifically authorized individuals. Password authorization, assignment and monitoring are the responsibility of the functional managers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 7 years after completion, or when no longer needed for reference. Paper records are destroyed by shredding. Electronic records are destroyed by shredding of computer disks and permanent deletion of files stored on computer hard drives.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Office of Research and Evaluation, Education Directorate, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of record should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>Written requests should contain the individual name and address and must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p><p>Written requests should contain the individual name and address and must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals who have requested permission to conduct research, which have been appointed by Department of Defense Education Activity (DoDEA), or otherwise authorized by DoDEA to conduct research.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 28" toc="yes">
<systemNumber>DoDEA 28</systemNumber>
<subsection type="systemName">Department of Defense Education Activity Summer Workshop Application.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense Education Activity (DoDEA) teachers, principals, assistant principals, instructional systems specialists, and area and district superintendents.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of first name, last name, Social Security Number (SSN), renewal transportation agreement (is a yes or no answer on application whether employee will be on renewal transportation TDY orders to determine what orders need to be issued), name of area, name of district, name of school or organization, identification numbers assigned to each school and office facility, grade level, subjects taught, years with DoDEA, contact personal e-mail address, contact person, and contact phone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2164, Department of Defense Domestic Dependent Elementary and Secondary Schools; 20 U.S.C. 921-932, Overseas Defense Dependents Education; DoD Directive 1342.20, Department of Defense Education Activity; and E.O. 9397(SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This online tool helps the staff members at all four levels (school, district, area, and headquarters) apply for educational workshops and allows the approving authorities to review accepted applications.
</p><p>The Summer Workshop Application serves as a system to track and account for course application, approval, and registration, summer/recess appointment pay, and is used for the issuance of temporary duty travel orders.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosure generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as routine use pursuant to 5 U.S.C. 55a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices also apply to this system.
</p><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are retrieved by first name, and/or last name and identification numbers assigned to each school and office facility in DoDEA.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure facility. Physical entry is restricted by the use of locks and is accessible only to authorized personnel with appropriate badges. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Common Access Card and pin are required to access computerized data.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for five years (5) or five (5) years after completion of specified program (whichever is sooner) and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Professional Development Branch, Education Division, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, Virginia 22203-1635.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, Virginia 22203-1635.
</p><p>Request should contain the educator's full official name and signed in ink. Former employees must also include dates and places of employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquires to the DoDEA Freedom of Information Act Requester Service Center, 4040 North Fairfax Drive, Arlington, VA 22302-1635.
</p><p>Requests should contain the applicant's full name and signed in ink. Former employees must also include dates and places of employment.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DoDEA 29" toc="yes">
<systemNumber>DoDEA 29</systemNumber>

<subsection type="systemName">Department of Defense Education Activity Non-DoD Schools Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Education Activity (DoDEA) Headquarters office, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Students receiving non-DoD schooling funded by DoDEA and their sponsors and tutors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Student Record Files. Demographic data includes student name, date of birth, grade, school attended, school year, special education services including tutorial and supplemental services, if applicable tuition paid by DoDEA, and applicable transportation payments.
</p><p>Tutor Record Files. Includes name, address, telephone number, and e-mail address.
</p><p>School Registration Files. Sponsor and/or registration forms reflecting sponsor name, Social Security Number (SSN) (for reimbursement purposes thru the Defense Finance and Accounting Service (DFAS), sponsor's grade/rank, local address, sponsoring agency including address, telephone number and e-mail address, agency certification of sponsors/dependents, sponsors' Permanent Change of Station (PCS) orders, birth certificates, court documents that prove student's relationship to the sponsor, and similar files.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>20 U.S.C. 926(b), Tuition and Assistance When Schools Unavailable, 10 U.S.C. 1605, Benefits for Certain Employees Assigned Outside the United States; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This information is used to track obligations and invoices for transportation, tuition, and tutoring payments and to determine eligibility and enrollment by grade for all students who receive non-DoD schooling funded by DoD. This information is also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To a non-DoD school, upon request of the school, when the child is enrolled in the school or receiving services from the school at DoD expense, so long as the disclosure is for purposes related to the student's enrollment or receipt of services.
</p><p>To state and local social service offices in response to law enforcement inquiries and investigations, and child placement/support proceedings.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices also apply to this system.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name, address, school year. Student records are also retrieved by grade, sponsor's name, or school name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is provided on a "need-to-know" basis and to authorized authenticated personnel only. The Non-DoD School Program system database requires the user to utilize a two-factor authentication and a system password. Paper records are maintained in controlled access areas. Program access, assignment and monitoring are the responsibility of DoDEA headquarters functional managers.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Documents and electronic records on enrollment and registration, school registration forms, parental correspondence, other notes and related information and similar records are destroyed five (5) years after transfer, withdrawal, or death of student.
</p><p>Tutor record files are destroyed six (6) years and three (3) months after period covered by account.
</p><p>Records of students not approved for the program are destroyed one year after end of school year.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Policy and Legislation Office, Department of Defense Education Activity Headquarters, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
</p><p>Requests should contain the individual's name, address, and school year. Requests for student records should also include student's full name under which enrolled at time of attendance, sponsor's SSN (for verification), name of school, and year of graduation or last date of attendance, daytime telephone number, and address record should be mailed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1364.
</p><p>Requests should contain the individual's name, address, and school year. Requests for student records should also include student's full name under which enrolled at time of attendance, sponsor's SSN (for verification), name of school, and year of graduation or last date of attendance, daytime telephone number, and address record should be mailed. The request should also contain the name and number of this system of records and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the systems manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Parents, legal guardians, non-DoD school, School Liaison Officer, other educational facilities, military commanders, and installation activities.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
	
</p></xhtmlContent></subsection></section>
<section id="DoDEA 30" toc="yes">
<systemNumber>DoDEA 30</systemNumber>
<subsection type="systemName">DoDEA Travel Orders Processing System (TOPS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense Education Activity (DoDEA), Human Resources Regional Service Center, Functional Automation &amp; Information Management Section, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoDEA civilian personnel and/or family members necessary for the completion of travel documentation for employment or relocation as required.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Traveler's name, Social Security Number (SSN), title/grade, home address, mailing address, retirement code, district name, releasing official station and location, new official duty station and location. Specific trip information to include travel order number, reporting date at new duty station, travel purpose (to include round trip travel for house-hunting), transportation mode, names of dependents traveling, trip cost estimates and supporting documentation. Financial information to include government code/budget information, fund citation, temporary quarters/subsistence expense, household goods shipment commuted rate/government bill of lading, commitment of travel funds, travel related receipts, travel document status information, records of actual payment of travel funds, and other authorized expenses.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 5701-5702, Travel, Transportation, and Subsistence; Joint Travel Regulation, Volume 2, Chapter 5, Permanent Duty Travel; and E.O. 9307 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The Travel Order Processing System will enable DoDEA employees to create travel orders and transportation agreement forms, track the status of their travel orders, and view their completed travel orders.
</p><p>Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
</p><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To Federal and private entities providing travel services for purposes of arranging transportation and lodging for those individuals authorized to travel at government expense on official business.
</p><p>To banking establishments for the purpose of confirming billing or expense data.
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices also apply to this system.
</p><p>Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
</p><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by name, SSN, district name, fund citation, and travel order number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored in office buildings protected by controlled screening, use of visitor registers, electronic access, and/or locks. Access to records is limited to individuals who are properly screened and cleared on a need-to-know basis in the performance of their official duties. Logon and passwords are used to control access to the systems date, and procedures are in place to deter and detect browsing and unauthorized access. Physical and electronic access are limited to persons responsible for servicing and authorized to use the record system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are maintained for six years and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Director, Department of Defense Education Activity, Human Resources Regional Service Center, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
</p><p>Requests must include individual's full name, SSN, office or organization where assigned when trip was taken, date(s) of travel, and the address to which a response should be mailed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written requests to the DoDEA Freedom of Information Act Requester Service Center, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
</p><p>Requests must include individual's full name, SSN, office or organization where assigned when trip was taken, dates of travel, the address to which a response or record should be mailed, and the name and number of this system of records notice. The requestor must sign the request letter or a document authorizing another person to access his or her information.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual traveler or other authorized DoD personnel engaged in processing travel orders.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DNDU 01" toc="yes">
<systemNumber>DNDU 01</systemNumber>
<subsection type="systemName">National Defense University (NDU) Student Data Files
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>National Defense University, 300 5th Avenue, Building 62, Fort Leslie J. McNair, Washington, DC 20319-5000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Active Military, Reserve, National Guard, DoD and other Federal and State civilians, international military and civilian fellow, contractor, and private industry students attached to the National Defense University. Resident/non-resident students enrolled in courses of instruction at The National Defense University (NDU), including the College of International Security Affairs, Industrial College of the Armed Forces, Information Resources Management College, Joint Forces Staff College, National War College, Center for Applied Strategic Learning, Center for the Study of Chinese Military Affairs, Center for the Study of Weapons of Mass Destruction, Center for Technology and National Security Policy, Institute for National Strategic Studies, CAPSTONE, Institute for National Security Ethics and Leadership, International Student Management Office, Joint Reserve Affairs Center, NATO Education Center, Secretary of Defense Corporate Fellows Program, and Strategic Policy Forum.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address, date of birth, citizenship, race, Social Security Number (SSN), phone numbers, e-mail addresses, disability information, student identification number, grade/rank, branch of service or civilian agency, years of Federal service, school attended and years of attendance, security clearance granted and date, biographical data, course/section assignment, prior education, and academic data.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2165, National Defense University; 10 U.S.C. 2163, Degree Granting Authority for National Defense University and E.O. 9397, as amended (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To confirm attendance eligibility, monitor student progress, produce record of grades and achievements, prepare assignment rosters and to render management, statistical summaries and reports at the National Defense University.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices also apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number (SSN), or student identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are housed in a controlled entry building with 24/7 security guards and accessed only by authorized personnel having an official need-to-know. Access Rights List is the Computer Network Defense Service Provider with 24/7 monitoring of all incoming and outgoing traffic. An Intrusion Detection System, firewalls, routers, and Access Control Lists are used to protect access to the system. Virtual Private Network and Secure Socket Layers are used for transactions to and from the system. Internally, National Defense University employs a two-factor authentication, Common Access Card login, role-based profiles and access is granted on a need-to-know basis. Access to user and division folders is granted on a need-to-know basis. Data at rest is protected through access controls including role-based permissions based on need-to-know. Annual Information Awareness Training including Personal Identifiable Information is required by all users. Completion of Privacy Act training is required annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Individual and class academic records are destroyed after 40 years. Records pertaining to extension courses are held indefinitely before being retired to the National Personnel Records Center, St. Louis, MO. Individual training records are destroyed annually; management reports are destroyed when no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President, National Defense University, 300 5th Avenue, Building 62, Fort Leslie J. McNair, Washington, DC 20319-5000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the President, National Defense University, 300 5th Avenue, Building 62, Fort Leslie J. McNair, Washington, DC 20319-5000.
</p><p>Individuals should provide his/her full name, Social Security number (SSN), student identification number, date of birth, school attended and years of attendance.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Individuals should provide his/her full name, Social Security number (SSN), student identification number, date of birth, school attended and years of attendance.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals, faculty evaluations and reports or transcripts from educational institutions.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPA 01" toc="yes">
<systemNumber>DPA 01</systemNumber>
<subsection type="systemName">Public Affairs Management Information System (PAMIS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Secretary of Defense for Public Affairs, (OASD PA) Information Resource Management (IRM), 1400 Defense Pentagon, Room 2E989, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Department of Defense (DoD) civilian and military personnel (active duty and reserve) assigned to the OASD (PA) and the Defense Media Activity.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, DoD Identification (DoD ID) number, home address, office address, grade, home phone number, office email, personal mobile phone number, DoD issued blackberry phone number, positions authorized a DoD blackberry, fax, defense switch number (DSN), emergency contact information, manpower number, supervisor, duty start date, duty station location, branch of service, service computation date, Entry on Duty (EOD), organization code, office code, job series, position title, manpower number, parking permit, and parking subsidy.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; DoD Directive 5122.05, Assistant Secretary of Defense for Public Affairs (ASD (PA)) and DoD Directive 3020.26, Department of Defense Continuity Programs.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is collected and maintained to ensure OASD (PA) has the capability to access personnel information to support internal mission requirements associated with personnel actions, authorized billets, manpower levels, parking permits, recall rosters, emergency contact information, blackberry authorizations and the Public Affairs COOP.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses that appear at the beginning of the OSD compilation of system of record notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved using the DOD ID number, name, or manpower number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Computerized records are maintained in a controlled area accessible only to authorized personnel with a valid requirement and authorization to enter.  Physical entry is restricted by the use of locks, guards, and administrative procedures.  Access to personal information is role based and restricted to those who require the records in the performance of their official duties.  Access to personal information is further restricted by the use of usernames, passwords, system permissions and Common Access Cards (CAC).  All individuals to be granted access to this system of records are to have received Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy 3 years old after an individual departs.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Office of the Assistant Secretary of Defense for Public Affairs, 1400 Defense Pentagon, Room 2E996, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the PAMIS System Manager, Office of the Assistant Secretary of Defense for Public Affairs, 1400 Defense Pentagon, Room 2E996, Washington, DC 20301-1400.
</p><p> The request must include full name, DoD ID number, and a complete mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>The request must be signed and include the name and number of this system of records notice, the individual's full name, DoD ID number, and a complete mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is collected from individuals and the following organization records: HRSC-CIV-MIL-PSD report, staffing summary report, cluster report (Office of Director of Administration and Management, Organization and Manpower), executive titles report, OSD Military staffing report, Notification of Incoming Personnel (NIP).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="DPA 02" toc="yes">
<systemNumber>DPA 02</systemNumber>
<subsection type="systemName">AFNConnect (AFNC).
</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>American Forces Network – Broadcast Center (AFN-BC), 23755 Z Street, Riverside, CA 92518-2077.</p></xhtmlContent></subsection>
    <subsection type="categoriesOfIndividuals">
        <xhtmlContent><p>Eligible military personnel (including retirees and reservists), DoD civilian employees, full time direct hire Department of State (DoS) employees, DoD contractors, and their Outside the Continental United States (OCONUS) family members, to include widows, maintaining an American Forces Network (AFN) satellite decoder and/or accessing AFN Over the Top (OTT) Live Streaming and Video on Demand (VOD) services.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>First and last name, location (duty station address/residence country and locality), Unit Identification Code (UIC), DoD ID Number, sponsor/dependent status, home telephone number, address, personal cell phone number, email address, office telephone number, grade/rank, date of birth, organization assigned to (i.e., Department, directorate, branch, office), status (i.e., active duty, retired, or permanently disabled) and decoder serial number.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 113, Secretary of Defense; DoD Directive (DoDD) 5122.05, Assistant Secretary of Defense for Public Affairs (ASD(PA)); DoDD 5105.74, Defense Media Activity (DMA); and DoD Instruction 5120.20, American Forces Radio and Television Service (AFRTS).</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To document the eligibility and continued validation of authorized OCONUS individuals who register an AFN satellite decoder and/or subscribe to AFN OTT Live Streaming and VOD Services.  AFNConnect, AFN OTT Live Streaming, and VOD Services provide U.S. military commanders worldwide a means to communicate internal information to OCONUS users.  Records may also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.</p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To the Department of State to verify authorized personnel’s use of an AFN satellite decoder and/or AFN Over the Top (OTT) Live Streaming, and Video on Demand (VOD) services.</p>
    <p>Law Enforcement Routine Use:</p>
    <p>  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
<p>Disclosures Required by International Agreements Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.</p>
<p>Congressional Inquiries Disclosure Routine Use:</p><p>  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
<p>Disclosure to the Department of Justice for Litigation Routine Use:</p><p>  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
<p>Disclosure of Information to the National Archives and Records Administration Routine Use: </p><p> A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
<p>Data Breach Remediation Purposes Routine Use:</p><p>  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
    <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p><p>Electronic storage media. </p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by various combinations of first and last name, e-mail address, location (duty station address/residence country and locality), date of birth, and/or decoder serial number. </p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are accessible only to personnel on a need-to-know basis to perform their duties.  All records are maintained on a protected network.  Access to the network where records are maintained requires a valid Common Access Card (CAC).  Electronic files and databases are password protected with access restricted to authorized users and networks.  Access to physical hardware (i.e. webservers, database servers) is controlled via electronic key lock and is monitored by closed circuit TV (CCTV).  All data transferred via web technologies is protected via industry standard Secure Socket Layer (SSL) encryption.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Destroy/delete six (6) years after user account or access is terminated.</p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Director, American Forces Radio and Television Service, Defense Media Activity, 6700 Taylor Avenue, Fort Meade, Maryland 20755-7061. </p>

<p>Director, AFN-BC, Defense Media Activity, 23755 Z Street, Riverside, California 92518-2077. </p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Media Activity, 6700 Taylor Avenue, Fort Meade, Maryland 20755-7061.  </p>

<p>Signed, written requests should contain first and last name, duty station address, and home or office phone number for positive identification of requester. </p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain first and last name, home address and phone number for positive identification of requester and the name and number of this system of records notice. </p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting content, and appealing initial agency determinations are contained in OSD Administrative Instruction 81, 32 CFR part 311, or may be obtained from the system manager. </p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individual and Defense Enrollment Eligibility Reporting System (DEERS).</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>

<section id="DPA DCR.A 01" toc="yes">
<systemNumber>DPA DCR.A 01</systemNumber>
<subsection type="systemName"> Joint Civilian Orientation Conference Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Directorate for Community Relations, Office of the Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any person nominated to participate in the Joint Civilian Orientation Conference.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Nominating letters, biographical information and administrative processing papers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Data is provided to the Assistant Secretary of Defense and his immediate subordinates and is used in making a selection of participants representing the broadest possible cross-section of nominees, and prevent administrative duplication.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked file case and accessible only to authorized personnel.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Name, address and title files are permanent. Nomination files are retained while nominations are active, then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director for Community Relations Office of the Assistant Secretary of Defense (Public Affairs), Room 1E798, The Pentagon, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Secretary of Defense, Assistant Secretary of Defense, Chairman of the Joint Staff, Secretaries of the Military Departments, Military Services Chiefs, Commanders of Major Military Commands, Director of Defense Agencies, former conference participants, and occasionally Members of Congress.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPA DXA.C 09" toc="yes">
<systemNumber>DPA DXA.C 09</systemNumber>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of systems of records notice DPA DXA.C 09, Public Correspondence Files, it has been determined the program never retrieved correspondence by name and therefore this system was never used and can be deleted.
</p></xhtmlContent></subsection></section>
<section id="DPAD 12.0" toc="yes">
<systemNumber>DPAD 12.0</systemNumber>
<subsection type="systemName">DoD National Media Pool and Pentagon Correspondent Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Assistant Secretary of Defense (Public Affairs), Directorate for Plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400 for Media Pool records.
</p><p>Office of the Assistant Secretary of Defense (Public Affairs), Directorate of Defense Information, 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400 for the Pentagon Correspondent records.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian media representatives nominated by their respective bureaus to be members of the DoD National Media Pool.
</p><p>Pentagon correspondents who may conduct interviews with Pentagon executive level personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>DoD National Media Pool files consist of accreditation and other questionnaires and forms soliciting the media correspondent's name, age, nationality, Social Security Number, office and home addresses and phone numbers, passport information, medical information, and person to be notified in an emergency effecting individual.
</p><p>Pentagon correspondent files consist of their photographs and biographies.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 138; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Media Pool Files are used to issue Pentagon building passes, Media Pool Press Passes, orders, to arrange foreign country clearances and visas, and to determine individual's suitability/preparedness for deployment with the media pool.
</p><p>Pentagon correspondent records are used by Pentagon executive level personnel to provide a brief summary of the correspondent's professional experience and background.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and computerized electronic records.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records are retrieved by individual's last name, Social Security Number, bureau, or organization. Electronic records are retrieved by last name, Social Security Number, and/or news organization.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by authorized personnel with an official need-to-know who have been trained for handling Privacy Act information. Electronic records are accessible only by the Directorate of Defense Information administrative staff.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>National media files are cut off annually and kept in the office for 5 years. Files are then transferred to the Washington National Records Center for 25 years. They are then offered to the National Archives for permanent retention after 25 years.
</p><p>Pentagon correspondent files disposition pending (until NARA has approved a retention and disposition schedule, records will be treated as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For DoD National Media Pool files: Office of the Assistant Secretary of Defense (Public Affairs), Directorate for plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400.
</p><p>For Pentagon Correspondent files:
</p><p>Deputy Director, Directorate for Defense Information, Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate System manager above.
</p><p>The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate System manager above.
</p><p>The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Accreditation and other questionnaires and forms completed or provided by the individual and information provided by the individual's employer or bureau.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DPAE 02" toc="yes">
<systemNumber>DPAE 02</systemNumber>
<subsection type="systemName">Administrative Files of the Assistant Secretary of Defense, PAE (February 22, 1993; 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on review of DPAE 02, Administrative Files of the Assistant Secretary of Defense, it has been concluded that this system is covered by the following government-wide system notices, OGE/Govt 2, OPM/Govt 3, OPM/Govt 10, A0600-8-104 AHRC, F036 AF PC C, N01070-3, M01070-6. The system will be deleted.
</p></xhtmlContent></subsection></section>
<section id="DCSA 01" toc="yes">
<systemNumber>DCSA 01</systemNumber>
<subsection type="systemName">International Affairs Personnel Initiatives Database.
</subsection>
<subsection type="systemLocation"><xhtmlContent>
    <p>Deleted: This system of records is covered by system of records notice DSCA 07, Security Assistance Network. </p>
</xhtmlContent></subsection></section>

    <section id="DCSA 02" toc="yes">
<systemNumber>DCSA 02</systemNumber>
<subsection type="systemName">GlobalNET Outreach and Collaboration Platform.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Amazon Web Services, LLC 13461 Sunrise Valley Drive, Herndon, VA 20171-3283.
</p><p>Space and Naval Warfare Systems Center Charleston, One Innovation Drive, Hanahan, SC 29406-4200.
</p><p>Naval Postgraduate School, School of International Graduate Studies, 1 University Circle, Herrmann Hall, M6E, Monterey, CA 93943-5216.
</p><p>Africa Center for Strategic Studies, National Defense University, 300 5th Avenue, Bldg. 62, Fort McNair, Washington, DC 20319-5066.
</p><p>Asia-Pacific Center for Security Studies, 2058 Maluhia Rd., Honolulu, HI 96815-1949.
</p><p>Center for Hemispheric Defense Studies, National Defense University at Coast Guard Headquarters building, 2100 Second Street SW., Suite 4118, Washington, DC 20593-0001.
</p><p>George C. Marshall European Center for Security Studies, Gernackerstrasse 2, Gebaude 101, D-82467 Garmsch-Partenkirchen, Germany.
</p><p>Near East South Asia Center for Security Studies, National Defense University at Coast Guard Headquarters building, 2100 Second Street SW., Suite 4308, Washington, DC 20593-0001.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD Military and civilian employees, U.S. military students, alumni, contractors, systems integrators, and subject matter experts who interact with DoD educational institutions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, citizenship, home and email addresses, personal telephone numbers, gender, date of birth, month/year of attendance and course subjects, and biographic information such as subject matter expertise, background, and education.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 134, Under Secretary of Defense for Policy; DoD Directive 5105.65, Defense Security Cooperation Agency (DSCA), Section 5.10; DoD Directive 5101.1, DoD Executive Agent, Section 5.2.7; DoD Directive 5200.41, DoD Centers for Regional Security Studies, Section 3.1; and DoD Directive 5132.03, DoD Policy and Responsibilities Relating to Security Cooperation.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To improve collaboration and outreach efforts (with students, graduates and subject matter experts) among the DoD Regional Centers for Security Studies, and additional organizations/communities, as directed.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, email address, subject matter expertise, month/year of attendance, and course subject.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to those individuals with a need to know in order to perform official and assigned duties. Physical access is limited through the use of locks, guards, card swipe, and other administrative procedures. The electronic records are housed on systems with access restricted by the use of login, password, and/or card swipe protocols. Users are warned through screen log-on, protocols and/or in briefings of the consequences of improper access or use of the data. The web-based files are encrypted in accordance with approved information assurance protocols. The user can also restrict access to his personal data by selecting which type of information is available to members, friends, or others.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (until the National Archives and Records Administration approve the retention and disposition of these records, treat as permanent).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>GlobalNET Program Manager, Defense Security Cooperation Agency, ATTN: PGM/CMO, 201 12th Street S, Suite 203, Arlington, VA 22202-5408.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to GlobalNET Program Manager, the Defense Security Cooperation Agency, ATTN: PGM/CMO, 201 12th Street S, Suite 203, Arlington, VA 22202-5408.
</p><p>Written requests should contain the full name, home and/or email addresses, telephone number, and organization.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.
</p><p>Written requests should contain the full name, home and/or email addresses, telephone number, and organization, the name and number of this system of records notice and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DSMC 01" toc="yes">
<systemNumber>DSMC 01</systemNumber>
<subsection type="systemName">Defense Systems Management College (DSMC) Personnel Information Files (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Defense Systems Management College (DSMC) Personnel Information Files (DSMC 01) is being deleted because the records in the system are also covered under the following umbrella systems of records notices:
</p><p>Civilians: OPM/Gov't-1, General Personnel Records (June 19, 2006, 71 FR 35342).
</p><p>Army: A 0600-8-1046 ANRC, Official Military Personnel Record (August 8, 2004, 69 FR 51271).
</p><p>Navy: N01070-3, Navy Military Personnel Records System (April 15, 2010, 75 FR 19627).
</p><p>Marine Corps: M01070-6, Marine Corps Official Military Personnel Files (March 17, 2008, 73 FR 14234)
</p><p>Air Force: F036 AF PC C, Military Personnel Records System (October 13, 2000, 65 FR 60916).
</p></xhtmlContent></subsection></section>
<section id="DCSA 02" toc="yes">
<systemNumber>DCSA 02</systemNumber>
<subsection type="systemName">Defense Acquisition University Student Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Registrar, Defense Acquisition University, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All current, former, and nominated students of the Defense Acquisition University (DAU).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Data includes name, dependent data, Social Security Number, career brief application form, security clearance, college transcripts, correspondence, DAU grades, instructor and advisor evaluations, education reports, official orders, current address, and individual's photograph and other personal and experience historical data on past and present students.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 5000.57, Defense Acquisition University; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This data is used by college officials to provide for the administration of and a record of academic performance of current, former, and nominated students; to verify attendance and grades; to select instructors; to make decisions to admit students to programs and to release students from programs; to serve as a basis for studies to determine improved criteria for selecting students; to develop statistics relating to duty assignments and qualifications. This data is used by the Registrar in preparing locator directories of current and former students which are disseminated to students, former students and other appropriate individuals and agencies for purposes of administration; by college officials in preparing student biographical booklets, student rosters, and press releases of student graduations and to evaluate quality content of various courses. This data may be transferred to any agency of the Department of Defense having an official requirement for the information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and computerized databases.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Filed records are sequenced alphabetically by last name, by class, and course. Locator cards are filed alphabetically in two categories, active students (by course) and former students. Computer databases are accessed by name and Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked cabinets, in an area accessible only to authorized personnel. Building is locked during non-business hours. Only individuals designated as having a need for access to files by the system manager are authorized access to information in the files. Computer records are protected by individual passwords and the system is a security-accredited web based network.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Registrar, Defense Acquisition University, ATTN: 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Registrar, Defense Acquisition University, ATTN: HQ-AS-REG, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p><p>Written requests for information should contain full name, Social Security Number, current address and telephone number, and course and class of individual, and must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Registrar, Defense Acquisition University, ATTN: HQ-AS-REG, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p><p>Written requests for information should contain full name, Social Security Number, current address and telephone number, and course and class of individual, and must be signed.
</p><p>For personal visits, the individual must provide acceptable identification, such as an ID card or driver's license.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided by the individual, supervisors, employers, instructors, advisors, examinations, and official military records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DSMC 08" toc="yes">
<systemNumber>DSMC 08</systemNumber>
<subsection type="systemName">Research and Engineering Prize Competition
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Technical Information Center, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6218.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Members of the general public who request information and apply for the Research and Engineering Prize Competition Program and/or who sponsor applicants.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual's name, Tax ID or Social Security Number (SSN), home address, age, proof of citizenship (birth certificate, passport, or current U.S. drivers license), proof of U.S. residency (payroll stub, utility bill, property tax bill, automobile or life insurance bill, voter registration card, deed, mortgage document or statement, or residential lease/rental agreement), telephone number, and e-mail address. If applicant is a team of individuals, team name/organization, the entry title, and the physical description of entry.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2347a, as amended by the John Warner National Defense Authorization Act for Fiscal Year 2007; Public Law 109-364; DoDD 5134.3, Director of Defense Research and Engineering; DoD Financial Management Regulation, Volume 2, Budget Formulation and Presentation; DoDI 5000.2, Operation of the Defense Acquisition System; DoDI 7000.14-R; and E.O. 9397 (SSN).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To award cash prizes in recognition of outstanding achievements in basic, advanced, and applied research, technology development, and prototype development that have the potential for application to the military missions of the Department of Defense.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>DoD Contractor employees may have access to data on a need-to-know basis in performance of specific tasks related to the DDR&amp;E prize competition
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the OSD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, Social Security Number (SSN) and/or Tax ID Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to those personnel who require the records to perform their official duties. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records will be disposed of upon completion or cancellation of projects or earlier, as they serve their purpose, following the competition and then destroyed by shredding the discs and magnetic tape containing the information. Paper copy records will also be destroyed by shredding.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Prize Competition Manager, Deputy Under Secretary of Defense For Laboratories and Basic Sciences, Defense Research and Engineering, 3030 Defense Pentagon, Washington, DC 20301-3030.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Under Secretary of Defense For Laboratories and Basic Sciences, Director, Defense Research and Engineering, ATTN: Prize Competition Manager, 3030 Defense Pentagon, Washington, DC 20301-3030.
</p><p>Requests should contain individual's name, Social Security (SSN), and a copy of a government issued identification card with photograph.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves is contained in this system should address written inquiries to Deputy Under Secretary of Defense For Laboratories and Basic Sciences, Director, Defense Research and Engineering, ATTN: Prize Competition Manager, 3030 Defense Pentagon, Washington, DC 20301-3030.
</p><p>Requests should contain individual's name, Social Security (SSN), and a copy of a government issued identification card with photograph.
</p><p>In addition, the requester must provide a notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States: I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).
</p><p>If executed within the United States, its territories, possessions, or commonwealths: I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Rules for accessing records and for contesting contents and appealing initial determinations are contained in 32 C.F.R. part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DAU 06" toc="yes">
<systemNumber>DAU 06</systemNumber>
<subsection type="systemName">Defense Acquisition University (DAU), Visual Arts and Press Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Gray Graphics, 8607 Central Avenue, Capitol Heights, MD  20743-3604.</p>
<p>Paper records are located at Defense Acquisition University (DAU), Visual Arts and Press Department, Building 206, Fort Belvoir, VA  22060-5565.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Program management course graduates, alumni association members, and other DoD affiliated individuals submitting a request to be added to the mailing list.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, work and/or home mailing address, rank or grade, position title, work and/or personal email address, and service affiliation or organization.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology and Logistics; and DoD Instruction 5000.57, Defense Acquisition University.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Data is used by DAU to provide a mailing list for the distribution of the Defense AT&amp;L Magazine and Defense Acquisition Research Journal.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p><p>  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p><p>  Data Breach Remediation Purposes Routine Use:</p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Files are retrievable by full name, mailing address, and email address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Files are stored in a controlled access area and locked during non-business hours.  Only authorized personnel have access to files.  Access to electronic records requires Common Access Card (CAC), password, and Personal Identification Number (PIN).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>All records are destroyed after appropriate revision of mailing list or after 3 months, whichever is sooner.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DAU Visual Arts and Press Department, Defense Acquisition University, Fort Belvoir, VA  22060-5565.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, DAU Visual Arts and Press Department, Defense Acquisition University, Building 206, Fort Belvoir, VA  22060-5565.</p>
<p>Signed, written requests should contain full name, current address, and telephone number (for possible quick response).</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:  “I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).”</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  “I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)”.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC  20301-1155.</p>
<p>Signed, written requests for information should contain full name of the individual, current address, and the name and number of this system of records notice.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:  “I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).”</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  “I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)”.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Data is provided by the individual, employer, or staff and faculty of DAU.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DSMC 07" toc="yes">
<systemNumber>DSMC 07</systemNumber>
<subsection type="systemName">DSMC Library and Learning Resource Center.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Library, Defense Systems Management College (DSMC), Fort Belvoir, VA 22060-5565; and
</p><p>Learning Resource Center, Defense Systems Management College (DSMC), Fort Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military and civilian personnel assigned or attached to the Defense Systems Management College.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records include individual's name, Social Security Number, class, service, and class section.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136 and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Used to collect borrower's identifying information to maintain accountability when an individual borrows materials from the Library and/or the Learning Resource Center.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Files are maintained on electronic storage devices on a PC network.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is accessed by individual's name or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Building is locked during nonbusiness hours. File storage is on computer fixed disks accessible only to authorized staff using valid log-in and password controls.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files are retained for one year after individual transfers, separates or retires; then are destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Human Resources and Administration, Defense Systems Management College, Fort Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Commandant, Defense Systems Management College, ATTN: DCOS-HR, Fort Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written requests to the Commandant, Defense Systems Management College, ATTN: DCOS-HR, Fort Belvoir, VA 22060-5565.
</p><p>The request should contain the individual's full name, Social Security Number and current address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>All information included in the system is provided by the DSMC Registrar's Office.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DAU 07" toc="yes">
<systemNumber>DAU 07</systemNumber>
<subsection type="systemName">Acquisition Community Connection (ACC) Members Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Acquisition University, DAU-ELTC, 9820 Belvoir Road, Ft. Belvoir, Virginia 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD personnel (civilian and military), civilian employees of other Federal Agencies, and members of supporting defense industries who have requested accounts for the Acquisition Community Connection (ACC).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individual's name, e-mail address, organization, phone number, and biographic information such as expertise, background, and education.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness and DoD Instruction 5000.57, Defense Acquisition University.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To focus on acquisition-related topics and disciplines accessed by communities relating to contracting, logistics, program management, business management, cost estimating, facilities engineering, financial management, life cycle logistics, Science and Technology management, production/quality/manufacturing, software acquisition management, systems engineering, test and evaluation across DoD and the Federal Government, as well with Department of Defense contractors. Further information on current communities can be found at <i>https://acc.dau.mil.</i> The collection and use of names on this site supports verification during the registration process and enables members to interact; share resources, ideas and experiences to support job performance; and to avoid duplication of professional effort. Further information on current communities can be found at <i>https://acc.dau.mil.</i>
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices applies to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The system and associated database is maintained within the Defense Acquisition University's IT Network Facility on Ft. Belvoir, Virginia. Physical access is controlled by approved physical security methods. The requested data is voluntary and users consent to share their information with other contact.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed when superseded or obsolete. Records are electronically deleted; records do not exist on paper.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Acquisition Community Connection Program Manager, Defense Acquisition University, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in the system should address written inquiries to Defense Acquisition University, Acquisition Community Connection Program Manager, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565.
</p><p>Request should contain full name, e-mail address, phone number and organization, and signature. Request should also refer to the name and number of this Privacy Act System of Record Notice.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access information about themselves contained in the system should address written inquiries to the OSD/JS FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>The request should refer to the name and number of this Privacy Act System of Record Notice; contain full name, e-mail address, phone number and organization, and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DAU 08" toc="yes">
<systemNumber>DAU 08</systemNumber>
<subsection type="systemName">Defense Acquisition University Student Information System (SIS).</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Defense Acquisition University (DAU), 9820 Belvoir Road, Fort Belvoir, VA 22060-5565.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>All current and former students of the DAU including contractors and foreign nationals.  </p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Name; DAU ID Number; date of birth; citizenship; home address; personal home telephone number, personal cell telephone number; personal email address; education information (college transcripts); employment information (job series; rank; pay grade; service; user type (i.e., DoD, military, civilian), business address, business telephone number, business email address, supervisor’s name; supervisor’s telephone number; supervisor’s email address); emergency contact; Temporary Duty (TDY) address; TDY telephone number; registration information (i.e., registered, waitlisted, graduated); course information (i.e., course name, class or section number, dates); instructor information; DAU grades; and special accommodation (yes/no only).</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; and DoD Directive 5000.57, Defense Acquisition University.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To manage administrative and academic functions related to student registration, and courses attempted and completed.  Records are used to verify attendance and grades, and are also used as a management tool for statistical analysis, tracking, and reporting.   </p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>1. Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>2. Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>3. Disclosures Required by International Agreements Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.</p>

<p>4. Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>5. Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>6. Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p> </p>
<p>Storage:</p>
<p>Electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Individual’s name, DAU ID number, date of birth, course name, and class or section number.  </p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Physical controls include: Security guards, identification badges, and key cards. Building is located on a federal installation with around-the-clock gate guards and is locked during non-business hours.  Only individuals with the need to know and role-based access are authorized access to records.  Personally Identifiable Information (PII) fields are not exposed to users who have not been properly cleared and trained.  Reports containing PII may only be created by those authorized.  Any reports generated with PII are appropriately marked per regulations.  System is contained in a DAU enclave with boundary defense mechanisms in place.</p>

<p>Technical controls include: User identification, passwords, intrusion detection system (IDS), data is encrypted at rest and in transit, firewalls, virtual private network (VPN), access to records requires the use of DoD Public Key Infrastructure Certificates or Common Access Card (CAC) and Personnel Identification Number (PIN).</p>

<p>Administrative controls include: Periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel access to PII, encryption of backups containing sensitive data.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are destroyed when 50 years old.  </p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Center Director, Defense Acquisition University, Scheduling and Student Support, Performance and Resource Management, 9820 Belvoir Road, Fort Belvoir, VA  22060-5565.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Center Director, Defense Acquisition University, Performance and Resource Management, 9820 Belvoir Road, Fort Belvoir, VA  22060-5565.  </p>

<p>Signed, written requests should contain full name, DAU ID number, date of birth, current address, and telephone number.</p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system, should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.</p>

<p>Signed, written requests must contain full name, DAU ID number, date of birth, current address, telephone number, and the name and number of this system of records notice.</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>The individual, the DAU Data Center, Career Acquisition Personnel &amp; Position Management Information System (CAPPMIS) (Army system), Defense Civilian Personnel Data System (DCPDS), Acquisition Career Management System (ACMS) (Air Force system), Management Information System (MIS II) (Navy acquisition career management system), and Defense Manpower Data Center (DMDC). </p>

</xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.</p></xhtmlContent></subsection></section>
<section id="DCIO 01" toc="yes">
<systemNumber>DCIO 01</systemNumber>
<subsection type="systemName">Defense Industrial Base (DIB) Cybersecurity (CS) Activities Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Industrial Base (DIB) Cybersecurity Program, 6000 Defense Pentagon, ATTN: DIB CS Program, Washington DC 20301-6000.</p>

<p>DoD Cyber Crime Center, 911 Elkridge Landing Road, Linthicum, MD 21090-2991.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Supporting DoD contractor (hereafter referred to as "DIB company") personnel (points of contact and individuals submitting incident reports) providing DIB company information.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>DIB company point of contact information includes name, company name and mailing address, work division/group, work email, and work telephone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2224, Defense Information Assurance Program; 44 U.S.C. 3544, Federal Agency Responsibilities; Public Law 113-58, National Defense Authorization Act for Fiscal Year 2015, Section 1632, Reporting on Cyber Incidents with Respect to Networks and Information Systems of Operationally Critical Contractors (10 U.S.C. Chapter 19, Cyber Matters); Presidential Policy Directive PPD-21, Critical Infrastructure, Security and Resilience; DoD Directive (DoDD) 3020.40, DoD Policy and Responsibilities for Critical Infrastructure; DoDD 5505.13E, DoD Executive Agent (EA) for the DoD Cyber Crime Center (DC3); DoD Manual 3020.45, Defense Critical Infrastructure Program (DCIP): DoD Mission-Based Critical Asset Identification Process (CAIP); and DoD Instruction 5205.13, Defense Industrial Base (DIB) Cyber Security/Information Assurance (CS/IA) Activities.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To facilitate the sharing of DIB cybersecurity threat information and best practices to DIB companies to enhance and supplement DIB participant capabilities to safeguard DoD information that resides on, or transits, DIB unclassified information systems.  When incident reports are received, DoD Cyber Crime Center (DC3) personnel analyze the information reported for cyber threats and vulnerabilities in order to develop response measures as well as improve U.S. Government and DIB understanding of advanced cyber threat activity.  DoD may work with a DIB company on a more detailed, digital forensics analysis or damage assessment, which may include sharing of additional electronic media/files or information regarding the incident or the affected systems, networks, or information.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>DIB company point of contact information may be provided to other participating DIB companies to facilitate the sharing of information and expertise related to the DIB CS Program including cyber threat information and best practices, and mitigation strategies.</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Counterintelligence Purpose Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense/Joint Staff compilation of systems of records notices may apply to this system.  The complete list of the DoD blanket routine uses can be found online at:  http://dpcld.defense.gove/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>

<p>Any release of information contained in this system of records outside the DoD will be compatible with the purpose(s) for which the information is collected and maintained.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>DIB Company POC information is retrieved primarily by company name and work division/group and secondarily by individual POC name.</p>

<p>DIB cyber incident reports are primarily retrieved by incident number but may also be retrieved by company name.  They are not retrieved by the individual name.

</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are accessed by personnel with security clearances who are properly screened, trained, under a signed confidentiality agreement, and determined to have ‘need to know’.  Access to records requires DoD Common Access Card (CAC) and PIN.  Physical access controls include security guards, identification badges, key cards, cipher locks, and combination locks.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending (treat records as permanent until the National Archives and Records Administration has approved the retention and disposition schedule).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DIB Cybersecurity, 6000 Defense Pentagon, ATTN: DIB CS Program, Washington, DC 20301-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to Director, DIB Cybersecurity Office, 6000 Defense Pentagon, ATTN: DIB CS Program, Washington, DC 20301-6000.</p>

<p>Signed, written requests should contain the individual’s name, and company name and work division/group.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address a written request to the Office of the Secretary of Defense/Joint Staff (OSD/JS), Freedom of Information Act (FOIA) Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.</p>

<p>Signed, written requests should contain the individual’s name, company name and work division/group, and the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual and participating DIB companies.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DUSDA 02" toc="yes">
<systemNumber>DUSDA 02</systemNumber>
<subsection type="systemName">Personnel Administration Files (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DUSDA 02, it was determined that this system of records is covered under the Government-wide SORNs, OPM Govt--1 (General Personnel Records) and OPM Govt--5. DUSDA 02 is duplicative and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="DUSDA 04" toc="yes">
<systemNumber>DUSDA 04</systemNumber>
<subsection type="systemName">Request for Two-Year Foreign Residence Waiver Files (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Deletion: Based on a recent review of DUSDA 04, Request for Two-Year Foreign Residence Waiver Files, (February 22, 1993, 58 FR 10227), it has been determined the system is no longer being used and all records have reached the record retention requirements and have been destroyed; therefore this system can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="DUSDA 14" toc="yes">
<systemNumber>DUSDA 14</systemNumber>
<subsection type="systemName">Science, Mathematics, and Research for Transformation (SMART) Information Management System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Technical Information Center (DTIC), Directorate of User Services, Marketing and Registration Division, 8725 John J. Kingman Road, Fort Belvoir, VA  22060-6218.</p>
<p>American Society of Engineering Education (ASEE), 1818 N Street NW, Washington, D.C.  20036-2476.</p>
<p>Naval Postgraduate School (NPS), 1 University Circle, Bldg. 330, Monterey, CA  93943-5197.</p>
<p>NCI Inc., 400 Camino Aguajito, 1st Floor, Monterey, CA  93940-3541.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Applicants and participants of the Science, Mathematics, and Research for Transformation (SMART) Scholarship for Service Program.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Information includes full name and any other names used, Social Security Number (SSN), home and school mailing addresses, home and cell phone numbers, school and alternate e-mail addresses.</p>
<p>Additional information collected may include SMART Program identification number, resumes and/or curricula vitae, publications, U.S. Citizenship, Selective Service registration status, birth date, employment status, state and country of birth, race/ethnicity, gender, security clearance status, veterans preference, academic status, assessment test scores, copies of transcripts, bank account numbers, bank routing numbers, Individualized Education Program (IEP) or special accommodations testing requirements, projected and actual graduation dates, and projected and actual award amounts.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 3304, Competitive service, examinations; 10 U.S.C. 2192a, Science, Mathematics, and Research for Transformation (SMART) Defense Education Program; 20 U.S.C. Chapter 17, National Defense Education Program; DoD Instruction 1400.25, Volume 410, DoD Civilian Personnel Management System: Training, Education, and Professional Development; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To enable SMART officials to select qualified applicants to be awarded SMART scholarships and monitor participant progress and status through the program.  The system is also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords">
    <xhtmlContent>
        <p>In addition to those disclosures generally permitted under 5 U.S.C. § 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the Department of Defense as a routine use pursuant to § 552a(b)(3) as follows:</p>
        <p>To contractors working on a contract for DoD, when necessary to accomplish an agency function related to this system of records.  Contractor’s provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as applicable to DoD offices and employees.</p>
        <p>To academic institutions for the purpose of providing progress reports for applicants and participants.</p>
        <p>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)).  The purpose of this disclosure is to aid in the collection of outstanding debts owed to the Federal government, typically to provide an incentive for debtors to repay delinquent Federal government debts by making these debts part of their credit records.</p>
        <p>Law Enforcement Routine Use:</p>
        <p>  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
        <p>Disclosure When Requesting Information Routine Use:</p>
        <p>  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
        <p>Disclosure of Requested Information Routine Use:</p>
        <p>  A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
        <p>Congressional Inquiries Disclosure Routine Use: </p>
        <p> Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
        <p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
        <p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
        <p>
            Data Breach Remediation Purposes Routine Use:</p>
        <p>  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

        </p>
    </xhtmlContent>
</subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name and SMART Program identification number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is permission-granted based on the role of the individual (need-to-know) and further restricted to individuals who require the data in the performance of official duties.  Electronic records are maintained on servers in controlled areas accessible only to authorized personnel.  Access to storage areas is restricted to personnel with a valid requirement and authorization to enter.  Hardcopy records are kept in locked safes.  Physical entry is restricted by the use of one or more of the following: security guards, identification badges, cipher locks, electronic locks, combination locks, key card access and closed circuit TV.  Technical controls consist of user identification, passwords, intrusion detection systems, encryption, External Certificate Authority, firewalls, Virtual Private Network (VPN), DoD Public Key Infrastructure certificates, and Common Access Cards (CACs).  Administrative controls consist of periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel have access to Personally Identifiable Information (PII). Personnel who have access to SMART PII take annual Information Assurance and Privacy Act training, as required by the DoD.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Participant information will be deleted/destroyed 6 years and 3 months after completion of service commitment, or upon repayment of funds.  Records of individuals not chosen for participation in the program will be deleted when 3 years old.  DoD research and engineering facility data will be deleted/destroyed upon termination of affiliation.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, SMART Scholarship for Service Program, 4800 Mark Center Drive, Alexandria, VA  22350-3600.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves may address their inquiries to the Director, SMART Scholarship for Service Program, 4800 Mark Center Drive, Alexandria, VA  22350-3600.</p>
<p>Signed, written requests should contain the individual’s full name and SMART Program identification number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>Signed, written requests should contain the individual’s full name and SMART Program identification number, and the name and number of this system of records notice.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States:  ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).’</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).’
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>OSD rules for accessing records, contesting contents, and appealing initial agency determinations are published in the OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is received from the individual and SMART Program support staff.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DUSDA 15" toc="yes">
<systemNumber>DUSDA 15</systemNumber>
 <subsection type="systemName">AT&amp;L External Account Creation System (EACS).</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Pentagon, 1400 Defense Pentagon, Arlington, VA 20301-1400.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>DoD and other U.S. Federal Government agency military and civilian personnel, and contractors; researchers of colleges or universities funded by DoD or other U.S. Federal Government agencies; students and employees of specifically qualifying educational institutions, groups, and programs.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, title, DoD Identification number, employment type (civilian, contractor, military), work contact information (address, phone number, and e-mail address).</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics (AT&amp;L); DoD Instruction (DoDI) 5200.01, DoD Information Security Program and Protection of Sensitive Compartmented Information; and DoDI 8520.02, Public Key Infrastructure (PKI) and Public Key (PK) Enabling. </p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To validate eligibility, and maintain an official registry that identifies individuals who apply for, and are granted access privileges to AT&amp;L products, services and electronic information systems.</p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 552a(b)(3) as follows:</p>
<p>Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: <i>http://dpcld.defense.gov/Privacy/SORNsindex/BlanketRoutineUses.aspx.</i></p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Name.</p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are maintained in secure, limited access, or monitored areas.  Access is restricted to database and system administrators with trusted credentials and security clearances.  System access is password protected and Common Access Card (CAC) enabled. Physical entry by unauthorized persons is restricted through the use of locks, guards, and passwords.  Archived data is stored on discs or magnetic tapes which are kept in a locked or controlled access area. Access to personal information is limited to those individuals who have a need-to-know to perform their official assigned duties.  </p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Destroy when superseded or obsolete of the authorization document or on transfer, separation, or relief of the individual concerned.</p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Director, eBusiness Center, 4800 Mark Center Drive, Alexandria, VA 22311-3604.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves may address their inquiries to Director, eBusiness Center, 4800 Mark Center Drive, Alexandria, VA 22311-3604.</p>

<p>Signed, written requests should contain the full name of the individual, current work address, telephone number and email address.</p>
</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should include the full name of the individual, current work address, telephone number, email address, and the number of this system of records notice.</p>
</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individual.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>

    <section id="DUSDI 01-DoD " toc="yes">
        <systemNumber> DUSDI 01-DoD </systemNumber>


        <subsection type="systemName">Department of Defense (DoD) Insider Threat Management and Analysis Center (DITMAC) and DoD Component Insider Threat Records System.</subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>
                    Primary location: Defense Security Service (DSS), 27130 Telegraph Rd., Quantico VA 22134-2253.
                </p>
                    <p>Secondary and Decentralized locations:</p>
                    <p>Each of the DoD Components including the Departments of the Army, Air Force, and Navy and staffs, field operating agencies, major commands, installations, and activities.  Official mailing addresses are published with each Component’s compilation of systems of records notices.</p>
                </xhtmlContent>
                </subsection>
                    <subsection type="categoriesOfIndividuals">
                        <xhtmlContent>
                            <p>Individuals covered by the system are those who had or have been granted eligibility for access to classified information or eligibility to hold a sensitive position, and who have exhibited actual, probable, or possible indications of insider threat behaviors or activities.  These individuals include active and reserve component (including National Guard) military personnel, civilian employees (including non-appropriated fund employees), and DoD contractor personnel; this includes officials or employees from Federal, state, Local, Tribal and Private Sector entities affiliated with or working with DoD who have been granted access to classified information by DoD based on an eligibility determination made by DoD or by another Federal agency authorized to do so.</p>
                            <p>Individuals or persons embedded with DoD units operating abroad who had or have been granted eligibility for access to classified information or eligibility to hold a sensitive positions, and who have exhibited actual, probable, or possible indications of insider threat behaviors or activities.</p>
                            <p>Current members of the U.S. Coast Guard and mobilized retired military personnel, when activated, who had or have been granted eligibility for access to classified information or eligibility to hold a sensitive positions by DoD and when operating with the military services or DoD Components, and Limited Access Authorization grantees, who have exhibited actual, probable, or possible indications of insider threat behaviors or activities.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="categoriesOfRecords">
                        <xhtmlContent>
                            <p>Records containing information can be derived from:</p>
                            <p>Responses to information requested by official questionnaires (e.g., SF 86 Questionnaire for National Security Positions) that include: full name, former names and aliases; date and place of birth; social security number (SSN); height and weight; hair and eye color; gender; ethnicity and race; biometric data; mother’s maiden name; DoD identification number; current and former home and work addresses, phone numbers, and email addresses; employment history; military record information; selective service registration record; residential history; education history and degrees earned; names of associates and references with their contact information; citizenship information; passport information; driver’s license information; identifying numbers from access control passes or identification cards; criminal history; civil court actions; prior personnel security eligibility, investigative, and adjudicative information, including information collected through continuous evaluation; mental health history; records related to drug and/or alcohol use; financial record information; credit reports; the name, date and place of birth, social security number, and citizenship information for spouse or cohabitant; the name and marriage information for current and former spouse(s); the citizenship, name, date and place of birth, and address for relatives;</p>
                            <p>Information on foreign contacts and activities; association records; information on loyalty to the United States; and other agency reports furnished to DoD or collected by DoD in connection with personnel security investigations, continuous evaluation for eligibility for access to classified information, and insider threat detection programs operated by DoD Components pursuant to Federal laws and Executive Orders and DoD regulations.  These records can include, but are not limited to:  Reports of personnel security investigations completed by investigative service providers (such as the Office of Personnel Management);</p>
                            <p>Polygraph examination reports; nondisclosure agreements; document control registries; courier authorization requests; derivative classification unique identifiers; requests for access to sensitive compartmented information (SCI); facility access records; security violation files; travel records; foreign contact reports; briefing and debriefing statements for special programs, positions designated as sensitive, other information and documents required in connection with personnel security adjudications; and financial disclosure filings</p>
                            <p>DoD Component information, summaries or reports, and full reports, about potential insider threats from:</p>
                            <p> a. payroll information, travel vouchers, benefits information, credit reports, equal employment opportunity complaints, performance evaluations, disciplinary files, training records, substance abuse and mental health records of individuals undergoing law enforcement action or presenting an identifiable imminent threat, counseling statements, outside work and activities requests, and personal contact records.</p>
                            <p> b. particularly sensitive or protected information, including information held by special access programs, law enforcement, inspector general, or other investigative sources or programs.  Access to such information may require additional approval by the senior DoD official who is responsible for managing and overseeing the program.</p>
                            <p> c. reports of investigation regarding security violations, including but not limited to:  statements, declarations, affidavits and correspondence; incident reports; investigative records of a criminal, civil or administrative nature; letters, emails, memoranda, and reports; exhibits and evidence; and, recommended remedial or corrective actions for security violations;</p>
                            <p>DoD Component information, summaries of reports, and full reports, about potential insider threats regarding: personnel user names and aliases, levels of network access, audit data, information regarding misuse of a DoD device, information regarding unauthorized use of removable media, and logs of printer, copier, and facsimile machine use.</p>
                            <p>Information collected through user activity monitoring, which is the technical capability to observe and record the actions and activities of all users, at any time, on a computer network controlled by DoD or a component thereof in order to deter, detect, and/or mitigate insider threats as well as to support authorized investigations.  Such information may include key strokes, screen captures, and content transmitted via email, chat, or data import or export.</p>
                            <p>DoD Component summaries of reports, and full reports, about potential insider threats from records of usage of government telephone systems, including the telephone number initiating the call, the telephone number receiving the call, and the date and time of the call.</p>
                            <p>DoD Component information, summaries of reports, and full reports, about potential insider threats obtained from other Federal Government sources, such as information regarding U.S. border crossings and financial information obtained from the Financial Crimes Enforcement Network.</p>
                            <p>Information related to the management and operation of DoD Component insider threat programs, including but not limited to: Information related to investigative or analytical efforts by DoD insider threat program personnel to identify threats to DoD personnel, property, facilities, and information; information obtained from Intelligence Community members, the Federal Bureau of Investigation, or from other agencies or organizations about individuals known or suspected of being engaged in conduct constituting, preparing for, aiding, or relating to an insider threat, including but not limited to espionage or unauthorized disclosure of classified national security information.</p>
                            <p>Publicly available information, such as information regarding: arrests and detentions; real property; bankruptcy; liens or holds on property; vehicles; licensure (including professional and pilot’s licenses, firearms and explosive permits); business licenses and filings; and from social media.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="authorityForMaintenance">
                        <xhtmlContent>
                            <p>10 U.S.C. 137, Under Secretary of Defense for Intelligence; 44 U.S.C. § 3554, Federal agency responsibilities; 44 U.S.C. § 3557, National security systems; Pub. L. 112-81, Section 922, National Defense Authorization Act for Fiscal Year 2012 (NDAA for FY12), Insider Threat Detection (10 USC § 2224 note); Pub. L 113-66, Section 907(c)(4)(H), (NDAA for FY14), Personnel security (10 U.S.C. § 1564 note); Pub. L. 114-92, Section 1086 (NDAA for FY16), Reform and improvement of personnel security, insider threat detection and prevention, and physical security (10 U.S.C. § 1564 note);  E.O. 12829, as amended, National Industrial Security Program; E.O. 12968, as amended, Access to Classified Information; E.O. 13467, Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees, and Eligibility for Access to Classified National Security Information, June 30, 2008; E.O. 9397, as amended, Numbering System for Federal Accounts Relating to Individual Persons; E.O. 13587, Structural Reforms to Improve the Security of Classified Networks and the Responsible Sharing and Safeguarding of Classified Information; National Insider Threat Policy and Minimum Standards for Executive Branch Insider Threat Programs; and DoD Directive (DoDD) 5205.16, The DoD Insider Threat Program.   </p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="purpose">
                        <xhtmlContent>
                            <p>The Department of Defense proposes to establish a new system of records to assist in the management of the DITMAC Program and DoD Component insider threat programs.  The DITMAC was established by the Undersecretary of Defense for Intelligence in order to consolidate and analyze insider threat information reported by the DoD Component insider threat programs mandated by Presidential Executive Order 13587, issued October 7, 2011, which required Federal agencies to establish an insider threat detection and prevention program to ensure the security of classified networks and the responsible sharing and safeguarding of classified information consistent with appropriate protections for privacy and civil liberties.  The DITMAC helps prevent, deter, detect, and/or mitigate the potential threat that personnel, including DoD military personnel, civilian employees, and contractor personnel, who have or had been granted eligibility for access to classified information or eligibility to hold a sensitive position may harm the security of the United States.  This threat can include damage to the United States through espionage, terrorism, unauthorized disclosure of national security information, or through the loss or degradation of departmental resources or capabilities.  The system will be used to analyze, monitor, and audit insider threat information for insider threat detection and mitigation within DoD on threats that persons who have or had been granted eligibility for access to classified information or eligibility to hold a sensitive position may pose to DoD and U.S. Government installations, facilities, personnel, missions, or resources.  The system will support DoD Component insider threat programs, enable the identification of systemic insider threat issues and challenges, provide a basis for the development and recommendation of solutions to deter, detect, and/or mitigate potential insider threats.  It will assist in identifying best practices among other Federal Government insider threat programs, through the use of existing DoD resources and functions and by leveraging existing authorities, policies, programs, systems, and architectures.</p>
                        </xhtmlContent>
                    </subsection>
                    <subsection type="routineUsesOfRecords">
                        <xhtmlContent>
                            <p>In addition to disclosures permitted under 5 U.S.C. § 552a(b) of the Privacy Act of 1974, as amended, these records may be disclosed outside DoD as a routine use pursuant to 5 U.S.C. § 552(b)(3) as follows:</p>
                            <p>Where a record, either alone or in conjunction with other information, indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether Federal, state, local, tribal, territorial, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                            <p>To an appropriate federal, state, local, tribal, territorial, foreign, or international agency, if the information is relevant and necessary to a requesting agency’s decision concerning the hiring or retention of an individual, or issuance of a security clearance, license, contract, grant, delegation or designation of authority, or other benefit, or if the information is relevant and necessary to a DoD decision concerning the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, delegation or designation of authority, or other benefit and disclosure is appropriate to the proper performance of the official duties of the person making the request.</p>
                            <p>To the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                            <p>A record consisting of, or relating to, terrorism information, homeland security information, counterintelligence, or law enforcement information may be disclosed to a Federal, state, local, tribal, territorial, foreign government,  multinational agency, and to a private sector agent either in response to its request or upon the initiative of the DoD Component, for purposes of sharing such information as is necessary and relevant to the agency’s investigations and inquiries related to the detection, prevention, disruption, preemption, and mitigation of the effects of terrorist activities against the territory, people, and interests of the United States of America as contemplated by the Intelligence Reform and Terrorism Protection Act of 2004.</p>
                            <p>To any person, organization, or governmental entity in order to notify them of a serious terrorist threat for the purpose of guarding against or responding to such a threat.</p>
                            <p>To complainants and/or victims to the extent necessary to provide such persons with information and explanations concerning the progress and/or results of the investigation or case arising from the matters of which they complained and/or of which they were a victim.</p>
                            <p>To contractors, grantees, 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 the DoD DITMAC system of records.</p>
                            <p>To Federal, state, local, territorial, tribal, foreign, or international licensing agencies or associations that require information concerning the suitability or eligibility of an individual for a license.</p>
                            <p>To a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.</p>
                            <p>To the National Archives and Records Administration for the purpose of records management inspections conducted under the authority of 44 U.S.C. §§ 2904 and 2906.</p>
                            <p>To appropriate agencies, entities, and persons when (1) the Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Component’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                            <p>To foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements, including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.</p>
                            <p>To any agency, organization, or individual for the purposes of performing audit or oversight of the DoD DITMAC as authorized by law and as necessary and relevant to such audit or oversight functions.</p>
                            <p>To such recipients and under such circumstances and procedures as are mandated by Federal statute or treaty.</p>
                            <p>To third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation, provided disclosure is appropriate to the proper performance of the official duties of the individual making the disclosure.</p>
                            <p>To a Federal agency or entity that may have information relevant to an allegation or investigation or was consulted regarding an insider threat for purposes of obtaining guidance, additional information, or advice from such Federal agency or entity regarding the handling of an insider threat matter.</p>
                            <p>To a court or adjudicative body in a proceeding when: (a) the agency or any component thereof; or(b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity where the Department of Justice has agreed to represent the employee; or(d) the United States Government is a party to litigation or has interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation and the use of such records is therefore deemed by the agency to be for a purpose that is compatible with the purpose for which the agency collected the records.</p>
                            <p>To the news media or the general public, factual information the disclosure of which would be in the public interest and which would not constitute an unwarranted invasion of personal privacy.</p>
                            <p>To a Federal, state, or local agency, or other appropriate entities or individuals, or through established liaison channels to selected foreign governments, in order to enable an intelligence agency to carry out its responsibilities under the National Security Act of 1947 as amended, the CIA act of 1949 as emended, Executive Order 12333 or any successor order, applicable national security directives, or classified implementing procedures approved by the Attorney General and promulgated pursuant to such statutes, orders or directives.</p>
                            <p>                            
                                    Storage:
                                </p>
                <p>Paper and electronic storage media.</p>
            </xhtmlContent>
            </subsection>
                <subsection type="retrievability">
                    <xhtmlContent>
                        <p>Information in this system may be retrieved by name, SSN, and/or DoD identification number.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="safeguards">
                    <xhtmlContent>
                        <p>IT systems are protected by military personnel, civilian employee, or contract security personnel guards.  Physical access to rooms is controlled by combination lock and by identification badges that are issued only to authorized individuals.  Electronic authorization and authentication of users is required at all points before any system information can be accessed.  All data transfers and information retrievals that use remote communication facilities are required to be encrypted.  Paper records are contained and stored in safes and filing cabinets that are located in a secure area with access only by authorized personnel.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="retentionAndDisposal">
                    <xhtmlContent>
                        <p>Disposition pending (until the National Archives and Records Administration (NARA) disposition schedule is approved, treat as permanent). </p>
                    </xhtmlContent>
                </subsection>
                <subsection type="systemManager">
                    <xhtmlContent>
                        <p>Department of Defense Insider Threat Management and Analysis Center, Assistant Director, Enterprise Tools and Architecture, Defense Security Service, 27130 Telegraph Road, Quantico, VA 22134-2253.</p>
                        <p>DoD Components including the Departments of the Army, Air Force, and Navy and staffs, field operating agencies, major commands, installations, and activities.  Official mailing addresses are published as an appendix to each Service’s compilation of systems of records notices.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="notificationProcedure">
                    <xhtmlContent>
                        <p>Individuals seeking to determine whether information about themselves is contained in the DITMAC system of records should address written inquires to the Defense Security Service, Office of FOIA and PA, 27130 Telegraph Road; Quantico, VA 22134-2253.</p>
                        <p>Individuals seeking to determine whether information about themselves is contained in any specific DoD Component’s insider threat program system of records should address written inquiries to the official mailing address for that Component, which is published with each Component’s compilation of systems of records notices.</p>
                        <p>DoD Component addresses are also listed at:</p>
                        <p>http://dpcld.defense.gov/Privacy/PrivacyContacts.aspx</p>
                        <p>Signed, written requests must contain the full name (and any alias and/or alternate names used), SSN, and date and place of birth.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="recordAccessProcedures">
                    <xhtmlContent>
                        <p>Individuals seeking information about themselves contained in the DITMAC system of record should address written inquires to</p>
                        <p>the Defense Security Service, Office of FOIA and PA, 27130 Telegraph Road, Quantico, VA 22134-2253.</p>
                        <p>Individuals seeking information about themselves contained in any specific DoD Component’s insider threat program system of records should address written inquiries to the official mailing address for that Component, which is published with each Component’s compilation of systems of records notices.</p>
                        <p>
                            DoD Component addresses are also listed at:
                            http://dpcld.defense.gov/Privacy/PrivacyContacts.aspx
                        </p>
                        <p>Individuals should provide their full name (and any alias and/or alternate name), SSN, and date and place of birth, and the address where the records are to be returned.</p>
                        <p>
                            In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

                            If executed outside of the United States:
                            'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.   Executed on (date).  (Signature).'

                            If executed within the United States, its territories, possessions, or commonwealths:
                            'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).'

                            Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for the representative to act on their behalf.
                        </p>
                    </xhtmlContent>
                </subsection>
                <subsection type="contestingRecordProcedures">
                    <xhtmlContent>
                        <p>The DoD rules for accessing records and for contesting or appealing agency determinations are published in DoD Regulation 5400.11; 32 CFR 310; or may be obtained from the Defense Privacy, Civil Liberties, and Transparency Division, 4800 Mark Center Drive; ATTN: DPCLTD, Mailbox #24; Alexandria, VA 22350-1700.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="recordSourceCategories">
                    <xhtmlContent>
                        <p>Information in the system is received from DoD Components and program offices throughout DoD and DoD contractor databases,  external sources, including counterintelligence and security databases and files; personnel security databases and files; DoD Component human resources databases and files; Office of the Chief Information Officer and information assurance databases and files; information collected through user activity monitoring; DoD telephone usage records; Federal, state, tribal, territorial, and local law enforcement and investigatory records; Inspector General records; available U.S. Government intelligence and counterintelligence reporting information and analytic products pertaining to adversarial threats; other Federal agencies; and publicly available information.</p>
                    </xhtmlContent>
                </subsection>
                <subsection type="exemptionsClaimed">
                    <xhtmlContent>
                        <p>The Department of Defense is exempting records maintained in DUSDI 01-DoD, the "Department of Defense (DoD) Insider Threat Management and Analysis Center (DITMAC) and DoD Component Insider Threat Records System," from subsections (c)(3) and (4); (d)(1), (2), (3), and (4); (e)(1), (2), (3), (4)(G), (H), and (I), (5), and (8); (f); and (g) of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2) and (k)(1), (2), (4), (5), (6), (7).  In addition, exempt records received from other systems of records in the course of DITMAC or Component record checks may, in turn, become part of the case records in this system.  When records are exempt from disclosure in systems of records for record sources accessed by this system, DoD also claims the same exemptions for any copies of such records received by and stored in this system.</p>
                        <p>
                            An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 310. For additional information contact the system manager.
                        </p>
                    </xhtmlContent>
                </subsection>
            </section>


            <section id="DUSDP 02" toc="yes">
<systemNumber>DUSDP 02</systemNumber>
<subsection type="systemName">Special Personnel Security Cases (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a review of DUSDP 02, Special Personnel Security Cases, it has been determined the system has never been used; therefore, it has never held records and can be deleted.
</p></xhtmlContent></subsection></section>
<section id="DUSDP 08" toc="yes">
<systemNumber>DUSDP 08</systemNumber>
<subsection type="systemName"> DOD Foreign Visits System (FVS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>U.S. citizens acting as representatives of various foreign governments who have requested access to DOD installations, activities or Defense contractors on matters relating to mutual security and arms corporation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records consist of lists of individuals cleared for access to DOD installations, activities, or Defense contractors. Information on the lists consists of name, date and place of birth, security clearance, position, and an individual identification number which may be the Social Security Number of that person.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Pub. L. 90-629, The Foreign Military Sales Act, October 22, 1968 and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To enhance security and provide consistent application of policy in dealings with other governments by providing end-to-end automation support to the visits process, thus improving responsiveness and the use of personnel resources by using state-of-the-art automation and communication capabilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records are maintained on computer and computer-output products, including message traffic output.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records may be retrieved by individual's name or Social Security Number, or visit ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored under lock and key, in secure containers, or on electronic media with intrusion safeguards; personnel having access to this data are trained in the requirements of protecting Privacy Act information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The records are retained for the duration of the cooperative arms or mutual security agreement or program between the U.S. government and the foreign government or international organization, or for ten years, whichever is sooner. Records will be disposed of by erasing magnetic media or burning or shredding paper copies.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves must address written inquiries to the Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200.
</p><p>Individuals must provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, place visited, and dates of visit.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200.
</p><p>Individuals must provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, place visited, and dates of visit.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is obtained solely from the foreign country or international organization sponsoring the individuals for whom a visit to the DOD installation, activity, or Defense contractor is being requested.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    <section id=" DUSDP 11" toc="yes">
        <systemNumber> DUSDP 11</systemNumber>
        <subsection type="systemName">POW/MIA Personnel Files</subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Defense POW/MIA Accounting Agency (DPAA), 241 18th Street S., Suite 800, Arlington, VA 22202-3420.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>U.S. Military personnel designated by their Service Secretary or U.S. citizens by the U.S. Department of State as prisoners of war or missing in action (POW/MIA). The status applies to those POW or MIA during any campaign or hostile action involving U.S. Military intervention or declared war, and includes private citizens on personal travel that were detained or went missing in current or previous hostile fire/combat zones.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Name, date of birth, place of birth, branch of military service, serial/service number or DOD Identification (DoD ID) number, field search case number or source reference number (in the case of a classified source); next of kin and/or requester name, current address, personal telephone number, and email address. Other records included in the system are operational and information reports, biographic records, physical descriptions, personal statements and correspondence, returnee debriefings, interviews and media reports.</p>
                <p>The Social Security Number is no longer collected or used to retrieve records in this system.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 134, Under Secretary of Defense for Policy; 10 U.S.C. Chapter 76, Missing Persons (sections 1501 through 1513); and DoD Directive 5110.10, Defense Prisoner of War/Missing Personnel Office (DPMO).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To develop a detailed and comprehensive body of information concerning Department of Defense personnel and U.S. citizens who are known or may be prisoners of war or officially missing in order to provide the fullest possible accounting for our missing personnel to their families and the nation. Records are used to investigate the event and account for POW/MIA personnel. Data are also used to produce studies and analytical reports furnished as background material to offices and agencies that enunciate and promulgate National policy with respect to American military members and civilians designated as missing or prisoners of war as a result of campaigns or wars involving the U.S. Military.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>To a domestic or foreign entity that has entered into a public-private partnership with the Defense POW/MIA Accounting Agency (DPAA) as authorized by 10 U.S.C. 1501a, when DPAA determines that such disclosure is necessary to the performance of services DPAA has agreed shall be performed by the partner.</p>
                <p>Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosures Required by International Agreements Routine Use: A record from a system of records maintained by a DoD Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Paper records, electronic storage media, microfilm, and microfiche.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Retrieved by any or a combination of: Individual's name, serial/service number, date of birth, branch of military service, next of kin and/or requester's name, current address, personal telephone number, email address, or source reference number (in the case of a classified source).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Paper records, microfilm, and microfiche are maintained in a controlled access office and are stored in a secure vault work area. Access to electronic records is restricted by Common Access Card (CAC) and/or username/password which are changed periodically. All records are only accessible to authorized personnel with a demonstrated need for access. Personnel are properly screened, cleared, and trained in the protection of privacy information.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Permanent. Transfer legal custody to NARA 25 years after closure.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Defense Prisoner of War/Missing in Action Accounting Agency (DPAA), 2000 Defense Pentagon, Washington, DC 20301-2000.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Prisoner of War/Missing in Action Accounting Agency (DPAA), 2000 Defense Pentagon, Washington, DC 20301-2000.</p>
                <p>Signed written requests should include full name, serial/service number as appropriate (if any), and date of birth, branch of military service, if applicable, as well as the requester's current address and telephone number.</p>
                <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                <p>If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."</p>
                <p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Office of the Secretary of Defense/Joint Staff, Freedom of Information Requester Service Center, 1155 Defense Pentagon, Washington DC 20301-1155.</p>
                <p>Signed written requests should include full name, serial/service number as appropriate (if any), and date of birth, branch of military service, if applicable, as well as the requester's current address, email address, telephone number, and the name and number of this system of records notice.</p>
                <p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
                <p>If executed outside the United States: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."</p>
                <p>If executed within the United States, its territories, possessions, or commonwealths: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Department of Defense, Department of State and U.S. Intelligence Agencies, interviews and debriefings of returnees, next of kin, confidential sources, and other individuals; representatives of concerned organizations; resident aliens; foreign sources; and open publications.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).</p>
                <p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.</p>
</xhtmlContent></subsection></section>

                <section id="DWHS B44" toc="yes">
<systemNumber>DWHS B44</systemNumber>
<subsection type="systemName">OSD Travel File (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DWHS B44, OSD Travel File (February 22, 1993, 58 FR 10227), it has been determined it is no longer being used and all records have reached the record retention requirements and have been destroyed; therefore this system can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="DWHS B45" toc="yes">
<systemNumber>DWHS B45</systemNumber>
<subsection type="systemName">DoD Salary Offset Suspense Control Records (February 22, 1993, 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The collection of records covered by the DoD Salary Offset Suspense Control Records system of records is also covered by the Defense Finance and Accounting System T7330a, Salary Offset Reporting System (November 14, 2007, 72 FR 64055) system of records.
</p></xhtmlContent></subsection></section>
<section id="DWHS B46" toc="yes">
<systemNumber>DWHS B46</systemNumber>

<subsection type="systemName">DoD Creditor Agency Accounts Receivable System (February 22, 1993, 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The collection of records covered by the DoD Creditor Agency Accounts Receivable System system of records is also covered by the Defense Finance and Accounting System T7332, Defense Debt Management System (February 17, 2009, 74 FR 7665) system of records.
</p></xhtmlContent></subsection></section>
<section id="DWHS C01" toc="yes">
<systemNumber>DWHS C01</systemNumber>
<subsection type="systemName">Enterprise Support Portal (ESP).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Service, Enterprise Information Technology Services Directorate, 1155 Defense Pentagon, Room 3B957,
Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military personnel, DoD civilian employees and contractor employees assigned to the Office of the Secretary of Defense (OSD), the
Pentagon Force Protection Agency (PFPA), or Washington Headquarters Services (WHS).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, DoD ID number, work contact information (phone number, DoD email address, and physical location), alternate worksite
address, alternate worksite telephone number, and alternate worksite email address. Copies of network acceptable use agreements,
existence/non-existence of work related reportable items (e.g., issuance of parking passes, passports, Blackberries, laptops).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; DoD Directive 5105.53, Director of Administration and Management; and DoD Directive 5110.4,
Washington Headquarters Services.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To assist OSD Components in organizational management tasks, manpower-related tasks, and general administrative tasks related to
employees by retrieving information from the authoritative sources and storing administrative information within the Enterprise Support
Portal. To process network/system account requests, IT service/helpdesk requests, and facilities requests.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contain herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. </p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. </p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the national Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of Secretary of Defense (OSD) compilation of systems of records notices may apply to this system. The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and/or DoD ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled area accessible only to authorized personnel. Entry is restricted to personnel with a valid
requirement and authorization to enter. Physical access is restricted by the use of locks, guards and administrative procedures. Access
to personally identifiable information is role based and restricted to those who require the records in the performance of their
official duties. Access is further restricted by the use of system permissions and Common Access Cards (CAC). All individuals granted
access to this system must receive annual Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed three years after departure of the individual.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Manager, Enterprise System Portal, Washington Headquarters Services, 1235 S. Clark Street, Suite 920, Arlington, VA
22202-4366.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written
inquiries to the Manager, Enterprise System Portal, Washington Headquarters Services, 1235 S. Clark Street, Suite 920, Arlington, VA
22202-4366.
</p><p>Requests should contain the first and last name of the individual, the DoD ID number, and be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquires to the
Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Washington Headquarters
Services/Executive Services Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3100.
</p><p>Requests should be signed and include the first and last name, the DoD ID number, and the name and number of this system of records
notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, contesting contents, and appealing initial agency determinations are contained in OSD
Administrative Instruction 81; 32 Code of Federal Regulations part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Defense Civilian Personnel Data System, Defense Enrollment Eligibility Reporting System, Military Personnel, and Global Force
Management-Data Initiative (GFM-DI).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS D01" toc="yes">
<systemNumber>DWHS D01</systemNumber>
<subsection type="systemName">DoD National Capital Region Mass Transportation Benefit Program.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Services, Enterprise Information Technology Services Directorate, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD military and civilian personnel assigned to the National Capital Region applying for and/or obtaining a public fare transportation subsidy.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, last four of Social Security Number (SSN), DoD Identification Number (DoD ID Number), point-to-point commuting expenses, type of mass transit used, city, state, and ZIP+4 of residence, organizational affiliation of the individual, office work number, DoD email address, duty/work address, Smartrip card number, and monthly amount spent from Washington Metropolitan Area Transit Authority (WMATA).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7905, Programs to encourage commuting by means other than single-occupancy motor vehicles; 10 U.S.C. 113, Secretary of Defense; DoD Directive 5110.4, Washington Headquarters Services (WHS); DoD Instruction 1000.27, Mass Transportation Benefit Program (MTBP); E.O. 12191, Federal facility ridesharing program; E.O. 13150, Federal Workforce Transportation; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the DoD National Capital Region Mass Transportation Benefit Program for DoD military and civilian personnel applying for and in receipt of fare subsidies.  Used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To the Washington Metro Area Transit Authority for the purpose of crediting fare subsidies directly to the Smartrip Card of DoD military or civilian employees participating in the SmartBenefit ¬program.</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual’s name and last four of SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility.  Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel.  Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Access to computerized data is restricted by Common Access Card (CAC).
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy applications of employees no longer in the program, superseded applications, certification logs, vouchers, spreadsheets and other forms used to document the disbursement of subsidies when three (3) years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, Facilities Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Facilities Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>Signed, written requests for information should contain the full name of the individual and last four of SSN.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>Signed, written requests for information should contain the full name of the individual, last four of SSN, and include the name and number of this system of record notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS D02" toc="yes">
<systemNumber>DWHS D02</systemNumber>
<subsection type="systemName">PEGASYS CARDKEY.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Services, Facilities Services Directorate, Federal Facilities Division, Pentagon Building Management Office, Building Operations Command Center, 1155 Defense Pentagon, Room 1B349, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD military, civilian employees, and contractors who require room access to Pentagon space under the control of Pentagon Building Management Office and Building Operations Command Center for Wedge 1 Corridors 3 and 4.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN) and sponsoring DoD office.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; DoD Directive 5110.4, Washington Headquarters Services (WHS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system maintains a listing of individuals who have been granted room entry access to areas of the Pentagon under the control of Washington Headquarters Services/Facilities Services Directorate/Federal Facilities Division.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses' set forth at the beginning of the Office of the Secretary of Defense's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual's name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure and limited access area. Access is password protected and is limited to those individuals who require access to the records to perform their official assigned duties. Physical entry by unauthorized persons is restricted through the use of locks and Pentagon Force Protection Agency (PFPA) card swipe system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Disposition pending. Until the National Archives and Records Administration approve the retention and disposal of these records, treat them as permanent.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Facility Manager, Washington Headquarters Services, Facilities Services Directorate, Federal Facilities Division, Pentagon Building Management Office, Building Operations Command Center, 1155 Defense Pentagon, Room 1B349, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Facility Manager, Washington Headquarters Services, Facilities Services Directorate, Federal Facilities Division, Pentagon Building Management Office, Building Operations Command Center, 1155 Defense Pentagon, Room 1B349, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name and Social Security Number (SSN) of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name and Social Security Number (SSN) of the individual and be signed as well as the name and number of this system of records notice so that your request can be tasked to the appropriate office.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS D03" toc="yes">
<systemNumber>DWHS D03</systemNumber>

<subsection type="systemName">CLOSEDâ€"Washington Headquarters Services (WHS) Enterprise Safety Applications Management System (ESAMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Commander Navy Installations Command Transitional Hosting Center, 1968 Gilbert St. Norfolk, VA 23511-3318.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This is a closed systemâ€"no new records may be added. DoD Military and civilian personnel who were employed through Washington Headquarters Services (WHS) or one of the WHS-Serviced Organizations (Office of the Secretary of Defense, Joint Chiefs of Staff, Defense Advanced Research Projects Agency, Defense Threat Reduction Agency, Missile Defense Organization, and the Pentagon Force Protection Agency) who were the subject of an accident investigation or report or required duty physicals or longitudinal monitoring and assessment between July 2011 and August 2013.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>For all employees: name, Social Security Number (SSN), e-mail address, supervisor's name, supervisor's e-mail address, unit identification code (UIC), directorate, division, gender, training/certifications received, test scores.
</p><p>For employees requiring duty physicals and/or whose duties require longitudinal monitoring and assessment: Occupational medical stressors, date of last physical and non-diagnostic information concerning health readiness/restrictive duty, respirator usage and fit test results, annual audiogram results, chemical and/or environmental exposures, and occupational injuries/illnesses.
</p><p>For employees on whom an accident investigation or report is submitted: Name, Social Security Number (SSN), job title, agency/directorate/division, office location, case number, incident location, injury detail, Occupational Safety and Health Administration (OSHA) recordable incident/illness.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>29 CFR part 1904, Recording and Reporting Occupational Injuries and Illnesses; 29 CFR part 1910, Occupational Safety and Health Standards; 10 U.S.C. 113, Secretary of Defense; E.O. 12196, Occupational Safety and Health Programs for Federal Employees, as amended; DoD Instruction 6055.1, DoD Safety and Occupational Health (SOH) Program; DoD Instruction 6055.5, Occupational and Environmental Health (OEH); DoD Instruction 6055.7, Accident Investigation, Reporting, and Record Keeping; DoD Instruction 6055.12, DoD Hearing Conservation Program (HCP); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To ensure all individuals receive required health and safety, fire, and emergency management training courses necessary to perform assigned duties and comply with Federal law and DoD regulations.
</p><p>To document and manage longitudinal requirements of physicals, respiratory and audiology tracking over the course of an employee's employment with Washington Headquarters Services.
</p><p>To provide an initial documentation of workplace incidents and accidents.
</p><p>Used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To the Occupational Safety and Health Administration (OSHA) during the course of an on-site inspection.
</p><p>The DoD `Blanket Routine Uses' that appear at the beginning of the Office of the Secretary of Defense's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by individual's name and Social Security Number (SSN).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is role based with limited access to personally identifiable information. Access requires Common Access Card (CAC) on initial log-on but allows CAC access or password logon (if established) after initial use. The servers are located in a building that is locked during non-duty hours on a military installation with guards monitoring installation access 24 hours a day, 7 days a week.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Employee training records are closed on an annual basis and disposed of when 5 years old.
</p><p>Longitudinal Requirements are closed on an annual basis and disposed of when 5 years old.
</p><p>Personnel Injury Files are closed on an annual basis and disposed of when 3 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Safety and Environmental Management Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Safety and Environmental Management Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155.
</p><p>The request should contain individual's full name, Social Security Number (SSN), address, and should be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access the information about themselves contained in this system of records not accessible through system interfaces should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Center, 1155 Defense Pentagon, Washington DC 20301-1155.
</p><p>The request should contain the name and number of this system of records notice, the individual's full name, Social Security Number (SSN), address, and must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, personnel files, non-diagnostic extracts from medical records that address medical readiness/restrictions, and office files.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    <section id="DWHS D04" toc="yes">
        <systemNumber>DWHS D04</systemNumber>

        <subsection type="systemName">Pentagon Facilities Parking Program.</subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>
                    Parking Management Branch, Pentagon Force Protection Agency, 9000 Defense Pentagon, Washington, DC 20301-9000.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    All DoD civilians, military, and contractors holding DoD parking permits, participating in DoD carpools, or are otherwise authorized to park at the Pentagon Reservation (to include the Pentagon, Mark Center, and Suffolk Building).  This includes concessionaires and custodial workers who are authorized to park at Pentagon Facilities.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>
                    Full name, Social Security Numbers (SSN), work e-mail address, rank/grade, work location, work telephone number, home zip code, organizational affiliation, vehicle license plate number, state, and parking permit number.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>
                    10 U.S.C. 2674, Operation and Control of Pentagon Reservation and Defense Facilities in National Capital Region; and Administrative Instruction 88, Pentagon Reservation Vehicle Parking Program, and E.O. 9397 (SSN), as amended.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    To manage the Pentagon Facilities Parking Program for DoD civilian, military, and contractor personnel applying for and in receipt of Pentagon parking permits.  Records are also used to ensure DoD military personnel and civilians are not in receipt of both an issued parking pass and mass transit benefits.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Law Enforcement Routine Use:</p>
                <p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Congressional Inquiries Disclosure Routine Use:</p>
                <p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
                <p> A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
                <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use:</p>
                <p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>
                    The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at: <i>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</i>
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>
                    Paper file folders and electronic storage media.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>
                    Full name, SSN, parking permit number, and vehicle tag number.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>
                    Records are maintained in controlled areas accessible only to authorized DoD personnel, including system users, system administrators, and authorized contractors who have a need-to-know in the performance of official duties and who are properly screened and cleared.  Physical entry is restricted by the use of locks, guards, identification badges, key cards and closed circuit TV.  Paper records are stored in locked cabinets in secured offices.  Access to personal information is further restricted by the use of Common Access Card and user ID/passwords, intrusion detection system, encryption, and firewalls.  Administrative procedures include periodic security audits, regular monitoring of users’ security practices, methods to ensure only authorized personnel access to Personally Identifiable Information (PII) and encryption of back-up and recovery Standard Operating Procedures.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>
                    Destroy credentials three months after return to issuing office..
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>
                    Chief, Parking Management Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Parking Management Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                <p>
                    Signed, written requests for information should contain the full name, SSN, and current address.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
                <p>
                    Signed, written requests for information should contain the full name, SSN, current address and number of this system of records notice.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>
                    The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>
                    Individuals.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>
                    None.
                </p>
            </xhtmlContent>
        </subsection>
    </section>
    
<section id="DCMO 01 DoD" toc="yes">
<systemNumber>DCMO 01 DoD</systemNumber>
<subsection type="systemName">DoD Federal Docket Management System (DoD FDMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Primary: U.S. Environmental Protection Agency, Research Triangle Park, Durham, NC 27711-0001.</p>

<p>Secondary locations:</p>
<p>Department of Defense, Office of the Deputy Chief Management Officer, Directorate of Oversight and Compliance, Regulatory and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-9010.</p>

<p>Washington Headquarters Services, Executive Services Directorate, Directives Division, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>Defense Acquisition Regulation Systems, 241 18th Street, Suite 200A, Arlington, VA 22202-3409.</p>

<p>United States Army Corps of Engineers, 441 G Street, Northwest, 3G81, Washington, DC 20314-1000.</p>

<p>Records also may be located in a designated office of the DoD Component that is the proponent of the rule making or notice.  The official mailing address for the Component can be obtained from the DoD FDMS system manager.


</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who voluntarily provide personal contact information when submitting a public comment and/or supporting materials in response to a Department of Defense rule making document or notice.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Full name, postal address, email address, phone and fax number, name of the organization the individual represents, name of any individual serving as a representative for the individual submitting the comment, and the comments, as well as other supporting documentation, furnished by the individual.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 553, Rule making; 10 U.S.C. 113, Secretary of Defense; 44 U.S.C. Chapter 3501, The Paperwork Reduction Act; and OSD Administrative Instruction 102, Office of the Secretary of Defense (OSD) Federal Register (FR) System.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system of records is to permit the Department of Defense to identify individuals who have submitted comments in response to DoD rule making documents or notices so that communications or other actions, as appropriate and necessary, can be effected, such as a need to seek clarification of the comment, a direct response is warranted, and for such other needs as may be associated with the rule making or notice process.
</p><p><i>Note:</i> Identification is possible only if the individual voluntarily provides identifying information. If such information is not furnished, the submitted comments and/or supporting documentation cannot be linked to an individual.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 552a(b)(3) as follows:</p>

<p>Congressional Inquiries Disclosure Routine Use:</p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. </p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. </p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:</p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  A complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a secure, password protected electronic system that utilizes security hardware and software to include: multiple firewalls, active intruder detection, and role-based access controls. Paper records will be maintained in a controlled facility where physical entry is restricted by the use of locks, guards, or administrative procedures. Access to records is limited to those officials who require the records to perform their official duties consistent with the purpose for which the information was collected. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Comments on rule making are permanent; retired to a Federal Records Center when superseded; and transferred to the National Archives when 30 years old.
</p><p>Comments on notices are disposed of after one (1) year.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Department of Defense, Office of the Deputy Chief Management Officer, Directorate of Oversight and Compliance, Regulatory and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-9010.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Department of Defense, Office of the Deputy Chief Management Officer, Directorate of Oversight and Compliance, Regulatory and Audit Matters Office, 9010 Defense Pentagon, Washington, DC  20301-9010.</p>

<p>Requests should contain full name, address, and telephone number.</p>

<p><i>Note:</i> FDMS permits an individual, as well as a member of the public, to search the public comments received by the name of the individual submitting the comment.  Unless the individual submits the comment anonymously, a name search will result in the comment being displayed for view.  If the comment is submitted electronically using the FDMS system, the viewed comment will not include the name of the submitter or any other identifying information about the individual except that which the submitter has opted to include as part of his or her general comments.  However, a comment submitted in writing that has been scanned and uploaded into the FDMS system will display the submitter’s identifying information that has been included as part of the written correspondence.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address a written request to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1150 Defense Pentagon, Washington, DC 20301-1150.
</p>
<p>Signed, written requests should contain full name, address, and telephone number.
</p>
<p>As appropriate, requests may be referred to the DoD Component responsible for the rule making or notice for processing.

</p><p><i>Note:</i>FDMS permits a member of the public to download any of the public comments received.  If an individual has voluntarily furnished his or her name when submitting the comment, the individual, as well as the public, can view and download the comment by searching on the name of the individual.  If the comment is submitted electronically using the FDMS system, the viewed comment will not include the name of the submitter or any other identifying information about the individual except that which the submitter has opted to include as part of his or her general comments.  However, a comment submitted in writing that has been scanned and uploaded into the FDMS system will display the submitter's identifying information that has been included as part of the written correspondence.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    <section id="DCMO 02" toc="yes">
        <systemNumber>DCMO 02</systemNumber>
        <subsection type="systemName">
            Civil Liberties Program Case Management System.
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>
                    Defense Privacy and Civil Liberties Office, Office of the Deputy Chief Management Officer, Department of Defense, 9010 Defense Pentagon, Washington, D.C. 20301-9010.  Records are maintained by offices within the Office of the Secretary of Defense (OSD) and Joint Staff (JS).  For a complete list of these offices contact the system manager.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    Individuals who submit allegations of civil liberties violations by the DoD, its civilian employees, members of the Military Services, DoD contractors, or others acting under the authority of the DoD. Individuals alleged and/or identified to be involved in civil liberties violations.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>
                    May include full names, home or work addresses, home or work telephone numbers, e-mail addresses, Military Service or DoD component involved, and case number. Also contains complaints, comments, inquiries, investigative notes and memoranda, correspondence, supporting documents, material, and reports relating to the allegation, investigation, or redress of alleged civil liberties violations.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>
                    10 U.S.C. 113, Secretary of Defense; 42 U.S.C. 2000ee-1, Privacy
                    and Civil Liberties Officers; and DoD Instruction 1000.29, DoD Civil Liberties Program.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    To receive, log and track the processing of allegations of civil liberties violations by the DoD, its civilian employees, members of the Military Services, DoD contractors, or others acting under the authority of the DoD and document the review, investigation, and redress provided. Records may also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>Disclosure to the Office of Personnel Management Routine Use.  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use.  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at:</p>
                <p>
                    <i>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</i>
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>
                    Data will be stored on paper and on electronic storage media.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>
                    Individuals submitting allegations or complaints: by full name, home or work address, home or work telephone numbers, e-mail addresses, Military Service or DoD component involved.
                </p>
                <p>
                    Individuals alleged and/or identified to be involved in civil liberties violations: by name and DoD component involved.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>
                    Records are stored in secure facilities that are locked when not attended. Electronic records are password-protected and common access card (CAC) enabled. All personnel with access receive Privacy Act and Information Assurance training prior to gaining initial access and annually thereafter.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>
                    Disposition pending (treat records as permanent until the National Archives and Records Administration has approved the retention and disposition schedule).
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>
                    Chief, Defense Privacy and Civil Liberties Division, Office of the Deputy Chief Management Officer, Department of Defense, 9010 Defense Pentagon, Washington, D.C. 20301-9010.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Chief, Defense Privacy and Civil Liberties Division, Office of the Deputy Chief Management Officer, Department of Defense, 9010 Defense Pentagon, Washington, D.C. 20301-9010.</p>
                <p>
                    For verification purposes, the requestor should provide his/her full name, home or work address, home or work telephone number, e-mail addresses, Military Service or DoD component involved, and case number.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, D.C.  20301-1155.</p>
                <p>
                    Signed, written requests should include full names, home or work addresses, home or work telephone number, e-mail address, Military Service or DoD component involved and case number, and the name and number of this system of records.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>
                    The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>
                    The individual, investigators, and civil liberties staff members.
                </p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>
                    Records contained in this System of Records may be exempted from the requirements of subsections (c)(3); (d)(1), (2), (3), and (4); (e)(1) and (e)(4)(G), (H), and (I); and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(1). Records may be exempted from these subsections or, additionally, from the requirements of subsections (c)(4); (e)(2), (3), and (8) of the Privacy Act of 1974 consistent with any exemptions claimed under 5 U.S.C. 552a (j)(2) or (k)(1), (k)(2), or (k)(5) by the originator of the record, provided the reason for the exemption remains valid and necessary.
                </p>
                <p>
                    An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and is published at 32 CFR part 311.
                </p>
            </xhtmlContent>
        </subsection>
    </section> 

    
    <section id="DWHS E02" toc="yes">
<systemNumber>DWHS E02</systemNumber>
<subsection type="systemName">Freedom of Information Act (FOIA) Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Delete entry and replace with "Washington Headquarters Services (WHS) records: Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>DoD Education Activity (DoDEA) records: Department of Defense Education Activity, Freedom of Information Act Requester Service Center, Executive Services Office, 4800 Mark Center Drive, Alexandria, VA 22350-1400.
</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who have requested documents under the provisions of the FOIA from the Office of the Secretary of Defense/Joint Staff (OSD/JS), and the DoDEA, FOIA Requester Service Centers; individuals whose requests and/or records have been processed under the FOIA and referred by other Federal agencies; and attorneys representing individuals submitting such requests.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to FOIA requests and administrative appeals, i.e., original requests and administrative appeals (including requesters name, mailing address, FOIA case number, date and subject of the request, with some requesters also voluntarily submitting additional information such as telephone numbers and e-mail addresses), responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation; and copies of requested records and records under administrative appeal.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552, Freedom of Information Act; 10 U.S.C. 113, Secretary of Defense; DoD Directive 5400.07, DoD Freedom of Information Act (FOIA) Program; DoD Regulation 5400.7-R, DoD Freedom of Information Act Program; and Administrative Instruction 108, Office of the Secretary of Defense and Joint Staff (JS) Freedom of information Act (FOIA) Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is being collected and maintained for the purpose of processing FOIA requests and administrative appeals; for participating in litigation regarding agency action on such requests and appeals; and for assisting the DoD in carrying out any other responsibilities under the FOIA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>To the National Archives and Records Administration, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h), to review administrative agency policies, procedures and compliance with the Freedom of Information Act (FOIA), and to facilitate OGIS’ offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies.</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the DoD, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the OSD compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name of requester, subject matter, date of request, and FOIA request case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in security containers with access only to officials based on requirements of assigned duties. Computer databases are password protected and accessed by individuals with a common access card (CAC) who have a need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Paper records that are granted are destroyed two years after the date of reply. Paper records that are denied in whole or part, no records responses, responses to requesters who do not adequately describe records being sought, or do not state a willingness to pay fees, and records which are appealed or litigated are destroyed six years after final action.
</p><p>Electronic records are deleted when no longer needed to support Directorate business needs.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>WHS records: Chief, Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>DoDEA records: Chief, Department of Defense Education Activity, Freedom of Information Act Requester Service Center, Executive Services Office, 4800 Mark Center Drive, Alexandria, VA 22350-1400.

</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to:</p>

<p>WHS records: Chief, Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>DoDEA records: Chief, Department of Defense Education Activity, Freedom of Information Act Requester Service Center, Executive Services Office, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p>Signed written requests should include the requester’s name, mailing address, and name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to:</p>

<p>WHS records: Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, Washington Headquarters, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>DoDEA records: Department of Defense Education Activity, Freedom of Information Act Requester Service Center, Executive Services Office, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p><i>Note:</i> For DoDEA records, a non-custodial parent or legal guardian requesting records pertaining to his or her minor child or ward must also provide evidence of that relationship.  For example, such parent or legal guardian may provide a copy of a divorce decree or a child custody or guardianship order that includes the child's name.</p>

<p>Requests for information should be in writing, signed, and provide evidence of the requester’s identity, such as a copy of a photo ID or passport or similar document bearing the requesters signature.  Requests must contain the requesters name, mailing address, FOIA case number, name and number of this system of records notice and be signed.


</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals who submit initial requests and administrative appeals pursuant to the FOIA; the agency records searched in the process of responding to such requests and appeals; DoD personnel assigned to handle such requests and appeals; other agencies or entities that have referred to the DoD requests concerning DoD records or that have consulted with the DoD regarding the handling of particular requests; submitters of records; and information from those that have provided assistance to the DoD in making FOIA access determinations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of a FOIA action, exempt materials from other systems of records may, in turn, become part of the case records in this system.  To the extent that copies of exempt records from those other systems of records are entered into this FOIA case record, WHS, and the DoDEA, hereby claim the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary systems of records which they are a part.</p>

<p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.


</p></xhtmlContent></subsection></section>
<section id="DWHS E03" toc="yes">
<systemNumber>DWHS E03</systemNumber>
<subsection type="systemName">Security Review Tracking Application (SRTA).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense, Defense Office of Prepublication and Security Review, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD personnel (military and civilian) submitting requests for prepublication review of official information considered for public release and members of the public (former DoD personnel) requesting a review of material prior to submission for publication.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, personal phone number(s) (home/cell), personal email address, home mailing address, date of request, case number, and title/subject of the material submitted for review.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 22 CFR part 125.4, Exemptions of General Applicability,(b)(13); DoD Directive 5230.09, Clearance of DoD Information for Public Release; and DoD Instruction 5230.29, Security and Policy Review of DoD Information for Public Release.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the prepublication and security review processes for documents or materials before they are officially cleared for release outside of the DoD through a tracking application that provides the current status of each case and statistical data.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.
</p>
<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.
</p>
<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.
</p>
<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
</p>
<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, case number, title/subject of material submitted, and date of request.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are accessed only by officials with a need to know and appropriate security clearance in accordance with assigned duties.  Electronic records require a Common Access Card (CAC) to access and are further protected by using a Personal Identification Number (PIN) with access limited to those individuals who have a need to know.  Records are stored in a secure facility with full time guards in rooms requiring specific authority to access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed after 15 years.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Defense Office of Prepublication and Security Review, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Department of Defense, Defense Office of Prepublication and Security Review, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>
Written requests should include the case number (if available), date of request, title/subject of document submitted, or author’s name.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Office of the Secretary of Defense/Joint Staff, Freedom of Information Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>
Signed, written requests should include the name and number of this system of records notice, the case number (if available), date of request, title/subject of submitted document, or author’s name.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS E04" toc="yes">
<systemNumber>DWHS E04</systemNumber>
<subsection type="systemName">Privacy Act Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.  </p>

<p>Office of the Secretary of Defense/Joint Staff (OSD/JS) Privacy Office, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.  </p>

<p>Department of Defense Education Activity (DODEA), Privacy Act Office, Executive Services Office, Office of the Chief of Staff, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p>Defense Manpower Data Center (DMDC) Boyers, 1137 Branchton Road, Boyers, PA 16016-0001.  </p>

<p>DoD Consolidated Adjudication Facility (DoD CAF), 600 10th Street, Ft. Meade, MD 20755-5615.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals (and attorneys representing individuals) who have requested documents and/or submitted appeals for denial of access or amendment under the provisions of the Privacy Act (PA) from the OSD/JS, the DODEA, the DMDC (personnel security records), and the DoD CAF.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records created or compiled in response to Privacy Act requests and administrative appeals, individual’s name, request number, original and copies of requests and administrative appeals; responses to such requests and administrative appeals; all related memoranda, correspondence, notes, and other related or supporting documentation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 552a, The Privacy Act of 1974, as amended; 10 U.S.C. 113, Secretary of Defense; 32 CFR part 310, DoD Privacy Program; 32 CFR part 311, OSD Privacy Program; DoD 5400.11-R, Department of Defense Privacy Program; and Administrative Instruction 81, OSD/Joint Staff Privacy Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information is being collected and maintained for the purpose of processing Privacy Act requests and administrative appeals; for participating in litigation regarding agency action on such requests and appeals; and for assisting the Department of Defense in carrying out any other responsibilities under the Privacy Act of 1974.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee, or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name and/or request number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in security containers with access only to officials whose access is based on requirements of assigned duties.  Access to electronic records requires use of Common Access Card (CAC) login and role-based access by individuals who have a demonstrated need-to-know.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Responses granting access to all the requested records, responses to requests for nonexistent records, to requesters who provide inadequate descriptions, or to those who fail to pay agency reproduction fees:  records are destroyed 2 years after the date of reply.  </p>

<p>Responses denying access to all or part of the records requested which are not appealed are destroyed 5 years after date of reply.</p>

<p>Appellate files are destroyed/deleted 4 years after final determination by OSD appellate authority.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>OSD/JS initial requests case files:  Chief, Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>OSD/JS access and amendment appellate files:  Chief, OSD/JS Privacy Office, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>DoDEA case files:  Chief, Department of Defense Education Activity, Privacy Office, Executive Services Office, Office of the Chief of Staff, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p>DMDC personnel security case files:  Defense Manpower Data Center (DMDC) Boyers, ATTN: Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.  </p>

<p>DoD CAF case files:  Privacy Officer, DoD Consolidated Adjudication Facility, 600 10th Street, Ft. Meade, MD 20755-5615.

</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to:</p>

<p>OSD/JS initial request and appellate case files:  Chief, Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>OSD/JS access and amendment appellate files:  Chief, OSD/JS Privacy Office, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155.</p>

<p>DoDEA case files:  Chief, Department of Defense Education Activity, Privacy Act Office, Executive Services Office, Office of the Chief of Staff, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p>DMDC personnel security case files:  Defense Manpower Data Center (DMDC) Boyers, ATTN: Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.</p>

<p>DoD CAF case files:  Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.</p>

<p>Signed, written requests must include the individual’s name and address, and this system of records notice name and number.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access their record should address written inquiries to:  </p>

<p>OSD/JS initial request and appellate case files:  Chief, Freedom of Information Division, Executive Services Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>

<p>DoDEA case files:  Chief, Department of Defense Education Activity, Privacy Act Office, Executive Services Office, Office of the Chief of Staff, 4800 Mark Center Drive, Alexandria, VA 22350-1400.</p>

<p>DMDC personnel security case files:  Defense Manpower Data Center (DMDC) Boyers, ATTN: Privacy Act Office, P.O. Box 168, Boyers, PA 16020-0168.</p>

<p>DoD CAF case files:  Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.</p>

<p>Signed, written requests for access must include the individual’s name and/or request number, and this system of records notice name and number.</p>

<p>Additional information for DoDEA records:  If a parent or legal guardian is requesting records pertaining to his or her minor child or ward, he/she must also provide evidence of that relationship.  The parent may provide one of the following:  a copy of the child’s school enrollment form signed by the parent, a copy of a divorce decree or travel order that includes the child’s name, an order of guardianship, or a declaration stating that he/she is the parent or legal guardian of the minor or incapacitated child.</p>

<p>Additional information for DMDC personnel security and DoD CAF records:  When requesting these records, the requester must also provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed without the United States:  ‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.   Executed on (date).  (Signature).’</p>

<p>If executed within the United States, its territories, possessions, or commonwealths:  'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).’</p>

<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Delete entry and replace with "The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Those individuals who submit initial requests and administrative appeals pursuant to the Privacy Act; the agency records searched in the process of responding to such requests and appeals; Department of Defense personnel assigned to handle such requests and appeals; other agencies or entities that have referred to the Department of Defense requests concerning Department of Defense records, or that have consulted with the Department of Defense regarding the handling of particular requests; and submitters or subjects of records or information that have provided assistance to the Department of Defense in making access or amendment determinations.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of a Privacy Act (PA) action, exempt materials from other systems of records may become part of the case records in this system of records. To the extent that copies of exempt records from those  "other" systems of records are entered into these PA case records, Washington Headquarters Services hereby claims the same exemptions for the records as they have in the original primary systems of records which they are a part.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DWHS E05" toc="yes">
<systemNumber>DWHS E05</systemNumber>
<subsection type="systemName">Mandatory Declassification Review Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Chief, Records and Declassification Division, Executive Services Directorate, 4800 Mark Center Drive, Suite 02F09, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who request Mandatory Declassification Review (MDR) or appeal a Mandatory Declassification Review determination. These include DoD, Executive Branch Agencies, public or contractors.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, address, and organization of person making MDR request or appeal, identification of records requested, dates and summaries of action taken.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 13526, Classified National Security Information; DoD Instruction 5200.01, DoD Information Security Program and Protection of Sensitive Compartmented Information.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process requests and/or appeals from individuals for the mandatory review of classified documents for the purposes of releasing declassified material to the public; and to provide a research resource of historical data on release of records to ensure consistency in subsequent actions. Data developed from this system is used for the annual reported required by the applicable Executive Order(s) governing classified National Security Information. This data also serves management needs, by providing information about the number of requests; the type or category of records required; and the average processing time.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by name of requester and other pertinent information, such as organization or address, subject material describing the MDR item (including date), MDR request number using computer indices, referring agency, or any combination of fields.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in Defense Security vault, with all physical security requirements to ensure the protection of special compartmented information. Within the vault, the paper files are stored in security containers with access limited to officials having a need-to-know based on their assigned duties. Computer systems require Common Access Card (CAC) and passwords. Users are limited according to their assigned duties to appropriate access on a need-to-know basis.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Files that grant access to records are held in current status for two years after the end of the calendar year in which created, then destroyed. Files pertaining to denials of requests are destroyed 5 years after final determination. Appeals are retained for 3 years after final determination.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Records and Declassification Division, Executive Services Directorate, 4800 Mark Center Drive, Suite 02F09, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Chief, Records and Declassification Division, Executive Services Directorate, 4800 Mark Center Drive, Suite 02F09, Alexandria, VA 20350-3200.
</p><p>Written requests should include the individual's name and address of the individual at the time the record would have been created.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should include the name and number of this system of records notice along with the individual's name and address of the individual at the time the record would have been created and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS E06" toc="yes">
<systemNumber>DWHS E06</systemNumber>
<subsection type="systemName">Correspondence and Task Management System (CATMS)..
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who either initiated, or are the subject of communications with the Office of the Secretary of Defense and individuals who are the subject of personnel and staffing packages coordinated in CATMS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>The Correspondence Management Division module (CMD module) may contain the name (last name and first initial) and contact information (mailing address, telephone number, fax number, e-mail address) of individuals writing to the Secretary of Defense.  Types of correspondence typically include inquiries and other communications pertaining to any matter under the cognizance of the Secretary of Defense such as complaints, appeals, grievances, requests for investigations, alleged improprieties, personnel actions, medical reports, intelligence, and related matters associated with the mission and business activities of the department.  They may be either specific or general in nature and include such personal information as an individual's name, Social Security Number (SSN), date and place of birth, description of events or incidents of a sensitive or privileged nature, commendatory or unfavorable data.</p>

<p>The Task Management Tracker tool (TMT) tracks the tasking and coordination of responses for CMD module as well as staff packages pertaining to members of the military, civilian DoD employees and contractors.  Examples of such packages include assignment requests, awards, nominations, promotions, and presidential support letters; condolence letters, retirement letters and letters of appreciation; Senior Executive Service letters and pay adjustments, appointment letters, certificates, Secretary of Defense letters of appreciation, travel requests, military airlift requests, and similar staff actions.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; DoD Directive 5105.53, Director of Administration and Management (DA&amp;M); DoDD 5110.04, Washington Headquarters Services (WHS); and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The CATMS is comprised of the CMD and the TMT  which support the functions of the Department of Defense by maintaining a record of actions taken and responses to the President, White House staff, other Cabinet officials, Congress, state and local officials, corporate officials, members of the Department of Defense and the public.  The CMD module supports the Secretary of Defense for the control and tracking of actions taken and responses from the Secretary to the President, White House staff, other Cabinet officials, Congress, state and local officials, corporate officials, members of the Department of Defense and the public.  This includes full life-cycle management from receipt, control of metadata and image, tasking the OSD Components, Joint Staff, Services and other DoD agencies for action and records management. 
</p>
<p>The TMT is used by component Offices of the Secretary of Defense to process and manage the staffing and coordination of actions to, from, and within components in the conduct of official daily business.
</p>
</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to the disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Last name and first name initial of the individual, subject and date of the document.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility.  Physical entry is restricted by the use of multiple locks, guards, intrusion detection system, and is accessible only to authorized personnel.  Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Multi-factor authentication is required to access CATMS.  Role-based security is in place to allow only the person(s) associated with the specific staff action access to the data.  Records are protected with strong Secure Socket Layer encryption and backups are encrypted and stored off-site.  Periodic security audits are conducted.  All users are required to complete Information Assurance and Privacy training annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Routine Personnel Staff Actions: 1-7 years and destroyed.

Mission Related Significant Correspondence Actions: 7 years-Permanent.  Permanent records are generally retained for a minimum of 25 years before being transferred to NARA.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p>
<p>The requests should contain the individual's last name and first initial, subject, and document date.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>
Signed, written requests should include the individuals last name and first initial, subject, date of document (date of correspondence) and the name and number of this system of records notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals sending correspondence to the Secretary of Defense and other high level DoD officials and official records used in developing responses or staff packages.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>During the course of preparing a response to some types of incoming communications from the public, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those `other' systems of records are entered into this correspondence case record, the Office of the Secretary of Defense hereby claims the same exemptions for the records from those `other' systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p><p>Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p><p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DWHS M01" toc="yes">
<systemNumber>DWHS M01</systemNumber>
<subsection type="systemName">WHS Living Disaster Recovery Planning System (LDRPS) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Services (WHS), Enterprise Information Technology Services Directorate (EITSD), 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Office of Director of Administration and Management (ODA&amp;M) (minus Pentagon Force Protection Agency (PFPA)) and WHS civilian, military, and contractor personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name; directorate; agency; type (civilian, military or contractor); duty title; division; sub-division; work shift; fax; pager; short message service (SMS); work blackberry; work location; room number; work phone and email; personal email; personal cell number; home phone number; emergency contact first and last name; emergency contact relationship; emergency contact phone number; emergency contact alternate phone number; key card; WHS Emergency Support Function (ESF); ESF number; ESF training certificate and date; and Continuity of Operations (COOP) deployer.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Executive Order 12656, Assignment of Emergency Preparedness Responsibilities, November 18, 1988, as amended; Presidential Decision Directive 67, Enduring Constitutional Government and Continuity of Government Operations, October 21, 1998; Federal Preparedness Circular 65, Federal Executive Branch Continuity of Operations, June 15, 2004; DoD Directive 3020.26, Department of Defense Continuity Programs, January 9, 2009; DoDD 5110.04, Washington Headquarters Services (WHS), March 27, 2013.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To assist ODA&amp;M WHS directorates in notifying personnel via an automated notification system (e.g., Notifind) during a COOP exercise or event and to match key personnel with essential functions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>The Blanket Routine Uses set forth at the beginning of the OSD compilation of systems of records notices may apply to this system.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name, work location and directorate.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a DoD controlled facility.  Physical entry is restricted by the use of locks, guards and is accessible only to authorized personnel.  Access to records is limited to personnel responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Access to computerized data is restricted by Common Access Card.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Temporary.  Cut off when superseded or obsolete, destroy immediately after cut off.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Washington Headquarters Services, Continuity of Operations and Emergency Management Program Manager, 9600 Defense Pentagon, Washington, DC 20301-0001.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Washington Headquarters Services, Continuity of Operations and Emergency Management Program Manager, 9600 Defense Pentagon, Washington, DC 20301-0001.
</p>
<p>Requests should contain individual's full name, office name where they were assigned or affiliated, and office address and telephone number applicable to the period during which the records were maintained.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should contain individual's full name, office name where they were assigned or affiliated, and office address and telephone number applicable to the period during which the records were maintained.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, supervisors, and emergency personnel coordinators.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P01" toc="yes">
<systemNumber>DWHS P01</systemNumber>
<subsection type="systemName">Senior Executive Service (SES) and Equivalent Level Files (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: After review of DWHS P01, it has been determined that the system can be deleted. The system is covered by OPM Gov-1, General Personnel Records (June 19, 2006; 71 FR 35356) and OPM Gov-5, Recruiting, Examining, and Placement Records (June 19, 2006; 71 FR 35351).
</p></xhtmlContent></subsection></section>
<section id="DWHS P04" toc="yes">
<systemNumber>DWHS P04</systemNumber>
<subsection type="systemName">Reduction-In-Force Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Resources Directorate, Personnel Services Division, 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees serviced by the Washington Headquarters Service, Human Resource Office who have been notified of reduction-in-force action.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, home/mailing address, service computation date, veterans preference for Reduction in Force (RIF), performance appraisal ratings, tenure, and subgroup. Documents in the files may include letters from management officials, letters prepared by personnel to the individual regarding type of action required, correspondence from individual concerned and other miscellaneous correspondence concerning the specific action.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7103, Definitions, application; 10 U.S.C. 1597, Civilian positions: guidelines for reductions; 5 CFR 351, Reduction in Force; and DoD Instruction 1400.25, Volume 1700, DoD Civilian Personnel Management System: Civilian Assistance and Re-Employment (CARE) Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To maintain records used to affect a RIF, document retention standing, personnel actions, and all communications between the employees, managers, and the Human Resources Office.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>To the Office of Personnel Management in instances where an affected employee appeals the decision.</p>
<p>Disclosure When Requesting Information Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
<p>Disclosure of Requested Information Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
<p>Disclosure to the Office of Personnel Management Routine Use.  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
<p>Disclosure to the Department of Justice for Litigation Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
<p>Disclosure of Information to the National Archives and Records Administration Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
<p>Disclosure to the Merit Systems Protection Board Routine Use.  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>
<p>Data Breach Remediation Purposes Routine Use.  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.  The complete list of DoD Blanket Routine Uses can be found Online at:</p>
<p>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
    <p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieved by fiscal year, effective date, organization name, then affected employees alphabetically by last name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are maintained in locked file cabinets in a secure area in a building with 24-hour security.  Access to records is only by authorized Reduction in Force (RIF) team personnel.  Access to computerized data is restricted by Common Access Card.</p>
<p>Records are maintained in a secure, password protected electronic system that utilizes security hardware and software.    All personnel requiring access to the information are trained in the proper safeguarding and use of the information.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed two years after the RIF effective date, unless litigation, grievance, or equal employment opportunity case is pending.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Personnel Services Division, Human Resources Directorate, 4800 Mark Center Drive, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Director, Personnel Services Division, Human Resources Directorate, Washington Headquarters Service, 4800 Mark Center Drive, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the OSD/Joint Staff, Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
<p>Signed, written requests must include the name and number of this System of Records Notice along with the name of the individual and approximate date of RIF.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, the Official Personnel File (OPF), and correspondence from appeal examiner in appealed cases.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P08" toc="yes">
<systemNumber>DWHS P08</systemNumber>
<subsection type="systemName">Worker's Compensation-On-The-Job Injuries Report File (February 22, 1993; 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DWHS P08, it was determined that this system of records is covered under the Government-wide SORN, DOL-Govt/1 (Office of Workers' Compensation Programs, Federal Employees' Compensation Act File). DWHS P08 is duplicative and can therefore be deleted.
</p></xhtmlContent></subsection></section>
<section id="DWHS P12" toc="yes">
<systemNumber>DWHS P12</systemNumber>

<subsection type="systemName">Executive Development Program and Training Files (February 22, 1993, 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The Executive Development Program and Training Files (DWHS P12) can be deleted. The records covered by this system are also covered by government-wide system notice OPM/GOVT-1, General Personnel Records.
</p></xhtmlContent></subsection></section>
<section id="DWHS P14" toc="yes">
<systemNumber>DWHS P14</systemNumber>
<subsection type="systemName">Blood Donor Files (February 22, 1993, 58 FR 10227).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Washington Headquarters Services (WHS) ceased sponsoring blood drives in 2004. Records covered under this system of records notice have been destroyed in accordance with NARA authorized records schedule (destroy when three years old). WHS no longer collects or maintains any records pertaining to blood donor files.
</p></xhtmlContent></subsection></section>
<section id="DWHS P18" toc="yes">
<systemNumber>DWHS P18</systemNumber>
<subsection type="systemName">Office of the Secretary of Defense Identification Badge System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All permanent military personnel assigned to the Office of the Secretary of Defense (OSD).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), rank, service, date assigned and the Office of the Secretary of Defense component to which assigned.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 1125, Recognition for Accomplishment: Award of Trophies; DoD Manual 1348.33, Volume 1, Manual of Military Decorations and Awards: General Information, Medal of Honor, and Defense/Joint Decorations and Awards; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To be used by officials of the Military Personnel Division, Human Resources Directorate, Washington Headquarters Services to temporarily issue the badge at arrival and determine who is authorized permanent award after a one-year period and then prepare the certificate to recognize this event.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
<p>Disclosure When Requesting Information Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>
<p>Disclosure of Requested Information Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>
<p>Disclosure to the Office of Personnel Management Routine Use:</p>
<p>  A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>
<p>Data Breach Remediation Purposes Routine Use:</p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system. The complete list of DoD Blanket Routine Uses can be found online at:
http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper and/or electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Information is retrieved by last name of recipient, SSN, grade, and/or service.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Accesses are authorized by system manager, granted by Information Technology Management Directorate to a secure computer application database and are Common Access Card enabled.  Users receive annual Privacy Act and information assurance training, and only those individuals with an official "need to know" are provided access.  Back-up data and/or paper copies are stored in a locked room and cabinet.  Access to this room is controlled by building badge and swipe access granted by the security manager.  Access to locked cabinet is controlled by system manager.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retired to Washington National Records Center 3 years after cutoff. Destroy when 15 years old.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written request must include the individual"s name, grade, service, and SSN.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written request must include the name and number of this system of records notice, along with the individual"s name, grade, service, and SSN.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P20" toc="yes">
<systemNumber>DWHS P20</systemNumber>

<subsection type="systemName">Report of Personnel Assigned Outside of Department of Defense (February 22, 1993, 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Review of DWHS P20, and a discussion with the program manager, revealed that no PII is solicited in the process and that records are not retrieved by name. This collection of information is not a Privacy Act system of records and does not require a system of records notice; therefore, DWHS P20 can be deleted.
</p></xhtmlContent></subsection></section>
<section id="DWHS P25" toc="yes">
<systemNumber>DWHS P25</systemNumber>

<subsection type="systemName">Overseas Staffing Files.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Washington Headquarters Services no longer provides human resource services for the Defense Advanced Research Projects Agency, the North Atlantic Treaty Organization (NATO), or the U.S. Mission to NATO and has certified that all records have been disposed of in accordance with a National Archives and Records Administration approved retention period.
</p></xhtmlContent></subsection></section>
    <section id="DWHS P28" toc="yes">
    <systemNumber>DWHS P28</systemNumber>

    <subsection type="systemName">
        Personnel Security Operations File.
    </subsection>
    <subsection type="systemLocation">
        <xhtmlContent>
            <p>Personnel Security Operations Division (PSOD), Human Resources Directorate (HRD), Washington Headquarters Services (WHS), Department of Defense (DoD), 1155 Defense Pentagon, Washington DC 20301-1155.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="categoriesOfIndividuals">
        <xhtmlContent>
            <p>Applicants for, civilian employees of, and military members assigned to, WHS, the Office of the Secretary of Defense (OSD), and its components and supported organizations who require either vetting under Homeland Security Presidential Directive-12 for vetting purposes or require access to classified DoD information or materials.</p>
            <p>Contractors supporting the above organizations covered by Homeland Security Presidential Directive-12 for vetting purposes.</p>
            <p>Experts and consultants serving with or without compensation.</p>
            <p>Certain employees of the Congressional Budget Office and the U.S. Capitol Police, who require access to classified DoD information or materials.</p>
            <p>Staff of Congressional committees and Congressional member office staff of the U.S. Senate and U.S. House of Representatives who require access to classified DoD information or material.</p>
            <p>Employees of other Federal agencies detailed to the OSD.</p>
            <p>Members and staff of DoD and Presidential Boards, Commissions and Task Forces.</p>
            <p>Members detailed to DoD from other Executive Branch Agencies.</p>
            <p>Defense contractors requiring access to special programs. Sole entity contractors who require access to classified DoD information or materials.</p>
            <p>Unsalaried students working as interns in supported organizations.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="categoriesOfRecords">
        <xhtmlContent>
            <p>Name, Social Security Number (SSN), type of DoD affiliation, employing activity, current employment status, position sensitivity, personnel security investigative basis, status of current adjudicative action, security clearance eligibility and access status, reports of security-related incidents, to include issue files, suspension of eligibility and/or access, clearance withdrawal or suspension, denial or revocation of eligibility and/or access, eligibility recommendations or decisions made by an appellate authority, non-disclosure execution dates, indoctrination date(s), level(s) of access granted, debriefing date(s), and reason for debriefing.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="authorityForMaintenance">
        <xhtmlContent>
            <p>E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors; DoD Directive 5200.2, DoD Personnel Security Program; DoD 5200.2-R, DoD Personnel Security Program; and E.O. 9397 (SSN), as amended.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="purpose">
        <xhtmlContent>
            <p>To maintain security clearance and authorized access information.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="routineUsesOfRecords">
        <xhtmlContent>
            <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
            <p>
                Law Enforcement Routine Use:
                If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.
            </p>
            <p>
                Disclosure When Requesting Information Routine Use:
                A record from a system of records maintained by a DoD Component may be disclosed as a routine use to federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance, grant, or other benefit.
            </p>
            <p>
                Disclosure of Requested Information Routine Use:
                A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.
            </p>
            <p>
                Congressional Inquiries Disclosure Routine Use:
                Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.
            </p>
            <p>
                Disclosure to the Department of Justice for Litigation Routine Use:
                A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending litigation to which the record is pertinent.
            </p>
            <p>
                Disclosure of Information to the National Archives and Records Administration Routine Use:
                A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority 44 U.S.C. 2904 and 2906.
            </p>
            <p>
                Data Breach Remediation Purposes Routine Use:
                A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.
            </p>
            <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system. The complete list of DoD Blanket Routine Uses can be found online at:http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>
        </xhtmlContent>
    </subsection>
    <subsection type="policiesAndPractices">
        <xhtmlContent>
            <p>Storage:</p>
            <p>Paper file folders and electronic storage media.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="retrievability">
        <xhtmlContent>
            <p>Name and SSN.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="safeguards">
        <xhtmlContent>
            <p>Records are maintained under the direct control of office personnel during duty hours. Building has security guards and office is locked and alarmed during non-duty hours. Computer media is stored in controlled areas. Computer terminal access is controlled by Common Access Cards and/or user passwords that are periodically changed. Classified files are maintained in paper form, versus the electronic storage media. Paper records are maintained in security containers with access to records limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screen and cleared for need-to-know.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="retentionAndDisposal">
        <xhtmlContent>
            <p>Inactivate file when employee leaves the Agency; retain in files storage area and destroy after 2 years. Files for military personnel are destroyed upon separation. Files pertaining to contractor SCI eligibility are destroyed upon favorable SCI eligibility determination.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="systemManager">
        <xhtmlContent>
            <p>Personnel Security Operations Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="notificationProcedure">
        <xhtmlContent>
            <p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel Security Operations Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington DC 20301-1155.</p>
            <p>Signed, written requests must include the full name of the individual, SSN, and name of the program.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="recordAccessProcedures">
        <xhtmlContent>
            <p>Individuals seeking to access information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Freedom of Information Act Requester Service Center, 4800 Mark Center Drive, Alexandria, VA 22350-3100.</p>
            <p>Signed, written requests must include the full name of the individual, SSN, name of the program, and the name and number of this system of records notice.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="contestingRecordProcedures">
        <xhtmlContent>
            <p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="recordSourceCategories">
        <xhtmlContent>
            <p>The individual, background investigations and summaries of information from background investigations from the investigating agency, employment suitability related information; and forms and correspondence relating to the security clearance and access of the individual.</p>
        </xhtmlContent>
    </subsection>
    <subsection type="exemptionsClaimed">
        <xhtmlContent>
            <p>Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.</p>
            <p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.</p>
</xhtmlContent></subsection></section>
           
    <section id="DWHS P29" toc="yes">
<systemNumber>DWHS P29</systemNumber>
<subsection type="systemName">Personnel Security, Suitability, and Homeland Security Presidential Directive 12 (HSPD-12) Adjudications.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Department of Defense (DoD) Consolidated Adjudications Facility (CAF), 600 10th Street, Ft. Meade, MD 20755-5615.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>DoD civilian employees, federal contractor personnel, consultants, military personnel, and other persons whose personnel security, suitability, and HSPD-12 eligibility are adjudicated by the DoD CAF.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records relating to the adjudication of an individual's personnel security, suitability and HSPD-12 eligibility.  Full name (e.g., current, former, alternate, alias, or alternate spelling); date of birth (DoB); place of birth (PoB); age; identification types and numbers (e.g., Social Security Number (SSN), DoD identification number, driver's license, passport).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>E.O. 10450, as amended, Security Requirements for Government Employment; E.O. 10865, as amended, Safeguarding Classified Information Within Industry;
E.O. 12829, as amended, National Industrial Security Program; E.O. 12968, as amended, Access to Classified Information; E.O. 13467 Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees and Eligibility for Access to Classified National Security Information; E.O. 13488 Granting Reciprocity on Excepted Service and Federal Contractors Employee Fitness and Reinvestigating Individuals in Positions of Public Trust; DoD Instruction (DoDI) 1400.25, Volume 731, DoD Civilian Personnel Management System:  Suitability and Fitness Adjudication for Civilian Employees; DoDI 5200.02, DoD Personnel Security Program (PSP); DoDI 5220.22, National Industrial Personnel Security Program (NISP); DoD Regulation 5200.2R, DoD Personnel Security Program (PSP); DoD Manual 5105.21, Volume 1, Sensitive Compartmented Information Administrative Security Manual; Director of National Intelligence, Intelligence Community Directive Number 704, Personnel Security Standards and Procedures Governing Eligibility for Access to Sensitive Compartmented Information and Other Controlled Access Program Information; Homeland Security Presidential Directive-12 (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors; Office of Personnel Management Memorandum, Final Credentialing Standards for Issuing Personal Identity Verification Cards under HSPD-12; and authorities cited therein; and E.O. 9397 (SSN), as amended.

</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To be used by officials of the DoD CAF to adjudicate personnel security investigations (initial, periodic and continuous) and incidents resulting in the issuance, denial, suspension or revocation of an individual's personnel security eligibility.  Records are also used by officials of the DoD CAF to adjudicate favorable suitability and HSPD-12 determinations.</p>

<p>To be used by members of the Military Department Personnel Security Appeal Boards (PSABs); Washington Headquarters Services Clearance Appeal Board; and the Defense Office of Hearings and Appeals to determine appeals of personnel security eligibility denials and revocations.</p>
<p>
Decision documents may be provided to appropriate personnel offices to effect personnel actions.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records contained herein may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: 

</p><p>The following DoD Blanket Routine Uses apply:
</p><p>1. Law Enforcement Routine Use.
</p><p>3. Disclosure of Requested Information Routine Use. 
</p><p>4. Congressional Inquiries Disclosure Routine Use.
</p><p>6. Disclosures Required by International Agreements Routine Use.
</p><p>9. Disclosure to the Department of Justice for Litigation Routine Use.
</p><p>12. Disclosure of Information to the National Archives and Records Administration Routine Use.
</p><p>13. Disclosure to the Merit Systems Protection Board Routine Use. 
</p><p>14. Counterintelligence Purpose Routine Use. 
</p><p>15. Data Breach remediation Purposes Routine Use.
</p><p>16. Information Sharing Environment Routine Use
</p><p>
The remaining DoD Blanket Routine Uses published at the beginning of the Office of the Secretary of Defense compilation of systems of records notices may apply to this system.

</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by last name of subject or by SSN.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are stored on a secure military installation and in a building with 24-hour controlled access. Access to offices requires swipe access with Common Access Card and PIN. Records are maintained under the direct control of office personnel in the Consolidated Adjudications Facility during duty hours. Office is locked at all times and alarmed when unoccupied. Access to all records is role based and access to electronic records requires use of Common Access Card and PIN.  </p><p>Electronic records are stored on a DoD Information Assurance Certification and Accreditation Process approved IT system.  All personnel are required to take Privacy training annually.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Routine cases or those containing only minor derogatory information that result in a favorable determination for the individual are destroyed 15 years after completion date of the last investigative action for that file.
</p><p>Files on persons who are considered for affiliation with the DoD will be destroyed after 1 year if the affiliation is not completed.
</p><p>Cases containing significant derogatroy information are destroyed 25 years after the date of the last action, except those files deemed to be of historcial value and/or or widespread public or congressional interest, which may be retired to the National Archives after 15 years..
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615. </p><p>

Requesters should provide full name and any former names used, date and place of birth, and SSN.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Privacy Access Requests, DoD Consolidated Adjudications Facility, 600 10th Street, Ft. Meade, MD 20755-5615.</p><p>

A request for information must contain the full name and any former names used, and SSN of the subject individual and address where the records are to be returned.
</p><p>
In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>
If executed without the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.   Executed on (date).  (Signature).'
</p><p>
If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).' 
</p><p>
Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is received from individuals, their attorneys and other authorized representatives; investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; correspondence from employing agencies; DoD personnel security systems and processes (e.g., Joint Personnel Adjudication System, Continuous Evaluation); and DoD and other Federal organizations, agencies and offices.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>Portions of this system may be exempt from certain provisions of 5 U.S.C. 552a(k)(5), as applicable.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>
<section id="DWHS P32" toc="yes">
<systemNumber>DWHS P32</systemNumber>

<subsection type="systemName">Standards of Conduct Inquiry File (February 22, 1993; 58 FR 10227).</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The OSD Standards of Conduct Inquiry File (P32) can been deleted. The system is covered by the System of Record Notice OSC/GOVT-1 OSC Complaint, Litigation and Political Activity Files (November 19, 1999; 64 FR 63359).
</p></xhtmlContent></subsection></section>
<section id="DWHS P37" toc="yes">
<systemNumber>DWHS P37</systemNumber>
<subsection type="systemName">Grievance and Unfair Labor Practices Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Labor and Management Employee Relations Division, Human Resources Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees of the Office of the Secretary of Defense, Joint Staff, Washington Headquarters Services, and Department of Defense (DoD) Agencies and Field Activities serviced by Washington Headquarters Services Human Resources Directorate who have submitted grievances covered by a negotiated grievance procedure or unfair labor practice charges.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Case file contains individuals name, case number, subject of grievance, background papers, and details pertaining to the case or issue. Case files may also contain the following information that is not solicited from individuals: work and/or home addresses and telephone numbers and Social Security Numbers (SSN).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 7121, Grievance Procedures; DoD Instruction 1400.25-V771, DoD Civilian Personnel Management System (Administrative Grievance System); Washington Headquarters Services Administrative Instruction 37, Employee Grievances; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Records are used in the administration, processing, and resolution of unfair labor complaints, grievance arbitrations, negotiability, and representation issues. De-identified statistical data may be used by management for reporting and policy evaluation purposes.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to the performance of their exclusive representation duties concerning personnel policies, practices, and matters affecting working conditions.
</p><p>To representatives of the Office of Personnel Management (OPM) in matters relating to the inspection, survey, audit, or evaluation of civilian personnel management programs.
</p><p>To the Comptroller General, or any of his or her authorized representatives, in the course of the performance of duties of the Government Accountability Office relating to the Labor-Management Relations Program.
</p><p>To arbitrators, examiners, or other third parties appointed to inquire into or adjudicate labor-management issues.
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense compilation of systems of notices also may apply to this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name of individual initiating grievance procedures and case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in areas only accessible to Labor Management Employee Relations personnel who must access the records to perform their official duties. The electronic records require a Common Access Card and can only be accessed by Labor Management Employee Relations personnel. Paper records are stored in locked file cabinets in secured offices and buildings that are locked and guarded during non-duty hours.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Grievance files are disposed of four years after the case is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Labor and Management Employee Relations Division, Human Resources Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Director, Labor and Management Employee Relations Division, Human Resources Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p><p>Signed, written requests should include name, case number, current address, and telephone number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Signed, written requests should include the name, case number, current address, telephone number, and number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81, 32 CFR part 311, or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual or individuals, or management officials involved with the incident leading to the adjudication of a grievance or unfair labor practice charges, Washington Headquarters Service Labor and Management Employee Relations personnel, the Arbitrators office, the Federal Labor Relations Authority Headquarters and Regional Offices, and union officials.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P42" toc="yes">
<systemNumber>DWHS P42</systemNumber>
<subsection type="systemName">DPS Incident Reporting and Investigations Case Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Persons who are the source of an initial complaint or allegation that a crime took place.
</p><p> Witnesses having information or evidence about any aspect of an investigation.
</p><p>Suspects in the criminal situation who are subjects of an investigation. Persons who may pose a threat to the Secretary of Defense, the Deputy Secretary of Defense and other Senior Defense Officials.
</p><p>Persons who may pose a threat to the personal safety of themselves or others while in the DPS-controlled jurisdiction.
</p><p>Subjects of investigations on noncriminal matters.
</p><p>Current and former applicants for the position of Defense Protective Service Officer.
</p><p>Sources of information and evidence. The identity of these individuals may be confidential as appropriate to the subject matter they contribute. These files contain information vital to the outcome of administrative procedures and civil and criminal cases.
</p><p>Individuals associated with terrorism or terrorist groups and activities and names of regional, nationwide, and worldwide terrorist organizations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Preliminary and other reports of criminal investigations from the opening of a case until it is closed. These records are instituted and maintained at varying points in the process. The processes of criminal justice and civil and administrative remedies may require their partial or total disclosure.
</p><p>Security files contain information such as name, date and place of birth, address, Social Security Number, education, occupation, experience, and investigatory material.
</p><p>Contingency Planning/Analysis files contain information such as names and other identifying information and investigatory material on an individual associated with terrorists or terrorist groups and activities. File contains information about regional, nationwide, and worldwide terrorist organizations and their effects on security of DOD facilities under the jurisdiction of DPS. Intelligence briefs; tactical, operational, and strategic informational reports; regional and nationwide contingency analysis; contingency action plans; and patterns and trends of potential or actual terrorists or terrorist groups, or other activities that could disrupt the orderly operation of Defense-owned or controlled facilities over which the DPS has jurisdiction.
</p><p>Documents created in enforcing regulations regarding motor vehicle movement and parking on Federal premises including reports of traffic accidents, traffic violation notices and similar records maintained by DPS.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>Section 21, Internal Security Act of 1950 (Pub.L. 831, 81st Cong.); 40 U.S.C 318, as delegated by Administrator, General Services Administration, to the Deputy Secretary of Defense, September 1987, and E.O. 9397.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>Information in this system supports the public safety, law enforcement, facility security, and contingency planning functions of the Defense Protective Service. Additional functions supported include information on current and former applicants for the position of Defense Protective Service Officer and Internal Affairs investigative records.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>To a Federal, state, local, or foreign agency responsible for investigating, prosecuting, enforcing, or carrying out a statute, rule, regulation, or order, where the agency is aware of a violation or potential violation of civil or criminal law or regulation.
</p><p>To an appeal, grievance, or formal complaints examiner; equal employment opportunity investigator; arbitrator; exclusive representative; or other officials engaged in investigating, or settling a grievance, complaint or appeal filed by an employee.
</p><p>To various bureaus and divisions of the Department of Justice that have primary jurisdiction over subject matter and location which DPS shares.
</p><p>To law enforcement agencies which have lawfully participated in and conducted investigation jointly with DPS.
</p><p>Pursuant to the order of a court of competent jurisdiction, when the United States is party to or has interest in litigation, and using the records is relevant, necessary, and compatible with the purposes of collecting the information.
</p><p>To an insurance company of one or more parties when an insured is involved in an injury or accident in the DPS jurisdiction and an Accident Report is required to resolve claims or to settle matters of record.
</p><p>The "Blanket Routine Uses" set forth at the beginning of OSD's compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders in file cabinets. Magnetic media in controlled access areas for both on-line and storage disks.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Paper records by case control number and type of incident. Magnetic files by case control number, name, address, and physical description of subject individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records are stored in secure filing cabinets in room with built-in-position dial-type combination safe lock. Computer records are maintained in limited access sites on a system protected by a software-controlled password system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Non-criminal records are destroyed one year after case is closed.
</p><p>Criminal records are cutoff when case is closed and placed in an inactive file for three years. After three years in the inactive file, the records are retired to the Washington National Records Center for an additional 15 years, after which time they will be destroyed.
</p><p>Information on current and former applicants for position of DPS Officer are maintained two years and then destroyed.
</p><p>Contingency planning and analysis files pertaining to regional, nationwide, and worldwide terrorist organizations and their potential effects of the security of DoD facilities are destroyed when superseded, obsolete, or no longer needed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to the Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address inquiries to the Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Investigators, informants, witnesses, official records, investigative leads, statements, depositions, business records, or any other information source available to DPS.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. The criminal investigation case file and contingency planning and analysis file may be partially or totally subject to the general exemption.
</p><p>An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager.
</p></xhtmlContent></subsection></section>

<section id="DWHS P45" toc="yes">
<systemNumber>DWHS P45</systemNumber>
<subsection type="systemName">OSD/Joint Staff Voluntary Leave Transfer Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Washington Headquarters Services (WHS), Human Resources Directorate (HRD), Labor Management and Employee Relations (LMER), 4800 Mark Center Drive, Alexandria, VA 22350-3200.</p>

<p>Decentralized records may also be maintained by Component administrative officers. For a complete list, contact the system manager.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilian employees of the Office of the Secretary of Defense (OSD), WHS and DoD field activities or DoD agencies serviced by WHS, HRD who have volunteered to participate in the voluntary leave transfer program either as a recipient or a donor.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>As required by the Defense Finance and Accounting Service (DFAS) systems to effectuate the transfer of leave from the donor"s account into the recipient"s account, each leave recipient record contains the employee"s name, Social Security Number (SSN), employee number, position title, organization, salary, grade, step, leave balance data to include the number of donated leave hours transferred and the number of donated leave hours used, description of the medical emergency to include expected duration and frequency, and the employee"s contact information during the period of emergency.  The file may also contain medical or physical documentation or certifications, and agency approvals or denials, if applicable. </p>

<p>As required by the DFAS systems to effectuate the transfer of leave from the donor"s account to the recipient"s account, each donor record contains the employee"s name, SSN, employee number, position title, organization, salary, grade, step, leave balance data to include the number of hours to be donated, designated leave, recipient"s contact information, and preferences for restoration of unused donated leave, if applicable.

</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 6331 et seq., Definitions; 5 C.F.R. 630, Subpart I, Voluntary Leave Transfer Program; DoD Directive (DoDD) 5110.4, Washington Headquarters Services (WHS); Director of Administration and Management, Administrative Instruction 67, Leave Administration; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the OSD/Joint Staff Voluntary Leave Transfer (VLTP) program.</p>

<p>Employees experiencing a personal or family medical emergency, who have exhausted their own leave, may apply to be a recipient of annual leave donated by other Federal employees, or from leave donors in other Federal agencies eligible to participate in the program.</p>

<p>Employees may donate annual leave to an approved leave recipient in their own agency or in another Federal agency covered by the provisions of the program.

</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness.</p>

<p>To the personnel and pay offices of the Federal agency involved to effectuate the leave transfer where leave donor and leave recipient are employed by different Federal agencies.</p>

<p><i>Law Enforcement Routine Use:</i></p><p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
<p><i>Disclosure When Requesting Information Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

<p><i>Disclosure of Requested Information Routine Use:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

<p><i>Disclosure to the Office of Personnel Management Routine Use:</i></p><p>A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies. </p>

<p><i>Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</i></p>

<p><i>Data Breach Remediation Purposes Routine Use:</i></p><p>A record from a system of records maintained by a DoD Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: <i>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</i>


</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by name, Social Security Number or Voluntary Leave Transfer Recipient Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Electronic records are only accessible to LMER personnel, or approved officials, who require access in order to perform their official duties.  Access to electronic records requires a Common Access Card (CAC). Work areas are access controlled by CACs, and security guards protect the building.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed one year after the end of the year in which the file is closed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Labor Management and Employee Relations, Human Resources Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Assistant Director for Labor and Management Employee Relations, Human Resources Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3200.</p>

<p>Signed, written requests should include the full name and SSN and the approximate date the record was completed.

</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense Freedom of Information Act Requester Service Center, Office of Freedom of Information, 4800 Mark Center Drive, Alexandria, VA 22352-3200.</p>

<p>Signed, written requests for information must include the individual"s full name and SSN, the approximate date the record was completed, and the name and number of this System of Records Notice.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P47" toc="yes">
<systemNumber>DWHS P47</systemNumber>
<subsection type="systemName">OSD Military Personnel Files (October 6, 2006; 71 FR 59092).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>The OSD Military Personnel Files (DWHS P47) will be deleted. The system can be covered by the System of Record Notices from the services: Army A0680 31a AHRC, Officer Personnel Management Information System (OPMIS); Army A0680 31b AHRC, Enlisted Personnel Management Information System (EPMIS); Air Force F 036 AF PC C, Military Personnel Records System; Navy N01070-3, Navy Military Personnel Records System; Marines M01040-3, Marine Corps Manpower Management Information System Records.
</p></xhtmlContent></subsection></section>
<section id="DWHS P48" toc="yes">
<systemNumber>DWHS P48</systemNumber>
<subsection type="systemName">Biographies of OSD, WHS, and JS Officials (August 23, 2004, 69 FR 51813).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: Based on a recent review of DWHS P48, Biographies of OSD, WHS, and JS Officials, it has been determined that the OSD CIO no longer has any records collected under this system of records notice. Components were notified on September 24, 2012 to identify if such records were being maintained by their Component. No affirmative responses were received therefore this system can now be deleted.
</p></xhtmlContent></subsection></section>
<section id="DWHS P49" toc="yes">
<systemNumber>DWHS P49</systemNumber>
<subsection type="systemName">Reasonable Accommodation Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Human Resources Directorate, Labor and Management Employee Relations Division, 4800 Mark Center Drive, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees of, and applicants for employment with, Washington Headquarters Services/Human Resources Directorate serviced components requesting a reasonable accommodation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Employee's name, address and other contact information, disability or medical condition, reasonable accommodation requested, explanation of how a reasonable accommodation would assist the employee in the performance of his/her job, relevant medical documentation and other supporting documents, occupational series and grade, operating division/function, office location and address, office telephone numbers, deciding official's name and title, essential duties of the position, information relating to an individual's capability to satisfactorily perform the duties of the position currently held, estimated cost of accommodation, action by deciding official, and other supporting documents relating to reasonable accommodation.
</p><p>Applicants name, contact information, disability or medical condition, reasonable accommodation requested, explanation of how a reasonable accommodation would assist the applicant in the application process and/or in the performance of the duties of the position applied for, relevant medical information and other supporting documents, occupational series and grade, operating division/function, office location and address, office telephone numbers, deciding official's name and title, essential duties of the position for which he/she is applying, information relating to an individual's capability to satisfactorily perform the duties of the position applied for, estimated cost of accommodation, action by deciding official, and other supporting documents relating to reasonable accommodation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>29 U.S.C. 791, Employment of Individuals with Disabilities; 42 U.S.C. Chapter 126, Equal Opportunity for Individuals with Disabilities; 29 CFR Part 1630, Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act; E.O. 13163, Increasing the Opportunities for Individuals with Disabilities to be Employed in the Federal Government; E.O. 13164, Requiring Federal Agencies to Establish Procedures to Facilitate the Provision of Reasonable Accommodation; DoD Directive 1020.1, Nondiscrimination on the Basis of Handicap in Programs and Activities Assisted or Conducted by the Department of Defense; and Director of Administration and Management Administrative Instruction 114, Reasonable Accommodation Program for Individuals with Disabilities.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To document requests for reasonable accommodation(s) (regardless of type of accommodation) and the outcome of such requests for employees of Washington Headquarters Services/Human Resources Directorate serviced components with known physical and mental impairments and applicants for employment with Washington Headquarters Services/Human Resources Directorate serviced components.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
 
<p>The DoD Blanket Routine Uses that appear at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.
</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access is limited to staff members working the reasonable accommodation program, agency legal counsel, and Department of Defense healthcare providers. Case records are maintained in locked file cabinets. Automated records are controlled by limiting physical access to terminals and by the use of computer access cards. Work areas are controlled access requiring key cards. Security guards protect buildings. Staff members complete annual Information Assurance and Privacy Act training.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Applicant records are destroyed three years after superseded or when no longer needed.
</p>
<p>Employee records are destroyed three years after separation from the agency or all appeals are concluded whichever is later.

</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Assistant Director, Labor and Management Employee Relations Division, Human Resources Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 20350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Assistant Director, Labor and Management Employee Relations Division, Human Resources Directorate, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 20350-3200.
</p>
<p>Signed, written requests must contain individual's name and address.

</p><p>Requests must contain individuals name and address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of Freedom of Information; 1155 Defense Pentagon, Washington DC 20301-1155.</p>
<p>
Signed, written requests must contain the name and number of this System of Records Notice, the individual's name and address.

</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual, social workers, rehabilitation counselors, and/or health care personnel.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P50" toc="yes">
<systemNumber>DWHS P50</systemNumber>
<subsection type="systemName">iCompass, Learning Management System (LMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Verizon Business--IAD6, 21830 UUNET Way, Ashburn, VA 20147-5856.
</p><p>Backup: Internap's, Digital Realty Trust, 2121 South Price Road, Chandler, AZ 85286-7205.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Civilians, military members, and contractors assigned to the following Office of the Secretary of Defense (OSD) offices: Acquisition Technology and Logistics; U.S. Court of Appeals for Armed Forces (CAAF); DoD Comptroller Office; Deputy Chief Management Officer; Office of Military Commissions; Defense Legal Services Agency/Defense Office of Hearings and Appeals; Defense Security Cooperation Agency (DSCA); Defense Test Resource Management Center (DTRMC); Defense Technology Security Administration (DTSA); Intelligence Oversight; Office of the Assistant Secretary of Defense (OASD) Legislative Affairs; Net Assessment; DoD Chief Information Office; Office of Economic Adjustment; DoD Office of General Counsel; OSD Operation Test &amp; Evaluation; Office of the Under Secretary of Defense (OUSD) Intelligence; Cost Assessment and Program Evaluation; Pentagon Force Protection Agency; OUSD Policy; Department of Defense Prisoner of War/Missing in Action Accounting Agency; Personnel and Readiness; Assistant to the Secretary of Defense for Public Affairs; White House Military Office; Washington Headquarters Services (WHS); WHS Federal Voting Assistance Program; WHS Welfare &amp; Recreation Association; and Military and DoD civilian financial managers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>NName, DoD identification (DoD ID) number, position title, work phone number, work email address, pay plan, series, grade, organization, supervisor, hire date, course name and course date and time of completed trainings, educational level of civilian employees, and Financial Management (FM) certification level.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552(b)(3) as follows:  </p>

<p><i>LAW ENFORCEMENT ROUTINE USE:</i> </p>
<p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p><i>CONGRESSIONAL INQUIRIES DISCLOSURE ROUTINE USE: </i></p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p><i>DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p><i>DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE:</i></p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p><i>DATA BREACH REMEDIATION PURPOSES ROUTINE USE:</i></p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage and administer a Learning Management System (LMS) for training and development programs; to identify individual training
needs; for the purpose of reporting, tracking, assessing and monitoring training events, and DoD FM certifications.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records
contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the OSD compilation of systems of records notices may apply to this
system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name and DoD ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in DoD and in commercially controlled facilities. Physical entry is restricted by the use of locks,
security guards, card swipe, and identification badges and is accessible only to authorized personnel. Access to records is limited
to personnel responsible for servicing the record in performance of their official duties and who are properly screened and cleared
for need-to-know. Access to data is restricted through the use of a Common Access Card, pin and login access to system. System is
password protected and includes data encryption on and offsite. Records are stored in an encrypted database and access requires token
authentication. Periodic security audits, regular monitoring of user's security practices, and methods to ensure only authorized
personnel access records are applied.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are destroyed/deleted 5 years after the separation/retirement or after 2 years of inactivity period of individual.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Program Manager, Washington Headquarters Services, Human Resource Directorate (HRD)/ Transparency and Tools Division (TTD), 4800 Mark Center Drive, Alexandria, VA 22350-3200.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries
to the Washington Headquarters Services, Human Resource Directorate/Transparency and Tools Division, Attn: LMS Program Manager, 4800
Mark Center Drive, Alexandria, VA 22305-3200.
</p><p>Requests should contain individual's full name, office name where they were assigned or affiliated, and office address and
telephone number applicable to the period during which the records were maintained.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves should address written inquiries to the Office of the Secretary of
Defense/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon,
Washington, DC 20301-1155.
</p><p>Signed, written requests should contain individual's full name, office name where they were assigned or affiliated, and office
address and telephone number applicable to the period during which the records were maintained.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD
Administrative Instruction 82; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individual; Defense Civilian Personnel Data System (DCPDS); Military Personnel (MILPERS) and the Active Directory (for
contractors).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="DWHS P51" toc="yes">
<systemNumber>DWHS P51</systemNumber>
<subsection type="systemName">WHS DefenseReady.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Washington Headquarters Services (WHS), Enterprise Information Technology Services Directorate, 1155 Defense Pentagon, Washington, D.C. 20301-1132.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>DoD Military personnel, civilian employees, and applicants of the Office of the Secretary of Defense (OSD) serviced by WHS Human Resources Directorate.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, home address, mailing address, hire date, disability, citizenship, main and alternate phone number, personal and work email address, component, and organizational unit.</p>

<p>Military:</p>
<p>Date of orders, Social Security Number (SSN), rank, date of rank, service skill, projected rotation date, date arrived to current duty station, unit, company, Service branch, projected arrival, projected departure, target departure date, effective date of separation, decorations and medals.</p>

<p>Civilians:</p>
<p>The DoD ID number, Senior Executive Service onboarding package to Director of Administration (DA) date, DA approval date, request to Office of Personnel Management (OPM) date, pay plan, grade, step, job title, benefits actions, award data, outgoing and incoming notification date, target departure date, letter of resignation date, effective date of separation, outgoing and incoming Request for Personnel Action number, position description number, drug test requested date, and drug test completed date.  </p>

<p>Political appointees (Senate confirmed):</p>
<p>Political appointment type, SSN, Senate confirmed, intent to nominate date, nomination date, hearing scheduled date, senate confirmation date, Presidential Commission signed date, appointment date, target arrival date, arrival date, incoming RPA number, request received in Executive and Political Personnel (EPP) date, request to White House Liaison Office (WHLO) date, and WHLO approved date.</p>

<p>Applicants:</p>
<p>Projected arrival, applicant number, applicant source, applicant status, rejection reason, and Request for Personnel Action to fill the position.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. Chapter 113, Secretary of Defense; 10 U.S.C. 1125, Recognition for Accomplishment: award of trophies; DoD Directive 5110.04, Washington Headquarters Services (WHS); DoD 1348.33-M, Manual of Military Decorations and Award; Administrative Instruction (AI) 29, Incentive and Honorary Awards Programs; AI 56, Management of Information Technology (IT) Enterprise Resources and Services for OSD, Washington Headquarters Services (WHS), and Pentagon Force Protection Agency (PFPA); and E.O. 9397 (SSN), as amended.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To provide human resource information and system support for the OSD/WHS civilian and military workforce; and to track the status of personnel actions, benefit queries, in-processing, out-processing, and military billets. This system will also manage civilian honorary and military award records along with tracking for the purpose of validation and analysis throughout the lifecycle.  Records may also be used as a management tool for statistical analysis, reporting, evaluating program effectiveness, and conducting research. </p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>Law Enforcement Routine Use:</p>
<p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

<p>Disclosure When Requesting Information Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

<p>Disclosure of Requested Information Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

<p>Congressional Inquiries Disclosure Routine Use:</p>
<p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

<p>Disclosure to the Office of Personnel Management Routine Use:</p>
<p>A record from a system of records subject to the Privacy Act and maintained by a DoD Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies.</p>

<p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

<p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

<p>Disclosure to the Merit Systems Protection Board Routine Use:</p>
<p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>

<p>Data Breach Remediation Purposes Routine Use:</p>
<p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage: </p>
<p>Electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Retrieved by full name and SSN or DoD ID number.</p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are maintained in a controlled area accessible only to authorized personnel.  Entry is restricted to personnel with a valid requirement and authorization to enter.  Physical access is restricted by the use of locks, guards, and administrative procedures.  Access to personally identifiable information is encrypted, role based and restricted to those who require the records in the performance of their official duties.  Access is further restricted by the use of role-based access and Common Access Cards (CAC).  All individuals granted access to this system must receive annual Information Assurance and Privacy Act training.  Periodic security audits, regular monitoring of user’s security practices and methods are applied to ensure only authorized personnel have access to records.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>TEMPORARY: Records are maintained for 5 years, then destroyed.  </p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Program Manager, WHS DefenseReady, Washington Headquarters Services, Human Resources Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3200.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to WHS DefenseReady Program Manager, Transparency and Tools Division, Washington Headquarters Services, Human Resources Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3200. </p>

<p>Signed, written requests should include individual’s full name, office name where they were assigned or affiliated. </p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.</p>

<p>Signed, written requests should include the full name, the SSN or DoD ID number, and the name and number of this system of records notice. </p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The Office of the Secretary of Defense (OSD) rules for accessing records, for contesting contents, and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>From the individual, Defense Enrollment Eligibility Reporting Systems (DEERS), Defense Civilian Personnel Data System (DCPDS), Identity Synchronization Service (IdSS), Military Personnel System (MILPERS), and Fourth Estate Manpower Tracking System (FMTS).</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>

<section id="DPFPA 01" toc="yes">
<systemNumber>DPFPA 01</systemNumber>
<subsection type="systemName">Pentagon Facilities Access Control Systems.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Pentagon Force Protection Agency (PFPA), Security Services Directorate, Pentagon Access Control Division, 9000 Defense Pentagon, Washington, DC 20301-9000.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Any Department of Defense military, civilian employee, or contractor sponsored by the Department of Defense, or other persons who have reason to enter Pentagon Facilities for official Department of Defense business.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>File contains, name, Social Security Number (SSN), DoD ID number, date of birth, place of birth, height, weight, race, gender, biometric images and templates (<i>e.g.,</i> fingerprint and iris), citizenship, name of DoD sponsoring office, access investigation completion date, access level, previous facility pass issuances, and authenticating official.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2674, Operation and Control of Pentagon Reservation and Defense facilities in National Capital Region; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Directive 5105.68, Pentagon Force Protection Agency; DoD 5200.08-R, Physical Security Program; DoD Directive 8521.01E, Department of Defense Biometrics; Directive Type Memorandum 09-012, Interim Policy Guidance for DoD Physical Access Control; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To maintain a listing of personnel who are authorized to access Pentagon Facilities and verify identity of approved individuals to access such facilities and offices.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual's name, SSN, or DoD ID number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in secure, limited access, or monitored areas. Access to data is restricted through the use of Common Access Cards (CAC) along with passwords specific to the system. Data is encrypted, while being stored and transmitted. Physical entry to the Pentagon Access Control Division Office, server rooms and security equipment closets where information is stored or processed is restricted through the use of locks, guards, passwords, or other administrative procedures. Access to personal information is limited to those individuals who require the records to perform their official assigned duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Applications and credentials are destroyed three (3) months after expiration or return to PFPA. Verification records are maintained for 3-5 years and then destroyed.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief, Pentagon Access Control Division, Security Services Directorate, Pentagon Force Protection Agency, Room 1F1084, 9000 Defense Pentagon, Washington, DC 20301-9000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if their information is contained in this system should address written inquiries to Pentagon Force Protection Agency, Security Services Directorate, Pentagon Access Control Division, 9000 Defense Pentagon, Washington, DC 20301-9000.
</p><p>Written requests should contain the full name, SSN, DoD ID number, and current address and telephone number of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to their information contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of the Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.
</p><p>Written requests should contain the full name, SSN, DoD ID number, current address and telephone number of the individual, the name and number of this system of records notice, and be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The individual, security managers, and the Joint Personnel Adjudication System.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    <section id="DPFPA 02" toc="yes">
        <systemNumber>DPFPA 02</systemNumber>
        <subsection type="systemName">Pentagon Reservation Vehicle Parking Program.</subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Move to DWHS D04 and renamed Pentagon Facilities Parking Program.</p></xhtmlContent></subsection></section>

                   

<section id="DPFPA 03" toc="yes">
<systemNumber>DPFPA 03</systemNumber>
<subsection type="systemName">Pentagon Facilities Emergency and Incident Notification Records.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Pentagon Force Protection Agency (PFPA), Integrated Emergency Operations Center (IEOC), 9000 Defense Pentagon, Washington, DC 20301-9000.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>All current PFPA personnel (civilian employees, contractors, military).</p>

<p>Points of contact at leased facilities within PFPA's Area of Responsibility.</p>

<p>DoD mission partners who have the authority and ability to assist PFPA in times of emergencies to include Washington Headquarters Services (WHS), Office of the Secretary of Defense (OSD), the Joint Staff and Arlington Fire and Police.

</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, DoD Identification (DoD ID) number, organization, work and personal phone number(s), and work and personal e-mail addresses.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 2674, Operation and Control of Pentagon Reservation and Defense Facilities in National Capital Region; DoD Directive 5105.68, Pentagon Force Protection Agency (PFPA); DoD Instruction (DoDI) O-3020.43, Emergency Management and Incident Command on the Pentagon Facilities; DoDI 6055.17, DOD Installation Emergency Management (IEM) Program; and Director of Administration and Management Administrative Instruction 30, Force Protection on the Pentagon Reservation. </p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To provide an automated notification mechanism to contact PFPA employees and mission partners to provide situational awareness, facilitate recall, and to give instructions during an emergency or incident impacting the Pentagon facilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the OSD's compilation of systems of records notices may apply to this system.</p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Individual's full name and organization.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are maintained in a controlled facility with Closed Circuit TV (CCTV).  Physical entry is restricted by the use of locks and guards, accessible only to authorized personnel.  Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Access to computerized data is restricted by Common Access Card (CAC) and username/passwords, which are changed periodically. Data is encrypted at rest and in transit.</p>

<p>Records are stored in encrypted databases that are only accessible on DoD networks that are routinely scanned to assess system vulnerabilities.  Only a limited number of operators have access to the data.  Common Access Cards (CAC) and passwords are used to authenticate authorized system operators in the system application.  CAC authentication is required for users (recipients of notifications) to update their contact information and other personal data through the system desktop client.  Users can only view and update their own information.  </p>
<p>For users that are not networked, they must call, tell face-to-face or send an encrypted email to an operator to have their information loaded into the database or the information is provided to an operator via their organization's roster update which users have consented to provide.</p>
<p>The system data is encrypted both at rest and in transit.  Firewalls protect the DoD networks and the system uses Secured Sockets Layer (SSL) with Public Key Infrastructure (PKI) certificates in the data transfer protocols for encryption.</p>
<p>Administratively PFPA regularly monitors the users' security practices to ensure only authorized users have access to PII.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>TEMPORARY - Cut off when superseded or obsolete, destroy immediately after cutoff.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Chief, Office of Emergency Management, Pentagon Force Protection Agency IEOC, 9000 Defense Pentagon, Washington, DC 20301-9000.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Emergency Management, Pentagon Force Protection Agency, 9000 Defense Pentagon, Washington, DC 20301-9000.  </p>

<p>Requests should contain individual's full name and organization.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individuals seeking access to records about themselves should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.  </p>

<p>Signed, written requests should include full name, organization, current address, and the number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p>
</xhtmlContent></subsection></section>
<section id="DPFPA 04" toc="yes">
<systemNumber>DPFPA 04</systemNumber>
<subsection type="systemName">Shift Management System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Pentagon Force Protection Agency (PFPA), 9000 Defense Pentagon, Washington, DC 20301-9000.
</p><p>Pentagon Force Protection Agency (PFPA), 4800 Mark Center Drive, Alexandria, VA 22350.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>PFPA Police Officers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Employee name, badge number, home or mobile phone, home city and state, personal email address, work phone
and email address, official training certifications, grade, rank, tenure, security clearance, work schedules
and assignments (to include leave and overtime), specialties and skills relevant to their job, and duty
limitations relevant to job requirements.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 2674, Operation and control of Pentagon Reservation and defense facilities in National Capital
Region; and DoD Directive 5105.68, Pentagon Force Protection Agency (PFPA).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To manage the assignment of police officers, who work shifts to specific posts while conforming to workforce
rules, policies, and post requirements. Police officer availability for different posts is determined through
Officer's leave status, overtime policies, and skills and certifications required for various posts. Police
officer contact information will be used to notify officers of overtime or special event opportunities and
incorporate them into the schedule, if accepted.
</p><p>To provide an automated method for PFPA police officers to request leave or overtime and review post
assignments.
</p><p>To serve as a management tool for statistical analysis, tracking, reporting, evaluating program
effectiveness and conducting research.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as
amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant
to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD)
compilation of systems of records notices may apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name or badge number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, an
intrusion detection system, guards, and is accessible only to authorized personnel. Access to records is
limited to person(s) responsible for servicing the record in performance of their official duties and who are
properly screened and cleared for need-to-know. Access to computerized data is restricted by Common Access Card
(CAC) and username/passwords, which are changed periodically. Data is encrypted and the server is maintained
behind a technical safeguard/firewall titled demilitarized zone (DMZ). Audits of user activity will be
conducted on a periodic basis.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Destroy after GAO audit or after 6 years, whichever is sooner.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Deputy Division Chief of the Technical Services Division, Pentagon Force Protection Agency, Pentagon Police
Directorate, 9000 Defense Pentagon, Washington, DC 20301-9000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine if their information is contained in this system should address written
inquiries to Deputy Division Chief of the Technical Services Division, Pentagon Force Protection Agency,
Pentagon Police Directorate, 9000 Defense Pentagon, Washington, DC 20301-9000.
</p><p>Signed, written requests should contain the full name and badge number of the individual.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to records about themselves should address written inquiries to the Office of the
Secretary of Defense/Joint Staff, Freedom of Information Act Requester Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
</p><p>Signed, written requests should contain the full name, current address and telephone number of the
individual, the name and number of this system of records notice.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are
published in OSD Administrative Instruction 81; 32 CFR Part 311; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

    <section id="DPFPA 06" toc="yes">
        <systemNumber>DPFPA 06</systemNumber>
        <subsection type="systemName">
            Internal Affairs Records System.
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Pentagon Force Protection Agency (PFPA), 9000 Defense Pentagon, Washington, DC 20301-9000.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>PFPA employees who are either the subject of or associated with an internal affairs investigation by the Office of Professional Responsibility (OPR).  </p>

                <p>Any witness or victims outside of PFPA who are connected with an OPR investigation.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>PFPA employees:</p>
                <p>Name (including former names and aliases), Social Security Number (SSN), DoD Identification Number (DoD ID Number), driver’s license (state, number, and expiration date), gender, race/ethnicity, home address, home/work/cell phone numbers, home/work e-mail addresses, date and place of birth, country of birth, height, weight, hair/eye color, build, facial hair, employment information (name, address, and phone number of employer), education information (degree, certification), security clearance level, disability information (what type), Office of Professional Responsibility case number, Incident Crime Information System case number, and law enforcement data (criminal arrest history, Federal Bureau of Investigation/State ID numbers).  Additional data for PFPA employees includes marital status, length of service, supervisor’s name and phone number, and records of investigations to include Reports of Investigation, Information Reports and Case Summaries.</p>

                <p>Witness or victims:</p>
                <p>Name, home address, home/work/cell phone number, and date and place of birth.   </p>

            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 2674, Operation and control of Pentagon Reservation and defense facilities in National Capital Region; DoD Directive 5105.68, Pentagon Force Protection Agency; Administrative Instruction 30, Force Protection of the Pentagon; and E.O. 9397 (SSN), as amended.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To document investigations of alleged Pentagon Force Protection Agency employee misconduct, fraud, waste, and abuse.  The records may be used in law enforcement, judicial, or adjudicative proceedings including litigation.  Records are also used to identify alleged offenders, witnesses or victims, to document facts and evidence, and to respond to congressional inquiries as appropriate.  Used as a management tool for statistical analysis, tracking, reporting, evaluation program effectiveness, and conducting research.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>

                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

                <p>Law Enforcement Routine Use:  If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibilities of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>

                <p>Disclosure When Requesting Information Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DoD Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.</p>

                <p>Disclosure of Requested Information Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.</p>

                <p>Congressional Inquiries Disclosure Routine Use:  Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>

                <p>Disclosure to the Department of Justice for Litigation Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>

                <p>Disclosure of Information to the National Archives and Records Administration Routine Use:  A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>

                <p>Disclosure to the Merit Systems Protection Board Routine Use:</p>
                <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.</p>

                <p>Data Breach Remediation Purposes Routine Use:  A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>

                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system.  The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
                </xhtmlContent>
    </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>

                <p>Storage:</p>
                <p>Paper file folders and electronic storage media.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Name, SSN, DoD ID number, or driver’s license number, and date of birth.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Records are maintained in controlled areas accessible only to authorized DoD personnel, including systems users, system administrators, and authorized contractors who have a need-to-know in the performance of official duties and who are properly screened and cleared.  Physical entry is restricted by the use of locks, guards, identification badges, key cards, and closed circuit TV.  Paper records are stored in locked cabinets in secured offices which are further protected by an access control system.  Access to personal information is further restricted by the used of Common Access Card and user ID/passwords, intrusion detection system, encryption, firewalls and DoD public key infrastructure certificates.  Data in transit and at rest is encrypted.  Administrative procedures, including periodic security audits, regular monitoring of users’ security practices, and methods to ensure only authorized personnel access Personally Identifiable Information (PII). </p>

            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Destroy/Delete 15 years after the close of the investigation.  </p>

            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Chief, Office of Professional Responsibility, Pentagon Force Protection Agency, 9000 Defense Pentagon, Washington, DC 20301-9000.</p>

            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>
                    Individuals seeking to determine whether information about themselves is contained in a closed investigation in this system should address written inquiries to the Chief, Office of Professional Responsibility, Pentagon Force Protection Agency, 9000 Defense Pentagon, Washington, DC 20301-9000.
                </p>
                <p>PFPA employees: Signed, written requests should contain individual’s full name, SSN, DoD ID number, driver’s license number, and date of birth.</p>

                <p>Witness or victims: Signed, written requests should contain the individual’s full name, home address, home/work/cell phone number, and date and place of birth.</p>

                <p><i>Note:</i> The existence of an active investigation or the non-existence of a record will be neither confirmed nor denied.
                </p>

            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>
                    Individuals seeking access to records about themselves in a closed investigation should address written inquiries to the Office of the Secretary of Defense/Joint Staff, Freedom of Information Act Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.

                    PFPA employees: Signed, written requests should include full name, SSN, DoD ID number, driver’s license number, date of birth, and the number of this system of records notice.
                </p>

                <p>Witness or victims: Signed, written requests should include full name, home address, home/work/cell phone number, and date and place of birth.</p>

                <p><i>Note: </i>The existence of an active investigation or the non-existence of a record will be neither confirmed nor denied.
                </p>

            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>An exemption rule has been published, and this Privacy Act system of records is exempt from the amendment and appeal provisions described in 5 U.S.C. 552a(f).  </p>

                <p>Open investigations are exempt from the Access to Records provisions established in 5 U.S.C. 552a(d).</p>

            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Individuals involved in or witness to the incident or inquiry, PFPA officers and investigators, state and local law enforcement, and Federal departments and agencies. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>This system of records is used by the DoD for a law enforcement purpose (j)(2) and (k)(2), and the records contained herein are used for criminal, administrative, and civil enforcement requirements.  As such, this system of records is exempt from the following provisions of 5 U.S.C. 552a section (c)(3) and (4), (d), (e)(1) through (e)(3), (e)(4)(G) through (I) , (e)(5), (f) and (g) of the Act.</p>

                <p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311.  For additional information contact the system manager. </p>

            </xhtmlContent>
        </subsection>
    </section>

    <section id="DPFPA 07" toc="yes">
        <systemNumber>DPFPA 07</systemNumber>
        <subsection type="systemName">
            Counterintelligence Management Information System (CIMIS).
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Pentagon Force Protection Agency (PFPA), 9000 Defense Pentagon, Washington, DC 20301-9000.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Any individual involved, or suspected of being involved, in intelligence collection on behalf of a foreign government or foreign terror organization which may harm PFPA employees, U.S. property or interests. Individuals involved in or suspected of being involved in National Security Crimes of assassination, sedition, subversion, treason, espionage, sabotage or terrorism. Individuals who provide information that is relevant to the case, such as victims or witnesses, and individuals who report such crimes or acts. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Data on suspect: Name; other names used (former and aliases); other identification (ID) numbers (e.g., DoD ID number, passport, VISA, resident alien); driver’s license (state, number, and expiration date); date and place of birth; citizenship; legal status; gender; race/ethnicity; description (height, weight, hair color, etc.); name of current employer and address; college/university (major and/or degree); military records; home/office address; home/work/cell phone numbers; personal/work e-mail address; personal property information (e.g., vehicle, photographic equipment (make/model/serial number)); marital status; spouse location (city and state); and CIMIS incident number. </p>
                <p>
                                            Data on individuals (victims, witnesses, complainant):
                    </p>
        <p>Name; DoD ID number; work/home/cell phone numbers; and employer information (e.g. organization, address).</p>
        <p>Additional data:</p>
        <p>Law Enforcement Reports; National Crime Information Center (NCIC); Intelligence Information Reports (IIR).</p>
        <p>Individuals may voluntarily offer additional personal information in an effort to establish their identity. While not specifically requested, the information will be retained in the record if it is deemed beneficial to the inquiry.</p>
    </xhtmlContent>
    </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 2674, Operation and control of Pentagon Reservation and defense facilities in National Capital Region; 18 U.S.C. 794, Gathering or Delivering Defense Information to Aid Foreign Government; E.O. 12333, United States Intelligence Activities; E.O. 12968, Access to Classified Information; DoD Directive (DoDD) 5105.68, Pentagon Force Protection Agency (PFPA); DoDD 5200.27, Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense; DoDD 5240.01, DoD Intelligence Activities, as amended; DoDD 5240.02, Counterintelligence; DoDD 5240.06, DoD Counterintelligence Awareness and Reporting (CIAR); DoD Instruction (DoDI) O-5240.21, Counterintelligence Inquiries; and Administrative Instruction 30, Force Protection on the Pentagon Reservation.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>To conduct and exercise overall responsibility within PFPA for all matters pertaining to acts involving counterintelligence (CI) activities against PFPA employees, U.S. property, or interests. Also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>
                <p>To Federal counterintelligence and law enforcement agencies that administer programs or employ individuals involved in an incident or inquiry.</p>
                <p>Law Enforcement Routine Use:</p>
                <p>If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.</p>
                <p>Congressional Inquiries Disclosure Routine Use:</p>
                <p>Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.</p>
                <p>Disclosure to the Department of Justice for Litigation Routine Use:</p>
                <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.</p>
                <p>Disclosure of Information to the National Archives and Records Administration Routine Use:</p>
                <p>A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.</p>
                <p>Data Breach Remediation Purposes Routine Use:</p>
                <p>A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
                <p>The DoD Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices may apply to this system. The complete list of DoD Blanket Routine Uses can be found online at:http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx"</p>
                </xhtmlContent>
    </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>
                    Storage:
                </p>
                <p>Electronic storage media.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Name, date of birth, and other identification (DoD ID number, passport, VISA or driver’s license number).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>Electronically stored records are maintained in "fail-safe" system software with password-protected access. Access to these records is role-based and is limited to those individuals requiring access in performance of their official duties. Entry to the area is restricted by the use of cipher and combination locks, security guards, identification badges and closed circuit TV (CCTV). Data in transit and at rest is encrypted and computer servers are scanned to assess system vulnerabilities. Encryption of backups containing sensitive PII is in place. Firewalls are in place to control the incoming and outgoing data traffic based on an applied rule set. DoD Public Key Infrastructure Certificates are used to authenticate authorized users. Periodic security audits are maintained to document access to data. Regular monitoring of user’s security practice is conducted and methods are used to ensure only authorized personnel have access to PII. All individuals granted access to this system of records receives annual Information Assurance and Privacy Act training. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Files relating to Foreign Nationals: </p>
                <p>Close annually upon determination that the individual is no longer a threat to DoD, the Pentagon, Pentagon Reservation or DoD Facilities within the Capitol Region (NCR). Destroy 25 year(s) after cut off.</p>
                <p>
                        Files relating to U.S. Citizens:
                    </p>
        <p>Cut off after determination person(s) are no longer a CI threat to DoD, the Pentagon, Pentagon Reservation or DoD Facilities within the NCR. Destroy/delete 90 days after cut off.</p>
    </xhtmlContent>
    </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Pentagon Force Protection Agency (PFPA), 9000 Defense Pentagon, Washington, DC 20301-9000.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>An exemption rule has been published, and this Privacy Act system of records is exempt from the notification provisions described in 5 U.S.C. 552a(e)(4)(H).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>An exemption rule has been published, and this Privacy Act system of records is exempt from the access provisions described in 5 U.S.C. 552a(d).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>An exemption rule has been published, and this Privacy Act system of records is exempt from the amendment and appeal provisions described in 5 U.S.C. 552a(f).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>PFPA officers and investigators, state and local law enforcement, Federal departments and agencies, and intelligence agencies.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>This system of records is used by the Department of Defense for a law enforcement purpose (k)(2), and the records contained herein are used for criminal, civil, and administrative enforcement requirements. As such, allowing individuals full exercise of the Privacy Act would compromise the existence of any criminal, civil, or administrative enforcement activity. This system of records is exempt from the following provisions of 5 U.S.C. 552a section (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f) of the Act.</p>
                <p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.</p>
            </xhtmlContent>
        </subsection>
    </section>    
    


    <section id="DA&amp;M 01" toc="yes">
        <systemNumber>DA&amp;M 01</systemNumber>
        <subsection type="systemName">Civil Liberties Program Case Management System (October 3, 2013, 78 FR 61345)
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Deletion: Delete entry and replace with "DCMO 02."</p>
              </xhtmlContent></subsection></section>     
                <section id="DA&amp;M 02" toc="yes">

                        <systemNumber>DA&amp;M 02</systemNumber>
<subsection type="systemName">Director of Administration and Management (DA&amp;M) Mentoring Program (March 8, 2013, 78 FR 15006).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Deletion: The mentoring program is no longer an active program and the records have been destroyed, therefore, this notice can be deleted.  
 
    
</p></xhtmlContent></subsection></section>
<section id="A0600-8-22 AHRC" toc="yes">
<systemNumber>A0600-8-22AHRC</systemNumber>
<subsection type="systemName">Military Awards Case File.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>U.S. Army Human Resources Command, 200 Stovall Street, Alexandria, VA 22332-0471. Segments exist at Army commands which have
been delegated authority for approval of an award. Official mailing addresses may be obtained from the U.S. Army Human Resources
Command, 200 Stovall Street, Alexandria, VA 22332-0471.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Military personnel on active duty, members of reserve components, U.S. civilians serving with U.S. Army units in a combat zone, and
deceased former members of the U.S. Army.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Files include recommendations for an award; endorsements; award board approvals/disapprovals; citation texts; Department of Army
letter orders/general orders; related papers supporting the award; correspondence among the Army; service member, and individuals
having knowledge/information relating to the service member concerned or the act or achievement for which an award is recommended.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. Chapters 57 and 357, Decorations and Awards; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-22,
Military Awards; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To consider individual nominations for awards and/or decorations; record final action; maintain individual award case files.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records
contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Information may be disclosed to public and private organizations including news media, which grant or publicize awards or honors.
</p><p>The DoD Blanket Routine Uses set forth at the beginning of the Army's compilation of systems of records notices also apply to this
system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Paper records in file folders and electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By nominee's name, service number and/or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in locked file cabinets in secure buildings and are accessible only to designated personnel in the
performance of their assigned duties.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Documents related to providing information about awards given to individuals, i.e., announcements, lists, cards, and similar
information destroy after 2 years.
</p><p>Approval and disapproval authority:
</p><p>Approved awards relating to wartime and combat activities are held permanently; Approved peacetime awards and all disapproved awards
are retired to the Washington National Records Center and are destroyed after 25 years. Offices not within the disapproval or approval
authority maintain records for 2 years then destroy. Proficiency awards are destroyed on transfer of the individual.
</p><p>Public award cases:
</p><p>Exercising approval, authority maintain records for 56 years then destroy; Non-approval authority offices maintain records for 2
years then destroy.
</p><p>Special achievement awards:
</p><p>Exercising awarding authority, maintain records for 5 years then destroy; Non-Award authority offices maintain for 2 years then
destroy.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Commander, U.S. Army Human Resources Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries
to the Commander, U.S. Army Human Resources Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471.
</p><p>Individual should provide the full name, service number and/or Social Security Number, grade and branch of service, name of
award/honor, and current address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the
Commander, U.S. Army Human Resources Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471.
</p><p>Individual should provide the full name, service number and/or Social Security Number, grade and branch of service, name of
award/honor, and current address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in
Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From Recommendation for Awards (DA Form 638) with supporting records, forms, statements, letters, and similar documents originated
by persons other than the awardee and other individuals having information useful in making an award determination.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="FCENTCOM 01" toc="yes">
<systemNumber>FCETCOM 01</systemNumber>

<subsection type="systemName">Combined Mild Traumatic Brain Injury Registry.</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters CENTCOM, CCJ2/OM Attn: CIDNE Team, 7115 South Boundary Blvd., MacDill AFB, FL 33621-5105. Additional addresses may be obtained from the Program Manager, Combined Information Data Exchange (CIDNE), Air Force Research Laboratory (AFRL), 26 Electronic Parkway, Rome, New York 13441-4514.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Army, Air Force, Navy, Marine Corps, Reserves and National Guard members assigned to any DoD Combatant Command operating in a deployed setting and are exposed to possible concussive or mild traumatic brain injury and/or related incidents in deployed settings, to include blast events, vehicle collisions/rollovers and/or direct blows to the head, or witnessed loss of consciousness in their Area of Responsibility (AOR).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Name, Social Security Number (SSN), date of incident; Injury/Evaluation/Distance from Blast (I.E.D.) Checklist, type of event, Significant Activities (SIGACT)/Joint Operations Center Report Number, Battle Roster Number, Service Branch, unit, combatant command, if the individual was physically injured; type of event individuals experienced at the time of incident (<i>e.g.,</i> headaches and/or vomiting; ears ringing; amnesia and/or altered/loss of consciousness; double vision and/or dizziness; and if something felt wrong at time of incident); if the individual was within 50 meters of blast; estimated distance from blast; rest period waived by commander; and disposition of any mandated medical evaluation (returned to duty after 24 hour rest period).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 301, Department Regulation; 10 U.S.C. 161, Combatant commands: Establishment; 10 U.S.C. 164, Commanders of combatant commands; assignment; powers; Directive Type Memoranda 09-033, Policy Guidance for Management of Concussion/Mild Traumatic Brain Injury in the Deployed Setting; DoD Directive 5124.02, Under Secretary of Defense for Personnel and Readiness; DoD Directive 5100.3, Support of the Headquarters and Subordinate Joint Commands; DoD Directive 5400.11, Department of Defense Privacy Program; Department of Defense 5400.11-R, Department of Defense Privacy Program; Department of Defense 6025.18-R, Health Information Privacy Regulation; DoD Directive 6025-21E, Medical Research for Prevention, Mitigation and Treatment of Blast Injuries; and E.O. 9397 (SSN), as amended.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The system will document Active Duty Service member's exposure to possible concussive or mild traumatic brain injury and/or related incidents in deployed settings, including blast events, vehicle collisions/rollovers, and/or direct blows to the head or witnessed loss of consciousness. The system will be used to associate/link individual Service members with operational events and significant activities in the deployed setting that could potentially result in concussion/traumatic brain injury. Such linkage to the event will enable commanders and their representatives, and medical personnel to ensure completion of the DoD-required screening, evaluation, tracking and reporting due to explosions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>The DoD `Blanket Routine Uses' published at the beginning of the DoD compilation of systems of records notices apply to this system.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Name, Social Security Number (SSN), date of incident, type of event, Significant Activities (SIGACT)/Joint Operations Report Number, service branch and unit.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need to know. Access to computerized data is restricted by passwords, which are changed periodically.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>PERMANENT. Transfer paper records to the National Archives 25 years after declassification review.  Transfer physical custody of electronic records to the National Archives for pre-accessioning 5 years after cutoff.  Transfer legal custody of electronic records to the National Archives 25 years after cutoff and declassification review.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Combined Information Data Exchange (CIDNE), Program Manager, AFRL, 26 Electronic Parkway, Rome, New York 13441-4514.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Combined Information Data Exchange (CIDNE), Program Manager, AFRL, 26 Electronic Parkway, Rome, New York 13441-4514.
</p><p>Written requests must include individuals full name, Social Security Number (SSN), date of incident, Branch of Service, unit and must be signed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Combined Information Data Exchange (CIDNE), Program Manager, AFRL, 26 Electronic Parkway, Rome, New York 13441-4514.
</p><p>Written requests must include individuals full name, Social Security Number (SSN), date of incident, Branch of Service, unit and must be signed.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The OSD rules for assessing records, for contesting and appealing initial agency determinations may be obtained from Headquarters CENTCOM, CCJ6/RD Attn: Freedom of Information and Privacy, 7115 South Boundary Blvd., MacDill AFB, FL 33621-5105.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Obtained through U.S. CENTCOM Area of Operation, Significant Activities (SIGACT)/Incident Reports, individual witness reports, and I.E.D. checklist.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>
<section id="FCENTCOM 01" toc="yes">
<systemNumber>AEUCOM 01</systemNumber>
<subsection type="systemName">United States European Command (USEUCOM) Security Clearance Database.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>ECJ6 HQ USEUCOM, Patch Barracks Stuttgart, Unit 30400, APO, AE 09131-0400, Germany </p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>U.S. Department of Defense Active Duty, Reserve, National Guard, Civilian personnel and NATO partner nation personnel, U.S. Government civilian employees from all executive departments, government contractor employees and consultants, and other civilian personnel who require access to classified information or to spaces accredited for such information at Headquarters USEUCOM or subordinate commands. </p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Subject affiliation with USEUCOM (visitor, contractor, permanent, etc.); level of security clearance; level of access; full name; Department of Defense ID number, Social Security Number (SSN) or foreign ID; service or agency that the subject is affiliated with; company; contract number; arrival and departure dates; information about visit; permanent certifications; indoctrination assistance requests executed between USEUCOM and other organization Special Security Officers or Security Managers; date and place of birth; citizenship status; USEUCOM directorate and division affiliation including office phone number; records of current background investigation including type, adjudication date, and adjudicating authority; dates of nondisclosure agreements, statements, attestations, and other oaths that have been executed; U.S. collateral, Sensitive Compartmented Information (SCI), and NATO access levels granted by USEUCOM with applicable dates; records of USEUCOM issued security badges and building access requests with approvals; and other security related items of interest to include dates for polygraphs and security awareness training.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>50 U.S.C. 401, Congressional declaration of purpose; 50 U.S.C. 435, Procedures; DoD 5200.2-R, Department of Defense Personnel Security Program Regulation; DoD Manual 5105.21 Volume 1, Sensitive Compartmented Information Administrative Security Manual; E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; E.O. 12333, United States Intelligence Activities; E.O. 12829, National Industrial Security Program; E.O. 12968, Access to Classified Information; and E.O. 9397 (SSN), as amended.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The primary use of the system will be to verify current access for personnel assigned to or visiting USEUCOM.  It will also be used as an electronic request manager for scheduling SCI Indoctrinations, issuing badges, requesting access to spaces, and processing clearance certifications both for visitors to USEUCOM or for USEUCOM personnel visiting other organizations.</p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the DoD compilation of system of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx. </p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Electronic storage media.</p>

</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Information is retrieved by name, SSN or foreign ID, rank, service, directorate, or the current access level of security clearance.  </p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Electronically and optically stored records are maintained in a Secret Internet Protocol Router Network (SIPRNET) system with password-protected access.  Within SIPRNET, the database requires an additional log in.  Records are accessible only to authorized persons with a valid need-to-know, who are appropriately screened, investigated, determined eligible for access, and who have been assigned to ECJ2-Special Security Office (SSO) or appointed as a Security Manager or Special Security Representative in writing.  Additionally, access to the SSO Database is based on a user's specific functions, security eligibility and access level.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are destroyed in accordance with the JCSM 5760.01 Vol. II, 10 March 2003, disposition instructions for file number 0300-02: destroy/delete after 3 years. </p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>IT Services Manager, HQ USEUCOM ECJ6, Unit 30400, APO AE 09131-0400. </p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about them is contained in this system should address written inquiries to Headquarters, U.S. European Command, Attn: ECJ2-SSO, Unit 30400, APO AE 09131-0400.</p>

<p>Individuals should provide their full name (and any alias and/or alternate names used), SSN or foreign ID, and date and place of birth.</p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>

<p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).' </p>

<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.</p>
</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to Headquarters, U.S. European Command, Attn: ECJ2-SSO, Unit 30400, APO AE 09131-0400.</p>

<p>Individuals should provide their full name (and any alias and/or alternate names used), SSN or foreign ID, and date and place of birth.</p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside the United States: 'I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature).'</p>

<p>If executed within the United States, its territories, possessions, or commonwealths: 'I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature).' </p>

<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf.</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The USEUCOM rules for accessing records, for contesting and appealing initial agency determinations may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information contained in this system is derived from the Joint Personnel Adjudication System (JPAS); Scattered Castles Database; the Office of Personnel Management’s Electronic Questionnaire Investigation Portal (eQIP); records maintained by the DoD adjudicative agencies; and records maintained by security managers, special security officers, or other officials requesting and/or sponsoring the security eligibility determination for the individual.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.</p></xhtmlContent></subsection></section>


<section id="FSTRATCOM 01" toc="yes">
<systemNumber>FSTRATCOM 01</systemNumber>
<subsection type="systemName">Command Data Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>United States Strategic Command, Command Protocol, 901 SAC Blvd., Suite 2A9, Offutt AFB, NE 68113.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current USSTRATCOM active duty leadership, former USSTRATCOM leadership and notable civilians in the local area, state government officials, US government leadership for Nebraska, Offutt AFB (55th Wing).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Individuals name, address, status (DoD or Non-DoD), type (military or civilian), service, rank, date of rank, duty title, work address, phone number and email address, food preference/dietary comments, group affiliation (within same database), spouse information, home address (if work address not available), home phone (if work phone not available), home email (if work email not available).
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 301, Departmental Regulations; SI 901-5, Visit and Event Management; AFMAN 33-363, Management of Records; AFI 33-332, Air Force Privacy Program; SI 900-7, Privacy Act Program; and SI 930-1, Records Management Program.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>This system of records will be used to maintain records of military and community distinguished visitors for informational purposes for invitations for official visits, events, or ceremonies.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
</p><p>Any release of information contained in this system of records outside of the DoD will be compatible with purposes for which the information is collected and maintained.
</p><p>To state government, agencies or external organizations in order to provide information for invitations to ceremonies or events that are hosted by them.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Electronic storage media.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Access to records is restricted to those users who have an official need-to-know within the Command Protocol office, and who are properly trained to use the system. As a further security measure, access to the system is controlled by Common Access Card (CAC) according to USSTRATCOM policy governing access to data on Command networks. All users are required to complete Information Assurance and Privacy training. Electronic records are maintained within secured buildings in areas accessible only to persons having an official need-to-know, and who are properly trained and screened. No physical records are maintained for this system.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Cut off on completion of event, hold 5 years, then destroy/delete; or destroy/delete when no longer needed, whichever is later.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>United States Strategic Command, Command Protocol, 901 SAC Blvd., Suite 2A9, Offutt AFB, NE 68113-6000.
</p><p>United States Strategic Command--J636 (CSC), 901 SAC Blvd., Suite 1H10, Offutt AFB, NE 68113-6000.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Command Protocol, United States Strategic Command, 901 SAC Blvd., Suite 2A9, Offutt AFB, NE 68113-6000.
</p><p>For verification purposes, the individual should provide full name and signature.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Command Protocol, United States Strategic Command, 901 SAC Blvd., Suite 2A9, Offutt AFB, NE 68113-6000.
</p><p>For verification purposes, individual should provide full name and signature.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>The USSTRATCOM rules for assessing records, for contesting and appealing initial agency determinations may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>From the individual.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>None.
</p></xhtmlContent></subsection></section>

<section id="FSTRATCOM 02" toc="yes">
<systemNumber>FSTRATCOM 02</systemNumber>

<subsection type="systemName">Joint Satellite Communications (SATCOM) Management Enterprise (JSME).</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Primary servers: Global SATCOM Support Center (GSSC), Building 1471, Room 210, Peterson Air Force Base, CO 80914-4500. Back-up servers: U.S. Strategic Command (USSTRATCOM), Building 500, Suite BB30, 901 SAC Boulevard, Offutt Air Force Base, NE 68113-6020.</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Active duty, Reserve, and National Guard military members; Government civilians; and contractors with a requirement for system access in order to perform their SATCOM operations and management duties.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Name, rank/title, work phone numbers, work email addresses, and organization.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>Department of Defense (DoD) Instruction 8500.2, Information Assurance Implementation; Chairman of the Joint Chiefs of Staff Instruction 6250.01, Satellite Communications; USSTRATCOM Instruction (SI) 714-01, DoD Gateways (Standardized Tactical Entry Point/Teleport); SI 714-02, SATCOM System Expert (SSE) and Consolidated SSE Responsibilities; SI 714-03, SATCOM Support Center Management; SI 714-04, Consolidated SATCOM Management Policies and Procedures; and SI 714-05, SATCOM Electromagnetic Interference (EMI) Resolution Procedures.</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>JSME collects and maintains authorized users and points of contact for account management, internal housekeeping, access control, need-to-know determinations, and operational requirements for satellite communications.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a (b) (3) as follows:
</p><p>The DoD `Blanket Routine Uses' apply to this system.</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Electronic storage media.</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By individual's name or organization.</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Access to the system is only available via the Secret Internet Protocol Router Network (SIPRNet), which requires a login and password for access. Access to PII also requires a system login and password, except to access PII for those individuals designated as customer support points of contact for their organizations. System servers are maintained within secured buildings in areas accessible only to persons having an official need to know and who are properly trained and screened.</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>PERMANENT.  Transfer physical custody of electronic records to the National Archives for pre-accessioning 5 years after cutoff.  Transfer legal custody of electronic records to the National Archives 25 years after cutoff, after declassification review.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>U.S. Strategic Command J663, 901 SAC Boulevard, Suite 3J11, Offutt Air Force Base, NE 68113-6020.</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the JSME Project Manager, U.S. Strategic Command J663, 901 SAC Boulevard, Suite 3J11, Offutt Air Force Base, NE 68113-6020.</p>
<p>For verification purposes, individuals should provide their full name, any details which may assist in locating records, and their signature. In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States:</p>
<p>`I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)'.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:</p>
<p>`I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)'.</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to the JSME Project Manager, U.S. Strategic Command J663, 901 SAC Boulevard, Suite 3J11, Offutt Air Force Base, NE 68113-6020.</p>
<p>For verification purposes, individuals should provide their full name, any details which may assist in locating records, and their signature. In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:
</p><p>If executed outside the United States:</p>
<p>`I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)'.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:</p>
<p>`I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)'.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>Individuals seeking to contest information contained in this system should address written inquiries to the JSME Project Manager, U.S. Strategic Command J663, 901 SAC Boulevard, Suite 3J11, Offutt Air Force Base, NE 68113-6020.</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>From the individual and privileged system users.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), and published in 32 CFR part 806b. For additional information contact the system manager.</p></xhtmlContent></subsection></section>

<section id="ingb1" toc="yes">
<systemNumber>/INGB 001</systemNumber>
<subsection type="systemName">Freedom of Information Act (FOIA) and Privacy Act (PA) Case Files.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>National Guard Bureau (NGB) Office of Information and Privacy (OIP), Office of the Chief Counsel, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Individuals who have requested documents under the provisions of the Freedom of Information Act or Privacy Act from the NGB FOIA Requester Service Center; individuals whose requests and/or records have been processed under the FOIA or PA and referred by other Federal agencies; and attorneys representing individuals submitting such requests.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Original records created or compiled in response to FOIA or PA requests and administrative appeals. Requests include requesters' name, mailing address, FOIA or PA case number, subject of the request, telephone numbers and e-mail addresses. Responses to such requests and administrative appeals include all related memoranda, correspondence, notes and other related or supporting documentation.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 113, Secretary of Defense; 5 U.S.C. 552, Public Information; Agency Rules, Opinions, Orders, Records, and Proceedings; 5 U.S.C. 552a, Records Maintained on Individuals; 32 CFR 329, NGB Privacy Program; DoD 5400.7-R, DoD FOIA Program; DoD 5400.11-R, DoD Privacy Program; and DoDD 5105.77, National Guard Bureau.</p></xhtmlContent></subsection>

<subsection type="purpose"><xhtmlContent>
<p>Information is being collected and maintained for the purpose of processing FOIA and PA requests and administrative appeals; for participating in litigation regarding agency action on such requests and appeals; and for assisting the NGB in carrying out any other responsibilities under the FOIA and PA.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>



<p>The DoD Blanket Routine Uses may apply to this system. </p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage: </p>
<p>Paper records in file folders and electronic storage media.</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Retrieved by name of requester, subject matter, date of request, and FOIA or PA request case number.</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Paper records are maintained in locked file cabinets with access only to officials based on requirements of assigned duties.  Computer databases are restricted to personnel working only within the Office of Information and Privacy that have a need-to know and are accessed with a common access card (CAC).</p></xhtmlContent>
</subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records of requests that are granted are destroyed two years after the date of reply.  Records of requests that are denied in whole or part, no records responses, responses to requesters who do not adequately describe records being sought, or do not state a willingness to pay fees, and records which are appealed or litigated are destroyed six years after final action.</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>

<p>NGB/OIP Office of the Chief Counsel, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to NGB/OIP Office of the Chief Counsel, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p>

<p>Written requests must include a signed declaration and include the first and last name of the individual, the timeframe for which records are being requested and FOIA/PA Case number if possible, and a full mailing address in order to receive a response.</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to NGB/OIP Office of the Chief Counsel, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p>

<p>Written requests must include a signed declaration and include the first and last name of the individual, the timeframe for which records are being requested and FOIA/PA Case number if possible, and a full mailing address in order to receive a response.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>
The NGB rules for accessing records and for contesting contents and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>
Individuals who submit initial requests and administrative appeals pursuant to the FOIA; the agency records searched in the process of responding to such requests and appeals; DoD personnel assigned to handle such requests and appeals; other agencies or entities that have referred to the NGB requests concerning National Guard records or that have consulted with the NGB regarding the handling of particular requests; submitters of records; and information from those that have provided assistance to the NGB in making FOIA and PA access determinations.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>During the course of a FOIA or PA action, exempt materials from other systems of records may, in turn, become part of the case records in this system.  To the extent that copies of exempt records from those other systems of records are entered into this FOIA or PA case record, the NGB hereby claims the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary systems of records which they are a part.</p>

<p>An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c), and (e) and published in 32 CFR part 329.  For additional information contact the system manager.


</p></xhtmlContent></subsection></section>

<section id="ingb2" toc="yes">
<systemNumber>/INGB 002</systemNumber>


<subsection type="systemName">National Guard Bureau Emergency Notification System (NGB ENS).
</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>National Guard installations and activities.  Official mailing addresses may be obtained from the system manager by writing to National Guard Bureau, Domestic Operations and Force Development, Arlington Hall Station 1, 111 South George Mason Drive, Arlington, VA 22204-1382.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Military members serving in the National Guard as well as active duty military or reservists from any service branch that are  working at National Guard installations and activities, DoD Civilians, government contractors, interns, volunteers, foreign nationals, and employees of the various states, territories, and the District Of Columbia working at National Guard installations and activities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, duty phone, duty e-mail address, personal phone number (home/cellular), personal e-mail address, and emergency contact phone number. </p>
</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 10502, Chief, National Guard Bureau; DoDD 3020.26, Department of Defense Continuity Programs; and DoDI 3020.42, Defense Continuity Plan Development.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>Establish data repositories at National Guard installations and activities to facilitate notification messages and alerts to assigned agency personnel, when deemed necessary by leadership.  
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records contained therein may specifically be disclosed outside the (DoD) as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses may apply to this system.</p>

</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage: </p>
<p>Electronic storage media.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By individual's full name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Information is stored on-site behind locked doors to controlled rooms.  Administrators are required to have administrative credentials to access the system for maintenance.  Location has security alarms and 24 hour security on premises.  Access to personal information is restricted to those who require the records in the performance of their official duties.  They must have a Government Common Access Card (CAC) and associated Personal Identification Number (PIN) in addition to user identification and password for system access.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (treat records as permanent until the National Archives and Records Administration have approved the retention and disposition schedule).
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>National Guard Bureau Domestic Operations and Force Development, Arlington Hall Station 1, 111 South George Mason Drive, Arlington, VA 22204-1382.  </p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to National Guard Bureau Domestic Operations and Force Development, Arlington Hall Station 1, 111 South George Mason Drive, Arlington, VA 22204-1382.  </p>

<p>Written requests must be signed and include individual's full name, unit where they are/were assigned, and full mailing address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system should address written inquiries to National Guard Bureau Domestic Operations and Force Development, Arlington Hall Station 1, 111 South George Mason Drive, Arlington, VA 22204-1382.  </p>

<p>Written requests must be signed and include individual's full name, unit where they were/are assigned, and mailing address.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The National Guard Bureau rules for accessing records, and for contesting contents and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information is obtained from the active directory network user account and directly from the individuals.

</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>

<section id="ingb4" toc="yes">
<systemNumber>/INGB 004</systemNumber>
<subsection type="systemName">Joint Services Support System (JSS.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Datacenter located at 801 Industrial Boulevard, Suite #200, Grapevine, Texas 76051-8635. </p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Current and former members of the Federally Recognized Air and Army National Guards of the United States, current and former members of the United States Armed Forces, current and former members of the Reserve Components of the United States Armed Forces, family members of current and former members of the National Guard, Armed Forces, and Armed Forces Reserve, Department of Defense civilian employees and contractors, and volunteers. </p>

</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Service affiliation, name, DoD ID Number, date of birth, personal and business phone number, business email address, entitlement and eligibility information, activation and mobilization dates, unit name and address, employment information (type of employment, dates of employment), employer information (past and current employer name address and phone number).</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 10502, Chief, National Guard Bureau; 38 U.S.C. 4301-4335, Employment and Reemployment Rights of Members of the Uniformed Services; 10 U.S.C. 10145, Ready Reserve: placement in; 10 U.S.C. 12302, Ready Reserve; Public Law 110-181, Section 582, Yellow Ribbon Integration; 20 CFR Part 1002, Regulations Under the Uniformed Services Employment and Reemployment Rights Act of 1994; DoD Instruction 1342.28, DoD Yellow Ribbon Reintegration Program (YRRP); DoD Manual 7730.54-M, Vol.2, Reserve Components Common Personnel Data System (RCCPDS): Personnel Reports, and DoD Manual 7730.54 Vol. 1, and Reserve Components Common Personnel Data System (RCCPDS): Reporting Procedures.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The National Guard Bureau is proposing to add a new system of records that will be a centralized, web-based portal that manages, for the Yellow Ribbon Reintegration Program (YRRP), the entire event life cycle – to include, planning, conducting and reporting, for events held nationwide, for Service members and their families.  In addition to YRRP, JSS also aims to support program management activities/events for other currently participating programs, such as the Family Program, Employer Support Program, Financial Management Awareness Program, Sexual Assault Response and Prevention Program, Psychological Health Program and Warrior Support program, as well as future Guard and Reserve programs supporting the National Guard Bureau (NGB), Manpower and Personnel Directorate.  JSS will also support the collection and storage of Civilian Employer Information (CE) from Service members to fulfill the Uniformed Services Employment and Reemployment Rights Act (USERRA) mandate.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:</p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the National Guard Bureau compilation of system of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Electronic storage media.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>By DoD ID Number, date of birth and last name, or by name only, depending on the category of individual. </p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Data center access is limited to only data center technicians and the center uses biometric scanning for controlled data center access.  The data center also has security camera monitoring and 24-hour onsite staff providing additional protection against unauthorized entry.  All employees are trained on documented information security and privacy procedures.  Access to confidential information is restricted to authorized personnel only according to documented processes.  Systems access is logged and tracked for auditing purposes.  Secure document-destruction policies are in place for all sensitive information and change-management procedures are fully documented.  In addition, there is an independently audited disaster recovery and business continuity of operations plan in place. </p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule for the National Guard Bureau all records will be treated as permanent).</p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>National Guard Bureau (NGB), Manpower and Personnel Directorate (J1), 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373. </p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals who wish to inquire whether this system of records contains information about themselves should address written inquiries to National Guard Bureau (NGB), Manpower and Personnel Directorate (J1), Joint Support Personnel System; 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p>

<p>Written requests must include the individual’s DoD ID number or their name and date of birth, and full mailing address to receive a response.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format: 

If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’. 

If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.</p>
</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking to access information about themselves in this system should address written inquiries to National Guard Bureau (NGB), Manpower and Personnel Directorate (J1), 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373</p>

<p>Written requests must include the individual’s DoD ID number or their name and date of birth, as well as full mailing address to receive a response.</p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>
<p>If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.</p>
<p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.</p>
</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The National Guard Bureau rules for accessing records and for contesting contents and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information is collected directly from the individual when registering as a user or registering to attend an event or reporting their civilian employer information.  Defense Manpower Data Center (DMDC) also provides additional information about Service members (only), to validate the information collected directly from the Defense Eligibility and Enrollment Reporting System (DEERS) and provide eligibility information to the programs providing the services.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>

    <section id="ingb005" toc="yes">
        <systemNumber>/INGB 005</systemNumber>

        <subsection type="systemName">
            Special Investigation Reports and Files
                      </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>National Guard Bureau (NGB), Office of the Chief Counsel (JA), Office of Complex Investigations (OCI), AHS-Bldg 2, Suite T319B, 111 South George Mason Drive, Arlington, VA 22204-1373.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>
                    Current and former civilian, military, or contract personnel and members of the public who make allegations or reports that are investigated by the NGB OCI, the subjects of such investigation and relevant witnesses to such an investigation.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>
                    Investigative files and reports to include assigned investigation number, date of investigation, request from State Adjutant General to conduct an investigation, documented findings and conclusions, an executive summary, witness statements, results from witness interviews, including name, home/work address and contact information, and other Personally Identifiable Information that a witness may provide during an interview, but is not routinely collected or used to retrieve information; audio or video recorded interviews and interview summations; supporting documentation and evidence gathered while conducting the investigation; investigative reports of Federal, state, and local law enforcement agencies; local command investigations; general correspondence; legal research and memoranda; personnel and medical records; case tracking programs and files; and forms to comply with the DoD Sexual Assault Prevention and Response Program; information regarding actions taken by commands after receipt of an OCI Report of Investigation (ROI), including disciplinary actions and other actions taken in response to an ROI; information concerning allegations of reprisal or retaliation for making a complaint of sexual assault, or participating in investigations of sexual assault; information pertaining to retaliation or reprisal for making any other type of complaint or cooperating with an OCI investigation.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>10 U.S.C. 10502, Chief of the NGB; 10 U.S.C. 10503, Functions of the NGB; DoD Directive 5105.77, NGB; DoD Directive 6495.01, Sexual Assault Prevention and Response (SAPR) Program; DoD Instruction 6495.02, Sexual Assault Prevention and Response Program Procedures; Chief NGB Instruction 0400.01, Chief, NGB Office of Complex Administrative Investigations; Chief NGB Manual 0400.01, Chief, NGB Office of Complex Administrative Investigations; and E.O. 9397 (SSN), as amended.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>
                    Information is being collected and maintained for the purpose of conducting investigations on allegations of sexual assault, fraud, or other complex incidents involving National Guard forces when requested by an Adjutant General of a State, Territory, or the District of Columbia or by other appropriate authority and approved in accordance with Chief of the NGB authorities and policy.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>
                    In addition to those disclosures generally permitted under the Privacy Act (5 U.S.C. 552a(b)) the records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
                </p>
                    <p>Records may be disclosed to state officials in the state or states that requested the investigation be conducted or which have any criminal or administrative jurisdiction over individuals impacted by the investigation.</p>
                    <p>To Federal, state, local agency or an individual or organization, if there is reason to believe that such agency, individual or organization possesses information relating to the investigation and the disclosure is reasonably necessary to elicit such information or to obtain the cooperation of a witness or an informant.</p>
                    <p>To attorney or other professional or job-specific licensing, accreditation, and/or disciplinary authorities as required to support relevant investigations and proceedings</p>
                    <p>Any release of information contained in this system of records outside of DoD will be compatible with the purposes for which the information is being collected and maintained.</p>
                    <p>The DoD Blanket Routine Uses set forth at the beginning of the NGB’s compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
                    
                    </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>
                    Paper records and electronic storage media.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>
                    Retrieved by individual’s name and/or investigation number.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>
                    Paper and electronic records are maintained in security-controlled areas accessible only to authorized persons with a need to know in the performance of official duties.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>
                    Records are pending a disposition from the National Archives and Records Administration (NARA).  Records will be treated as permanent until NARA approves a retention and disposition of these records.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>
                    NGB/JA-OCI, AHS-Bldg 2, Suite T319B, 111 South George Mason Drive, Arlington, VA 22204-1373.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>
                    Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to NGB/JA-OIP Attn: OCI PA Request, AHS-Bldg 2, Suite T319B, 111 South George Mason Drive, Arlington, VA 22204-1373.
                </p>
                    <p>Written requests must include the requester’s name and full mailing address they want the response sent to along with as much detail as known regarding the following: the investigation number, approximate date of the investigation, and name of state or State Adjutant General that requested the investigation.</p>
                    <p>
                        In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

                        If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.

                        If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
                    </p>
                </xhtmlContent>
    </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>
                    Individuals seeking access to information about themselves should address written inquiries to NGB/JA-OIP Attn: OCI PA Request, AHS-Bldg 2, Suite T319B, 111 South George Mason Drive, Arlington, VA 22204-1373.
                </p>
                    <p>Written requests must include the requester’s name and full mailing address they want the response sent to along with as much detail as known regarding the following: the investigation number, approximate date of the investigation, and name of state or State Adjutant General that requested the investigation.</p>
                    <p>
                        In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

                        If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.

                        If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.
                    </p>
                </xhtmlContent>
    </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>
                    The NGB rules for accessing records, and for contesting contents and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>
                    Reported perpetrators/subjects; witnesses; victims; various Department of Defense, federal, state, and local investigative agencies; State National Guard offices; any other individual or organization that supplies pertinent information.
                </p>
                </xhtmlContent>
    </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>
                    Parts of this system may be exempt pursuant to 5 U.S.C. 552a(k)(2); provided, however, if any individual is denied any right, privilege, or benefit that he would otherwise be entitled by Federal law, or for which he would otherwise be eligible, as a result of the maintenance of such material, such material shall be provided to such individual, except to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of this section [September 27, 1975], under an implied promise that the identity of the source would be held in confidence.
                </p>
                    <p>
                        An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3),(c), and (e) and published in 32 CFR Part 329.  For additional information contact the system manager or the NGB Privacy Office.
                    </p>
                </xhtmlContent>
    </subsection>
    </section>




    <section id="ingb9" toc="yes">
<systemNumber>/INGB 009</systemNumber>
<subsection type="systemName">National Guard Family Program Volunteers.</subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>National Guard Bureau (NGB) Family Program, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA 22204-1373.</p>

</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Any individual that volunteers to participate in the National Guard Family Program.</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Individual's name, mailing address, email address, telephone numbers, DoD ID Number, date of birth, gender, qualifications/skills, interests, program surveys, recommendation letters, volunteer awards, volunteer hours, volunteer services provided, start and completion date of volunteer service, volunteer training and incidental reimbursement expenses, sponsor name, background suitability check determination and completion date, employment and education information.</p>

<p>For individuals under the age of 18 the following additional data may be in the record: parental consent letter, report card, medication dispensation permission, health history including allergies, dietary restrictions, emergency contact information, signatures authorizing program/training participation and emergency treatment.</p>

<p><i>Note:</i>  This system of records contains individually identifiable health information.  The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information.  DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.</p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>10 U.S.C. 10502, Chief of the National Guard Bureau: appointment; adviser on National Guard matters; grade; succession; 10 U.S.C. 10503, Functions of National Guard Bureau: charter; 10 U.S.C. 1588, Authority to accept certain voluntary services; DoDD 5105.77, National Guard Bureau (NGB); DoD Instruction 1100.21, Voluntary Services in the Department of Defense; and National Guard Regulation 600-12/Air National Guard Instruction 36-3009, National Guard Family Program.</p>

</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>To document and manage volunteer activities including recruitment, training, recognition and support for eligible individuals who donate their services to the National Guard Family Program.</p>

</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>

<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the National Guard Bureau"s compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: <i>http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx</i></p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>

<p>Storage:</p>
<p>Paper files and electronic storage media.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by the full name of volunteer in Joint Service Support (JSS). </p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are maintained in monitored or controlled areas accessible only to authorized personnel.  Electronic records are protected by software programs that are password protected or restricted from access through use of the Common Access Card (CAC) by National Guard personnel that have a need-to-know in the performance of their official duties.</p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (treat as permanent until the National Archives and Records Administration has approved the retention and disposal schedule).</p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>National Guard Bureau (NGB) Family Program, 111 South George Mason Drive, Arlington Hall 2, Arlington, VA 22204-1373.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to National Guard Bureau (NGB), Manpower and Personnel Directorate (J1), Family Programs; 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p>

<p>Written requests must include the individual"s DoD ID number or their name and date of birth, and full mailing address to receive a response.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)".</p>

<p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".</p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to information about themselves contained in this system of records should address written inquiries to National Guard Bureau (NGB), Manpower and Personnel Directorate (J1), Family Programs; 111 South George Mason Drive, Arlington Hall 2, Arlington, VA  22204-1373.</p>

<p>Written requests must include the individual"s DoD ID number or their name and date of birth, and full mailing address to receive a response.</p>

<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:</p>

<p>If executed outside the United States: `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)". 
</p>
<p>If executed within the United States, its territories, possessions, or commonwealths: `I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)".</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The National Guard Bureau"s rules for accessing records, and for contesting contents, and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.</p>

</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information is collected directly from the individual when registering as a volunteer.</p>
</xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section>
<section id="ingb13" toc="yes">
<systemNumber>/INGB 013</systemNumber>
<subsection type="systemName">LeaveLog.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p> National Guard Bureau, Human Resources Manpower, 111 South George Mason Drive, Arlington, Virginia, 22204-1382.</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p> National Guard Service Members in an active duty status based on an individual order for active duty status.  This includes Army National Guard and Air National Guard service members.</p>
</xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Full name, military rank, organization, type of leave, leave start and stop dates, address while on leave, phone number while on leave, leave balance, email address, and Social Security Number (SSN). </p>

</xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>10 U.S.C. 10502, Chief, National Guard Bureau; Army Regulation 600-8-10, Leaves and Passes; Air Force Instruction 36-3003, Military Leave Program; and E.O. 9397 (SSN), as amended.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The system matches information for each user to access their military pay account.  Once validated, the information collected is used to automate the submission of leave requests, approval and/or disapproval of leave, and submission of leave transactions to military pay systems. </p>
</xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: </p>

<p>The DoD Blanket Routine Uses set forth at the beginning of the National Guard Bureau"s compilation of systems of records notices may apply to this system.  The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices">
    <xhtmlContent>
        <p>Storage:</p>
        <p>All records are electronic and are stored in a database with encryption for data at rest.</p>
    </xhtmlContent>
</subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved using the SSN, first and last name of the individual, or the organization to which the individual belongs.</p>

</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>Records are protected from unauthorized disclosure by storage in areas accessible only to authorized personnel within buildings secured by locks or guards.  Access to data by the users is restricted by the web application itself and limited by user identification or authentication.  User roles define user privileges and functions within the application.  In order to access the system, users must have a DoD Common Access Card (CAC) which contains a digital certificate and validates their identity. </p>

</xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Disposition pending (treat records as permanent until the National Archives and Records Administration has approved the retention and disposition schedule. </p>

</xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>National Guard Bureau, Human Resources Manpower, 111 South George Mason Drive (2 East), Arlington, VA 22204-1382.</p>

</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether information about themselves is contained in this system can write to the 
National Guard Bureau, Human Capital Management Office, 111 South George Mason Drive (2 East), Arlington, VA 22204-1382.</p>

<p>Written requests must include his or her full name, period of duty, and full mailing address in order to receive a response.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format: 
</p>
<p>If executed outside the United States:  `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature)". </p>

<p>If executed within the United States, its territories, possessions, or commonwealths:  </p>
<p>`I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)".</p>

</xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Individuals seeking access to records about themselves contained in this system can write to the National Guard Bureau, Human Capital Management Office, 111 South George Mason Drive (2 East), Arlington, VA 22204-1382.</p>
<p>Written requests must include his or her full name, period of duty, and full mailing address in order to receive a response.</p>
<p>In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format: 
</p>
<p>If executed outside the United States:  `I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.  Executed on (date).  (Signature)". 
</p>
<p>If executed within the United States, its territories, possessions, or commonwealths:  </p>
<p>`I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct.  Executed on (date).  (Signature)".</p>

</xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>The National Guard Bureau rules for accessing records, for contesting contents, and appealing initial agency determinations are published at 32 CFR Part 329 or may be obtained from the system manager.</p>
</xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p> Information is obtained from the individual, the Defense Joint Military Pay System " Active Component (DJMS-AC), and the Defense Joint Military Pay System " Reserve Component (DJMS-RC).
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection></section> 

<regulations id="reg1" toc="yes">
<regulationsTitle number="32">
<heading> National Defense </heading>
<regulationsChapter number="I">
<heading> Office of the Secretary of Defense </heading>
<regulationsPart number="310">
<heading>DOD PRIVACY PROGRAM </heading>
    <xhtmlContent>
<p><b>Subpart A--DoD Policy </b></p>
<p>Sec.
</p>
<p>310.1 Reissuance.
</p>
<p>310.2 Purpose.
</p>
<p>310.3 Applicability and scope.
</p>
<p>310.4 Definitions.
</p>
<p>310.5 Policy.
</p>
<p>310.6 Responsibilities.
</p>
<p>310.7 [Reserved]
</p>
<p>310.8 Rules of conduct.
</p>
<p>310.9 Privacy boards and office, composition and responsibilities.</p>
<p><b>Subpart B--Systems of Records 
</b></p>
<p>310.10 General.
</p>
<p>310.11 Standards of accuracy.
</p>
<p>310.12 Government contractors.
</p>
<p>310.13 Safeguarding personal information.
</p>
        <p>310.14 Notification when information is lost, stolen, or compromised.</p>
<p><b>Subpart C--Collecting Personal Information 
</b></p>
<p>310.15 General considerations.
</p>
<p>310.16 Forms.
</p><p><b>Subpart D--Access by Individuals 
</b></p>
<p>310.17 Individual access to personal information.
</p>
<p>310.18 Denial of individual access.
</p>
<p>310.19 Amendment of records.
</p>
<p>310.20 Reproduction fees.
</p><p>
        <b>
            Subpart E--Disclosure of Personal Information to Other Agencies and Third Parties
        </b>
    </p>
<p>310.21 Conditions of disclosure.
</p>
<p>310.22 Non-consensual conditions of disclosure.
</p>
<p>310.23 Disclosures to commercial enterprises.
</p>
<p>310.24 Disclosures to the public from medical records.
</p>
<p>310.25 Disclosure accounting.
</p><p><b>Subpart F--Exemptions 
</b></p>
<p>310.26 Use and establishment of exemptions.
</p>
<p>310.27 Access exemption.
</p>
<p>310.28 General exemption.
</p>
<p>310.29 Specific exemptions.</p>
 <p>310.30 DoD-wide exemptions.
       
</p><p><b>Subpart G--Publication Requirements 
</b></p>
<p>310.31 Federal Register publication.
</p>
<p>310.32 Exemption rules.
</p>
<p>310.33 System notices.
</p>
<p>310.34 New and altered record systems.
</p>
<p>310.35 Amendment and deletion of system notices.
</p><p><b>Subpart H--Training Requirements 
</b></p>
<p>310.36 Statutory training requirements.
</p>
<p>310.37 OMB training guidelines.
</p>
<p>310.38 DoD training programs.
</p>
<p>310.39 Training methodology and procedures.
</p>
<p>310.40 Funding for training.
</p><p><b>Subpart I--Reports 
</b></p>
<p>310.41 Requirement for reports.
</p>
<p>310.42 Suspense for submission of reports.
</p>
<p>310.43 Reports control symbol.
</p><p>
        <b>
            Subpart J--Inspections
        </b>
    </p>
<p>310.44 Privacy Act inspections.
</p>
<p>310.45 Inspection reporting.
</p><p><b>Subpart K--Privacy Act Violations 
</b></p>
<p>310.46 Administrative remedies.
</p>
<p>310.47 Civil actions.
</p>
<p>310.48 Civil remedies.
</p>
<p>310.49 Criminal penalties.
</p>
<p>310.50 Litigation status sheet.
</p>
<p>310.51 Lost, stolen, or compromised information.
</p><p><b>Subpart L--Computer Matching Program Procedures 
</b></p>
<p>310.52 General.
</p>
<p>310.53 Computer matching publication and review requirements.
</p>
<p>310.54 Computer matching agreements (CMAs).
</p>
<p><b>Appendix A to Part 310--Safeguarding Personally Identifiable Information (PII)
</b></p>
<p><b>Appendix B to Part 310--Sample Notification Letter 
</b></p>
<p><b>Appendix C to Part 310--DoD Blanket Routine Uses 
</b></p>
<p><b>Appendix D to Part 310--Provisions of the Privacy Act From Which a General or Specific Exemption May Be Claimed 
</b></p>
<p><b>Appendix E to Part 310--Sample of New or Altered System of Records Notice in <i>Federal Register</i> Format</b>
</p>
<p><b>Appendix F to Part 310--Format for New or Altered System Report 
</b></p>
<p><b>Appendix G to Part 310--Sample Amendments or Deletions to System Notices in <i>Federal Register</i> Format 
</b></p>
<p><b>Appendix H to Part 310--Litigation Status Sheet
</b></p>
<p><b>Authority:</b> 5 U.S.C. 552a.
</p>
<p><b>Source:</b> 72 FR 18758, Apr. 13, 2007, unless otherwise noted.
</p><p>
        <b>
            Subpart A--DoD Policy
        </b>
    </p>
<p><b>&#167; 310.1
 Reissuance.
</b></p>
<p>This part consolidates into a single location (32 CFR part 310) Department of Defense (DoD) policies and procedures for implementing the Privacy Act of 1974, as amended (5 U.S.C. 552a) by authorizing the development, publication and maintenance of the DoD Privacy Program set forth by DoD Directive 5400.11 &#185;  and 5400.11-R, &#178; both entitled: "DoD Privacy Program." 
</p>
<p>&#185;Copies may be obtained at <i>http://www.dtic.mil/whs/directives.</i>
</p>
        <p>&#178;See footnote 1 to &#167; 310.1.</p>
<p><b>&#167; 310.2
 Purpose.
</b></p>
<p>This part:
</p>
<p>(a) Updates the established policies and assigned responsibilities of the DoD Privacy Program pursuant to 5 U.S.C. 552a (also known and referred to in this part as "The Privacy Act") and Office of Management and Budget (OMB) Circular No. A-130.
</p>
<p>(b) Authorizes the Defense Privacy Board and the Defense Data Integrity Board.
</p>
<p>(c) Prescribes uniform procedures for implementation of and compliance with the DoD Privacy Program.
</p>
<p>(d) Delegates authorities and responsibilities for the effective administration of the DoD Privacy Program.
</p>
<p>[80 FR 4207, Jan. 27, 2015]
</p>
<p><b>&#167; 310.3
 Applicability and scope.
</b></p>
<p>(a) This part applies to the Office of the Secretary of Defense (OSD), the Military Departments, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other organizational entities within the DoD (referred to collectively in this part as the "DoD Components").
</p>
<p>(b) For the purposes of subsection (i), "Criminal penalties," of The Privacy Act, any DoD contractor and any employee of such a contractor will be considered to be an employee of DoD when DoD provides by a contract for the operation by or on behalf of DoD of a system of records to accomplish a DoD function. DoD will, consistent with its authority, cause the requirements of section (m) of The Privacy Act to be applied to such systems.
</p>
<p>[80 FR 4207, Jan. 27, 2015]
</p>
<p><b>&#167; 310.4
 Definitions.
</b></p>
<p>The following definitions apply to this part:
</p>
<p><i>Access.</i> The review of a record or a copy of a record or parts thereof in a system of records by any individual.
</p>
<p><i>Agency.</i> For the purposes of disclosing records subject to the Privacy Act among the DoD Components, the Department of Defense is considered a single agency. For all other purposes to include requests for access and amendment, denial of access or amendment, appeals from denials, and record keeping as relating to release of records to non-DoD Agencies, each DoD Component is considered an agency within the meaning of the Privacy Act.
</p>
<p><i>Breach.</i> A loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users and for an other than authorized purpose have access or potential access to personally identifiable information (PII), whether physical or electronic.
</p>
<p><i>Computer matching.</i> The computerized comparison of two or more automated systems of records or a system of records with non-federal records. Manual comparisons are not covered.
</p>
<p><i>Confidential source.</i> A person or organization who has furnished information to the Federal Government under an express promise, if made on or after September 27, 1975, that the person’s or the organization’s identity shall be held in confidence or under an implied promise of such confidentiality if this implied promise was made on or before September 26, 1975.
</p>
<p><i>Disclosure.</i> The information sharing or transfer of any PII from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, government agency, or private entity other than the subject of the record, the subject’s designated agent, or the subject’s legal guardian.
</p>
<p><i>DoD contractor.</i> Any individual or other legal entity that:
</p>
<p>(1) Directly or indirectly (<i>e.g.,</i> through an affiliate) submits offers for or is awarded, or reasonably may be expected to submit offers for or be awarded, a government contract, including a contract for carriage under government or commercial bills of lading, or a subcontract under a government contract; or
</p>
<p>(2) Conducts business, or reasonably may be expected to conduct business, with the federal government as an agent or representative of another contractor.
</p>
<p><i>DoD personnel.</i> Service members and federal civilian employees.
</p>
<p><i>Federal benefit program.</i> A program administered or funded by the Federal Government, or by any agent or State on behalf of the Federal Government, providing cash or in-kind assistance in the form of payments, grants, loans, or loan guarantees to individuals.
</p>
<p><i>Federal personnel.</i> Officers and employees of the Government of the United States, members of the uniformed services (including members of the Reserve Components), individuals entitled to receive immediate or deferred retirement benefits under any retirement program of the United States (including survivor benefits).
</p>
<p><i>Individual.</i> A living person who is a U.S. citizen or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual, except as otherwise provided in this part. Members of the Military Services are "individuals." Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not "individuals" when acting in an entrepreneurial capacity with the DoD, but persons employed by such organizations or entities are "individuals" when acting in a personal capacity (<i>e.g.,</i> security clearances, entitlement to DoD privileges or benefits).
</p>
<p><i>Individual access.</i> Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian.
</p>
<p><i>Information sharing environment.</i> Defined in Public Law 108-458, "The Intelligence Reform and Terrorism Prevention Act of 2004".
</p>
<p><i>Lost, stolen, or compromised information.</i> Actual or possible loss of control, unauthorized disclosure, or unauthorized access of personal information where persons other than authorized users gain access or potential access to such information for an other than authorized purpose where one or more individuals will be adversely affected. Such incidents also are known as breaches.
</p>
<p><i>Maintain.</i> The collection, maintenance, use, or dissemination of records contained in a system of records.
</p>
<p><i>Member of the public.</i> Any individual or party acting in a private capacity to include Federal employees or military personnel.
</p>
<p><i>Mixed system of records.</i> Any system of records that contains information about individuals as defined by the Privacy Act and non-U.S. citizens and/or aliens not lawfully admitted for permanent residence.
</p>
<p><i>Non-Federal agency.</i> Any state or local government, or agency thereof, which receives records contained in a system of records from a source agency for use in a computer matching program.
</p>
<p><i>Official use.</i> Within the context of this part, this term is used when officials and employees of a DoD Component have a demonstrated a need for the record or the information contained therein in the performance of their official duties, subject to DoD 5200.1-R.&#179;
</p>
<p>&#179;See footnote 1 to &#167; 310.1
</p>
<p><i>Personally identifiable information (PII).</i> Information used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, biometric records, home phone numbers, other demographic, personnel, medical, and financial information. PII includes any information that is linked or linkable to a specified individual, alone, or when combined with other personal or identifying information. For purposes of this part, the term PII also includes personal information and information in identifiable form.
</p>
<p><i>Privacy Act request.</i> A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records.
</p>
<p><i>Protected health information (PHI).</i> Defined in DoD 6025.18-R, "DoD Health Information Privacy Regulation" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/602518r.pdf</i>).
</p>
<p><i>Recipient agency.</i> Any agency, or contractor thereof, receiving records contained in a system of records from a source agency for use in a computer matching program.
</p>
<p><i>Record.</i> Any item, collection, or grouping of information in any media (<i>e.g.,</i> paper, electronic), about an individual that is maintained by a DoD Component, including, but not limited to, education, financial transactions, medical history, criminal or employment history, and that contains the name, or identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint, a voice print, or a photograph.
</p>
<p><i>Risk assessment.</i> An analysis considering information sensitivity, vulnerabilities, and cost in safeguarding personal information processed or stored in the facility or activity.
</p>
<p><i>Routine use.</i> The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved.
</p>
<p><i>Source agency.</i> Any agency which discloses records contained in a system of records to be used in a computer matching program, or any state or local government, or agency thereof, which discloses records to be used in a computer matching program.
</p>
<p><i>Statistical record.</i> A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals.
</p>
<p><i>System of records.</i> A group of records under the control of a DoD Component from which PII is retrieved by the individual’s name or by some identifying number, symbol, or other identifying particular uniquely assigned to an individual.
</p>
<p><i>System of records notice (SORN).</i> A notice published in the <i>Federal Register</i> that constitutes official notification to the public of the existence of a system of records.
</p>
<p>[80 FR 4207, Jan. 27, 2015]
</p>
<p><b>&#167; 310.5
 Policy.
</b></p>
<p>It is DoD policy that:
</p>
<p>(a) An individual’s privacy is a fundamental legal right that must be respected and protected.
</p>
<p>(1) The DoD’s need to collect, use, maintain, or disseminate (also known and referred to in this part as "maintain") PII about individuals for purposes of discharging its statutory responsibilities will be balanced against their right to be protected against unwarranted privacy invasions.
</p>
<p>(2) The DoD protects individuals’ rights, consistent with federal laws, regulations, and policies, when maintaining their PII.
</p>
<p>(3) DoD personnel and DoD contractors have an affirmative responsibility to protect an individual’s privacy when maintaining his or her PII.
</p>
<p>(4) Consistent with section 1016(d) of Public Law 108-458 and section 1 of Executive Order 13388, "Further Strengthening the Sharing of Terrorism Information to Protect Americans", the DoD will protect information privacy and provide other protections relating to civil liberties and legal rights in the development and use of the information sharing environment.
</p>
<p>(b) The DoD establishes rules of conduct for DoD personnel and DoD contractors involved in the design, development, operation, or maintenance of any system of records. DoD personnel and DoD contractors will be trained with respect to such rules and the requirements of this section and any other rules and procedures adopted pursuant to this section and the penalties for noncompliance. The DoD Rules of Conduct are established in &#167; 310.8.
</p>
<p>(c) DoD personnel and DoD contractors conduct themselves consistent with the established rules of conduct in &#167; 310.8, so that records maintained in a system of records will only be maintained as authorized by 5 U.S.C. 552a and this part.
</p>
<p>(d) DoD legislative, regulatory, or other policy proposals will be evaluated to ensure consistency with the information privacy requirements of this part.
</p>
<p>(e) Pursuant to The Privacy Act, no record will be maintained on how an individual exercises rights guaranteed by the First Amendment to the Constitution of the United States (referred to in this part as "the First Amendment"), except:
</p>
<p>(1) When specifically authorized by statute.
</p>
<p>(2) When expressly authorized by the individual that the record is about.
</p>
<p>(3) When the record is pertinent to and within the scope of an authorized law enforcement activity, including an authorized intelligence or administrative investigation.
</p>
<p>(f) Disclosure of records pertaining to an individual from a system of records is prohibited except with his or her consent or as otherwise authorized by 5 U.S.C. 552a and this part or 32 CFR part 286. When DoD Components make such disclosures, the individual may, to the extent authorized by 5 U.S.C. 552a and this part, obtain a description of such disclosures from the Component concerned.
</p>
<p>(g) Disclosure of records pertaining to personnel of the National Security Agency, the Defense Intelligence Agency, the National Reconnaissance Office, and the National Geospatial-Intelligence Agency is prohibited to the extent authorized by Public Law 86-36, "National Security Agency-Officers and Employees" and 10 U.S.C. 424. Disclosure of records pertaining to personnel of overseas, sensitive, or routinely deployable units is prohibited to the extent authorized by 10 U.S.C. 130b.
</p>
<p>(h) The DoD establishes appropriate administrative, technical, and physical safeguards to ensure the security and confidentiality of records and to protect against any anticipated threats or hazards to their security or integrity that could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual about whom information is maintained.
</p>
<p>(i) Disclosure of PHI will be consistent with DoD 6025.18-R.
</p>
<p>(j) All DoD personnel and DoD contractors will be provided training pursuant to 5 U.S.C. 552a and OMB Circular No. A-130.
</p>
<p>(k) PII collected, used, maintained, or disseminated will be:
</p>
<p>(1) Relevant and necessary to accomplish a lawful DoD purpose required by statute or Executive Order.
</p>
<p>(2) Collected to the greatest extent practicable directly from the individual. He or she will be informed as to why the information is being collected, the authority for collection, how it will be used, whether disclosure is mandatory or voluntary, and the consequences of not providing that information.
</p>
<p>(3) Relevant, timely, complete, and accurate for its intended use.
</p>
<p>(4) Protected using appropriate administrative, technical, and physical safeguards based on the media (<i>e.g.,</i> paper, electronic) involved. Protection will ensure the security of the records and prevent compromise or misuse during maintenance, including working at authorized alternative worksites.
</p>
<p>(l) Individuals are permitted, to the extent authorized by 5 U.S.C. 552a and this part, to:
</p>
<p>(1) Upon request by an individual, gain access to records or to any information pertaining to the individual which is contained in a system of records.
</p>
<p>(2) Obtain a copy of such records, in whole or in part.
</p>
<p>(3) Correct or amend such records once it has been determined that the records are not accurate, relevant, timely, or complete.
</p>
<p>(4) Appeal a denial for a request to access or a request to amend a record.
</p>
<p>(m) Non-U.S. citizens and aliens not lawfully admitted for permanent residence may request access to and amendment of records pertaining to them; however, this part does not create or extend any right pursuant to The Privacy Act to them.
</p>
<p>(n) SORNs and notices of proposed or final rulemaking are published in the <i>Federal Register</i> (FR), and reports are submitted to Congress and OMB, in accordance with 5 U.S.C. 552a, OMB Circular No. A-130, and this part, Volume 1 of DoD Manual 8910.01, "DoD Information Collections Manual: Procedures for DoD Internal Information Collections" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/891001m_vol1.pdf</i>), and DoD Instruction 5545.02, "DoD Policy for Congressional Authorization and Appropriations Reporting Requirements" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/554502p.pdf</i>). Information about an individual maintained in a new system of records will not be collected until the required SORN publication and review requirements are satisfied.
</p>
<p>(o) All DoD personnel must make reasonable efforts to inform an individual, at their last known address, when any record about him or her is disclosed:
</p>
<p>(1) Due to a compulsory legal process.
</p>
<p>(2) In a manner that will become a matter of public record.
</p>
<p>(p) Individuals must be notified in a timely manner, consistent with the requirements of this part, if there is a breach of their PII.
</p>
<p>(q) At least 30 days prior to disclosure of information pursuant to subparagraph (e)(4)(D) (routine uses) of The Privacy Act, the DoD will publish an FR notice of any new use or intended use of the information in the system, and provide an opportunity for interested people to submit written data, views, or arguments to the agency.
</p>
<p>(r) Computer matching programs between the DoD Components and federal, state, or local governmental agencies are conducted in accordance with the requirements of 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(s) The DoD will publish in the FR notice any establishment or revision of a matching program at least 30 days prior to conducting such program of such establishment or revision if any DoD Component is a recipient agency or a source agency in a matching program with a non-federal agency.
</p>
<p>[80 FR 4208, Jan. 27, 2015]
</p>
<p><b>&#167; 310.6
 Responsibilities.
</b></p>
<p>(a) The Deputy Chief Management Officer of the Department of Defense (DCMO):
</p>
<p>(1) Serves as the Senior Agency Official for Privacy (SAOP) for the DoD. These duties, in accordance with OMB Memorandum M-05-08, "Designation of Senior Agency Officials for Privacy" (available at <i>http://www.whitehouse.gov/sites/default/files/omb/assets/omb/memoranda/fy2005/m05-08.pdf</i>), include:
</p>
<p>(i) Ensuring DoD implementation of information privacy protections, including full compliance with federal laws, regulations, and policies relating to information privacy.
</p>
<p>(ii) Overseeing, coordinating, and facilitating DoD privacy compliance efforts.
</p>
<p>(iii) Ensuring that DoD personnel and DoD contractors receive appropriate training and education programs regarding the information privacy laws, regulations, policies, and procedures governing DoD-specific procedures for handling of PII.
</p>
<p>(2) Provides rules of conduct and policy for, and coordinates and oversees administration of, the DoD Privacy Program to ensure compliance with policies and procedures in 5 U.S.C. 552a and OMB Circular No. A-130.
</p>
<p>(3) Publishes this part and other guidance to ensure timely and uniform implementation of the DoD Privacy Program.
</p>
<p>(4) Serves as the chair of the Defense Privacy Board and the Defense Data Integrity Board.
</p>
<p>(5) As requested, ensures that guidance, assistance, and subject matter expert support are provided to the Combatant Command privacy officers in the implementation and execution of and compliance with the DoD Privacy Program.
</p>
<p>(6) Acts as The Privacy Act Access and Amendment appellate authority for OSD and the Office of the Chairman of the Joint Chiefs of Staff when an individual is denied access to or amendment of records pursuant to The Privacy Act, DoD Directive 5105.53, "Director of Administration and Management (DA&amp;M)" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/510553p.pdf</i>), and Deputy Secretary of Defense Memorandum, "Reorganization of the Office of the Deputy Chief Management Officer."
</p>
<p>(b) Under the authority, direction, and control of the DCMO, through the Director for Oversight and Compliance, the Chief, Defense Privacy and Civil Liberties Division (DPCLD):
</p>
<p>(1) Ensures that laws, policies, procedures, and systems for protecting individual privacy rights are implemented throughout DoD.
</p>
<p>(2) Oversees and provides strategic direction for the DoD Privacy Program.
</p>
<p>(3) Assists the DCMO in performing the responsibilities in paragraphs (a)(1)-(a)(6) of this section.
</p>
<p>(4) Reviews DoD legislative, regulatory, and other policy proposals that contain information on privacy issues relating to how the DoD keeps its PII. These reviews must include any proposed legislation, testimony, and comments having privacy implications in accordance with DoD Directive 5500.01, "Preparing, Processing, and Coordinating Legislation, Executive Orders, Proclamations, Views Letters, and Testimony" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/550001p.pdf</i>).
</p>
<p>(5) Reviews proposed new, altered, and amended systems of records. Submits required SORNs for publication in the FR and, when required, provides advance notification to OMB and Congress consistent with 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(6) Reviews proposed DoD Component privacy exemption rules. Submits the exemption rules for publication in the FR, and submits reports to OMB and Congress consistent with 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(7) Develops, coordinates, and maintains all DoD computer matching agreements. Submits required match notices for publication in the FR and provides advance notification to OMB and Congress consistent with 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(8) Provides guidance, assistance, and support to the DoD Components in their implementation of the DoD Privacy Program to ensure that:
</p>
<p>(i) All requirements developed to maintain PII conform to the DoD Privacy Program standards.
</p>
<p>(ii) Appropriate procedures and safeguards are developed and implemented to protect PII when it is collected, used, maintained, or disseminated in any media.
</p>
<p>(iii) Specific procedures and safeguards are developed and implemented when PII is collected and maintained for research purposes.
</p>
<p>(9) Compiles data in support of the DoD Chief Information Officer (DoD CIO) submission of the Federal Information Security Management Act (FISMA) Privacy Reports, pursuant to OMB Memorandum M-06-15, "Safeguarding Personally Identifiable Information" (available at <i>http://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2006/m-06-15.pdf</i>); the Biennial Matching Activity Report to OMB, in accordance with OMB Circular No. A-130 and this part; the semiannual Section 803 report in accordance with 42 U.S.C. 2000ee and 2000ee-1; and other reports as required.
</p>
<p>(10) Reviews and coordinates on DoD Component privacy program implementation rules to ensure they are in compliance with the DoD-level guidance.
</p>
<p>(11) Provides operational and administrative support to the Defense Privacy Board and the Defense Data Integrity Board.
</p>
<p>(c) The General Counsel of the Department of Defense (GC DoD):
</p>
<p>(1) Provides advice and assistance on all legal matters related to the administration of the DoD Privacy Program.
</p>
<p>(2) Appoints a designee to serve as a member of the Defense Privacy Board and the Defense Data Integrity Board.
</p>
<p>(3) When a DoD Privacy Program group is created, appoints a designee to serve as a member.
</p>
<p>(d) The DoD Component heads:
</p>
<p>(1) Provide adequate funding and personnel to establish and support an effective DoD Privacy Program.
</p>
<p>(2) Establish DoD Component-specific procedures in compliance with this part and publish these procedures as well as rules of conduct in the FR.
</p>
<p>(3) Establish and implement appropriate administrative, physical, and technical safeguards and procedures prescribed in this part and other DoD Privacy Program guidance.
</p>
<p>(4) Ensure Component compliance with supplemental guidance and procedures in accordance with all applicable federal laws, regulations, policies, and procedures.
</p>
<p>(5) Appoint a Component senior official for privacy (CSOP) to support the SAOP in carrying out the SAOP’s duties identified in OMB Memorandum M-05-08.
</p>
<p>(6) Appoint a Component privacy officer to administer the DoD Privacy Program, on behalf of the CSOP.
</p>
<p>(7) Ensure DoD personnel and DoD contractors having primary responsibility for implementing the DoD Privacy Program receive appropriate privacy training. This training must be consistent with the requirements of this part and will address the provisions of 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(8) Ensure that all DoD Component legislative, regulatory, or other policy proposals are evaluated to ensure consistency with the information privacy requirements of this part.
</p>
<p>(9) Assess the impact of technology on the privacy of PII and, when feasible, adopt privacy-enhancing technology to:
</p>
<p>(i) Preserve and protect PII contained in a DoD Component system of records.
</p>
<p>(ii) Audit compliance with the requirements of this part.
</p>
<p>(10) Ensure that officials who have specialized knowledge of the DoD Privacy Program periodically review Component implementation of and compliance with the DoD Privacy Program.
</p>
<p>(11) Submit reports, consistent with the requirements of this part, in accordance with 5 U.S.C. 552a and OMB Circular No. A-130, and as otherwise directed by the Chief, DPCLD.
</p>
<p>(e) In addition to the responsibilities in paragraph (d), the Secretaries of the Military Departments provide program and financial support to the Combatant Commands as identified in DoD Directive 5100.03, "Support to the Headquarters of Combatant and Subordinate Unified Commands" (available at <i>http://www.dtic.mil/whs/directives/corres/pdf/510003p.pdf</i>) to fund, without reimbursement, the administrative and logistic support required by combatant and subordinate unified command headquarters to perform their assigned missions effectively.
</p>
<p>[80 FR 4209, Jan. 27, 2015]
</p>
<p>
    <b>&#167; 310.7[Reserved]</b>
</p>
<p><b>&#167; 310.8
 Rules of conduct.
</b></p>
<p>In accordance with section (e)(9) of The Privacy Act, this section provides DoD rules of conduct for the development, operation, and maintenance of systems of records. DoD personnel and DoD contractor personnel will:
</p>
<p>(a) Take action to ensure that any PII contained in a system of records that they access and use to conduct official business will be protected so that the security and confidentiality of the information is preserved.
</p>
<p>(b) Not disclose any PII contained in any system of records, except as authorized by The Privacy Act, or other applicable statute, Executive order, regulation, or policy. Those willfully making any unlawful or unauthorized disclosure, knowing that disclosure is prohibited, may be subject to criminal penalties and/or administrative sanctions.
</p>
<p>(c) Report any unauthorized disclosures of PII from a system of records to the applicable Privacy point of contact (POC) for the respective DoD Component.
</p>
<p>(d) Report the maintenance of any system of records not authorized by this part to the applicable Privacy POC for the respective DoD Component.
</p>
<p>(e) Minimize the collection of PII to that which is relevant and necessary to accomplish a purpose of the DoD.
</p>
<p>(f) Not maintain records describing how any individual exercises rights guaranteed by the First Amendment, except:
</p>
<p>(1) When specifically authorized by statute.
</p>
<p>(2) When expressly authorized by the individual that the record is about.
</p>
<p>(3) When the record is pertinent to and within the scope of an authorized law enforcement activity, including authorized intelligence or administrative activities.
</p>
<p>(g) Safeguard the privacy of all individuals and the confidentiality of all PII.
</p>
<p>(h) Limit the availability of records containing PII to DoD personnel and DoD contractors who have a need to know in order to perform their duties.
</p>
<p>(i) Prohibit unlawful possession, collection, or disclosure of PII, whether or not it is within a system of records.
</p>
<p>(j) Ensure that all DoD personnel and DoD contractors who either have access to a system of records or develop or supervise procedures for handling records in a system of records are aware of their responsibilities and are properly trained to safeguard PII being maintained under the DoD Privacy Program.
</p>
<p>(k) Prepare any required new, amended, or altered SORN for a given system of records and submit the SORN through their DoD Component Privacy POC to the Chief, DPCLD, for coordination and submission for publication in the FR.
</p>
<p>(l) Not maintain any official files on individuals, which are retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual, also known as a system of records, without first ensuring that a notice has been published in the FR. Any official who willfully maintains a system of records without meeting the publication requirements as prescribed by this part and The Privacy Act may be subject to criminal penalties and/or administrative sanctions.
</p>
<p>(m) Maintain all records in a mixed system of records as if all the records in such a system are subject to The Privacy Act.
</p>
<p>[80 FR 4210, Jan. 27, 2015]
</p>
<p><b>&#167; 310.9
 Privacy boards and office, composition and responsibilities.
</b></p>
<p>(a) <i>The Defense Privacy Board</i>--(1) <i>Membership.</i> The Board consists of:
</p>
<p>(i) <i>Voting members.</i> Representatives designated by the Secretaries of the Military Departments and the following officials or their designees:
</p>
<p>(A) The DCMO, who serves as the chair.
</p>
<p>(B) The Chief, DPCLD, who serves as the Executive Secretary and as a member.
</p>
<p>(C) The Under Secretary of Defense for Personnel and Readiness.
</p>
<p>(D) The Assistant Secretary of Defense for Health Affairs.
</p>
<p>(E) The DoD CIO.
</p>
<p>(F) The Director, Defense Manpower Data Center.
</p>
<p>(G) The Director, Executive Services Directorate, Washington Headquarters Services (WHS).
</p>
<p>(H) The GC DoD.
</p>
<p>(I) The Chief of the National Guard Bureau.
</p>
<p>(ii) <i>Non-voting members.</i> Non-voting members are the Director, Enterprise Information Technology Services Directorate (EITSD), WHS; and the representatives designated by Defense Agency and DoD Field Activity directors.
</p>
<p>(2) <i>Responsibilities.</i> The Board:
</p>
<p>(i) Serves as the primary DoD policy forum for matters involving the DoD Privacy Program, meeting as necessary to address issues of common concern to ensure that consistent policy is adopted and followed by the DoD Components. The Board issues advisory opinions, as necessary, on the DoD Privacy Program to promote uniform and consistent application of 5 U.S.C. 552a, OMB Circular No. A-130, and this part.
</p>
<p>(ii) Establishes and convenes committees as necessary.
</p>
<p>(iii) Establishes working groups whose membership is composed of DoD Component privacy officers and others as necessary.
</p>
<p>(b) <i>The Defense Data Integrity Board</i>--(1) <i>Membership.</i> The Board consists of:
</p>
<p>(i) The DCMO, who serves as the chair.
</p>
<p>(ii) The Chief, DPCLD, who serves as the Executive Secretary.
</p>
<p>(iii) The representatives designated by the Secretaries of the Military Departments; the DoD CIO; the GC DoD; the Inspector General of the Department of Defense, who is a non-voting advisory member; the Director, EITSD; and the Director, Defense Manpower Data Center.
</p>
<p>(2) <i>Responsibilities.</i> The Board:
</p>
<p>(i) Oversees and coordinates, consistent with the requirements of 5 U.S.C. 552a, OMB Circular No. A-130, and this part, all computer matching agreements involving personal records contained in systems of records maintained by the DoD Components.
</p>
<p>(ii) Reviews and approves all computer matching agreements between the DoD and other federal, state, or local governmental agencies, as well as any memorandums of understanding, when the match is internal to the DoD. This review ensures that, in accordance with 5 U.S.C. 552a, OMB Circular No. A-130, and this part, appropriate procedural and due process requirements are established before engaging in computer matching activities.
</p>
<p>(c) <i>The Defense Privacy Board Legal Committee</i>--(1) <i>Membership.</i> The Committee shall consist of the Director, DPO, DA&amp;M, who shall serve as the Chair and the Executive Secretary; the GC, DoD, or designee; and civilian and/or military counsel from each of the DoD Components. The General Counsels (GCs) and The Judge Advocates General of the Military Departments shall determine who shall provide representation for their respective Department to the Committee. This does not preclude representation from each office. The GCs of the other DoD Components shall provide legal representation to the Committee. Other DoD civilian or military counsel may be appointed by the Executive Secretary, after coordination with the DoD Component concerned, to serve on the Committee on those occasions when specialized knowledge or expertise shall be required.
</p>
<p>(2) <i>Responsibilities.</i> (i) The Committee shall serve as the primary legal forum for addressing and resolving all legal issues arising out of or incident to the operation of the DoD Privacy Program.
</p>
<p>(ii) The Committee shall consider legal questions regarding the applicability of 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R and questions arising out of or as a result of other statutory and regulatory authority, to include the impact of judicial decisions, on the DoD Privacy Program. The Committee shall provide advisory opinions to the Defense Privacy Board and, on request, to the DoD Components.
</p>
<p>(d) <i>The DPO</i>--(1) <i>Membership.</i> It shall consist of a Director and a staff. The Director also shall serve as the Executive Secretary and a member of the Defense Privacy Board; as the Executive Secretary to the Defense Data Integrity Board; and as the Chair and the Executive Secretary to the Defense Privacy Board Legal Committee.
</p>
<p>(2) <i>Responsibilities.</i> (i) Manage activities in support of the Privacy Program oversight responsibilities of the DA&amp;M.
</p>
<p>(ii) Provide operational and administrative support to the Defense Privacy Board, the Defense Data Integrity Board, and the Defense Privacy Board Legal Committee.
</p>
<p>(iii) Direct the day-to-day activities of the DoD Privacy Program.
</p>
<p>(iv) Provide guidance and assistance to the DoD Components in their implementation and execution of the DoD Privacy Program.
</p>
<p>(v) Review DoD legislative, regulatory, and other policy proposals which implicate information privacy issues relating to the Department’s collection, maintenance, use, or dissemination of personal information, to include any testimony and comments having such implications under DoD Directive 5500.1.
</p>
<p>(vi) Review proposed new, altered, and amended systems of records, to include submission of required notices for publication in the <i>Federal Register</i> and, when required, providing advance notification to the OMB and the Congress, consistent with 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R.
</p>
<p>(vii) Review proposed DoD Component privacy rulemaking, to include submission of the rule to the Office of the Federal Register for publication and providing to the OMB and the Congress reports, consistent with 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R.
</p>
<p>(viii) Develop, coordinate, and maintain all DoD computer matching agreements, to include the submission of required match notices for publication in the <i>Federal Register</i> and the provision of advance notification to the OMB and the Congress, consistent with 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R.
</p>
<p>(ix) Provide advice and support to the DoD Components to ensure:
</p>
<p>(A) All information requirements developed to collect or maintain personal data conform to DoD Privacy Program standards;
</p>
<p>(B) Appropriate procedures and safeguards shall be developed, implemented, and maintained to protect personal information when it is stored in either a manual and/or automated system of records or transferred by electronic or non-electronic means; and
</p>
<p>(C) Specific procedures and safeguards shall be developed and implemented when personal data is collected and maintained for research purposes.
</p>
<p>(x) Serve as the principal POC for coordination of privacy and related matters with the OMB and other Federal, State, and local governmental agencies.
</p>
<p>(xi) Compile and submit the "Biennial Matching Activity Report" to the OMB as required by OMB Circular A-130 and DoD 5400.11-R, and the Quarterly and Annual Federal Information Security Management Agency (FISMA) Privacy Reports, as required by 44 U.S.C. 3544(c), such other reports as may be required.
</p>
<p>(xii) Update and maintain this part and DoD 5400.11-R.
</p>
        <p>[72 FR 18758, Apr. 13, 2007, as amended at 80 FR 4211, Jan. 27, 2015]</p>
<p><b>Subpart B--Systems of Records 
</b></p>
<p><b>&#167; 310.10
 General.
</b></p>
<p>(a) <i>System of Records.</i> To be subject to the provisions of this part, a "system of records" must:
</p>
<p>(1) Consist of "records" (as defined in 310.4(r)) that are retrieved by the name of an individual or some other personal identifier; and
</p>
<p>(2) Be under the control of a DoD Component.
</p>
<p>(b) <i>Retrieval practices.</i> (1) Records in a group of records that MAY be retrieved by a name or personal identifier are not covered by this part even if the records contain personal data and are under control of a DoD Component. The records MUST be retrieved by name or other personal identifier to become a system of records for the purpose of this part.
</p>
<p>(i) When records are contained in an automated (Information Technology) system that is capable of being manipulated to retrieve information about an individual, this does not automatically transform the system into a system of records as defined in this part.
</p>
<p>(ii) In determining whether an automated system is a system of records that is subject to this part, retrieval policies and practices shall be evaluated. If DoD Component policy is to retrieve personal information by the name or other unique personal identifier, it is a system of records. If DoD Component policy prohibits retrieval by name or other identifier, but the actual practice of the Component is to retrieve information by name or identifier, even if done infrequently, it is a system of records.
</p>
<p>(2) If records are retrieved by name or personal identifier, a system notice must be submitted in accordance with &#167; 310.33.
</p>
<p>(3) If records are not retrieved by name or personal identifier but then are rearranged in such a manner that they are retrieved by name or personal identifier, a new systems notice must be submitted in accordance with &#167; 310.33.
</p>
<p>(4) If records in a system of records are rearranged so that retrieval is no longer by name or other personal identifier, the records are no longer subject to this part and the system notice for the records shall be deleted in accordance with &#167; 310.34.
</p>
<p>(c) <i>Relevance and necessity.</i> Information or records about an individual shall only be maintained in a system of records that is relevant and necessary to accomplish a DoD Component purpose required by a Federal statute or an Executive Order.
</p>
<p>(d) <i>Authority to establish systems of records.</i> Identify the specific statute or the Executive Order that authorizes maintaining personal information in each system of records. The existence of a statute or Executive Order mandating the maintenance of a system of records does not abrogate the responsibility to ensure that the information in the system of records is relevant and necessary. If a statute or Executive Order does not expressly direct the creation of a system of records, but the establishment of a system of records is necessary in order to discharge the requirements of the statute or Executive Order, the statute or Executive Order shall be cited as authority.
</p>
<p>(e) <i>Exercise of First Amendment rights.</i> (1) Do not maintain any records describing how an individual exercises his or her rights guaranteed by the First Amendment of the U.S. Constitution except when:
</p>
<p>(i) Expressly authorized by Federal statute;
</p>
<p>(ii) Expressly authorized by the individual; or
</p>
<p>(iii) Maintenance of the information is pertinent to and within the scope of an authorized law enforcement activity.
</p>
<p>(2) First Amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition.
</p>
<p>(f) <i>System Manager’s evaluation.</i> (1) Evaluate the information to be included in each new system before establishing the system and evaluate periodically the information contained in each existing system of records for relevancy and necessity. Such a review shall also occur when a system notice alteration or amendment is prepared (see &#167; 310.33 and &#167; 310.34).
</p>
<p>(2) Consider the following:
</p>
<p>(i) The relationship of each item of information retained and collected to the purpose for which the system is maintained;
</p>
<p>(ii) The specific impact on the purpose or mission of not collecting each category of information contained in the system;
</p>
<p>(iii) The possibility of meeting the informational requirements through use of information not individually identifiable or through other techniques, such as sampling;
</p>
<p>(iv) The length of time each item of personal information must be retained;
</p>
<p>(v) The cost of maintaining the information; and
</p>
<p>(vi) The necessity and relevancy of the information to the purpose for which it was collected.
</p>
<p>(g) <i>Discontinued information requirements.</i> (1) Stop collecting immediately any category or item of personal information for which retention is no longer justified. Also delete this information from existing records, when feasible.
</p>
<p>(2) Do not destroy any records that must be retained in accordance with disposal authorizations established under 44 U.S.C. 3303a, Examination by Archivist of Lists and Schedules of Records Lacking Preservation Value; Disposal of Records." 
</p>
<p><b>&#167; 310.11
 Standards of accuracy.
</b></p>
<p>(a) <i>Accuracy of information maintained.</i> Maintain all personal information used or may be used to make any determination about an individual with such accuracy, relevance, timeliness, and completeness as is reasonably necessary to ensure fairness to the individual in making any such determination.
</p>
<p>(b) <i>Accuracy determinations before dissemination.</i> Before disseminating any personal information from a system of records to any person outside the Department of Defense, other than a Federal Agency, make reasonable efforts to ensure the information to be disclosed is accurate, relevant, timely, and complete for the purpose it is being maintained (see &#167; 310.21(d)).
</p>
<p><b>&#167; 310.12
 Government contractors.
</b></p>
<p>(a) <i>Applicability to government contractors.</i> (1) When a DoD Component contract requires the operation or maintenance of a system of records or a portion of a system of records or requires the performance of any activities associated with maintaining a system of records, including the collection, use, and dissemination of records, the record system or the portion of the record system affected are considered to be maintained by the DoD Component and are subject to this part. The Component is responsible for applying the requirements of this part to the contractor. The contractor and its employees are to be considered employees of the DoD Component for purposes of the criminal provisions of 5 U.S.C 552a(i) during the performance of the contract. Consistent with the Federal Acquisition Regulation (FAR), Part 24.1, contracts requiring the maintenance or operation of a system of records or the portion of a system of records shall include in the solicitation and resulting contract such terms as are prescribed by the FAR.
</p>
<p>(2) If the contractor must use, have access to, or disseminate individually identifiable information subject to this part in order to perform any part of a contract, and the information would have been collected, maintained, used, or disseminated by the DoD Component but for the award of the contract, these contractor activities are subject to this part.
</p>
<p>(3) The restriction in paragraphs (a)(1) and (2) of this section do not apply to records:
</p>
<p>(i) Established and maintained to assist in making internal contractor management decisions, such as records maintained by the contractor for use in managing the contract;
</p>
<p>(ii) Maintained as internal contractor employee records even when used in conjunction with providing goods and services to the Department of Defense; or
</p>
<p>(iii) Maintained as training records by an educational organization contracted by a DoD Component to provide training when the records of the contract students are similar to and commingled with training records of other students (for example, admission forms, transcripts, academic counseling and similar records).
</p>
<p>(iv) Maintained by a consumer reporting agency to which records have been disclosed under contract in accordance with the Federal Claims Collection Act of 1966, 31 U.S.C. 3711(e).
</p>
<p>(v) Maintained by the contractor incident to normal business practices and operations.
</p>
<p>(4) The DoD Components shall publish instructions that:
</p>
<p>(i) Furnish DoD Privacy Program guidance to their personnel who solicit, award, or administer Government contracts;
</p>
<p>(ii) Inform prospective contractors of their responsibilities, and provide training as appropriate, regarding the DoD Privacy Program; and
</p>
<p>(iii) Establish an internal system of contractor performance review to ensure compliance with the DoD Privacy Program.
</p>
<p>(b) <i>Contracting procedures.</i> The Defense Acquisition Regulations Council shall develop the specific policies and procedures to be followed when soliciting bids, awarding contracts or administering contracts that are subject to this part.
</p>
<p>(c) <i>Contractor compliance.</i> Through the various contract surveillance programs, ensure contractors comply with the procedures established in accordance with &#167; 310.12(b).
</p>
<p>(d) <i>Disclosure of records to contractors.</i> Disclosure of records contained in a system of records by a DoD Component to a contractor for use in the performance of a DoD contract is considered a disclosure within the Department of Defense (see &#167; 310.21(b)). The contractor is considered the agent of the contracting DoD Component and to be maintaining and receiving the records for that Component.
</p>
<p><b>&#167; 310.13
 Safeguarding personal information.
</b></p>
<p>(a) <i>General responsibilities.</i> DoD Components shall establish appropriate administrative, technical and physical safeguards to ensure that the records in each system of records are protected from unauthorized access, alteration, or disclosure and that their confidentiality is preserved and protected. Records shall be protected against reasonably anticipated threats or hazards that could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual about whom information is kept.
</p>
<p>(b) <i>Minimum standards.</i> (1) Tailor system safeguards to conform to the type of records in the system, the sensitivity of the personal information stored, the storage medium used and, to a degree, the number of records maintained.
</p>
<p>(2) Treat all unclassified records that contain personal information that normally would be withheld from the public under Freedom of Information Exemption Numbers 6 and 7 of 286.12, subpart C of 32 CFR part 286 ("DoD Freedom of Information Act Program") as "For Official Use Only," and safeguard them accordingly, in accordance with DoD 5200.1-R even if they are not actually marked "For Official Use Only."
</p>
<p>(3) Personal information that does not meet the criteria discussed in paragraph (b)(2) of this section shall be accorded protection commensurate with the nature and type of information involved.
</p>
<p>(4) Special administrative, physical, and technical procedures are required to protect data that is stored or processed in an information technology system to protect against threats unique to an automated environment (see appendix A).
</p>
<p>(5) Tailor safeguards specifically to the vulnerabilities of the system.
</p>
<p>(c) <i>Records disposal.</i> (1) Dispose of records containing personal data so as to prevent inadvertent compromise. Disposal methods are those approved by the Component or the National Institute of Standards and Technology. For paper records, disposal methods, such as tearing, burning, melting, chemical decomposition, pulping, pulverizing, shredding, or mutilation are acceptable. For electronic records, and media, disposal methods, such as overwriting, degaussing, disintegration, pulverization, burning, melting, incineration, shredding or sanding, are acceptable.
</p>
<p>(2) Disposal methods are considered adequate if the personal data is rendered unrecognizable or beyond reconstruction.
</p>
<p>
    <b>
        &#167; 310.14
        Notification when information is lost, stolen, or compromised.
    </b>
</p>
<p>(a) If records containing personal information are lost, stolen, or compromised, the potential exists that the records may be used for unlawful purposes, such as identity theft, fraud, stalking, etc. The personal impact on the affected individual may be severe if the records are misused. To assist the individual, the Component shall promptly notify the individual of any loss, theft, or compromise (See also, &#167; 310.50 for reporting of the breach to Senior Component Official for Privacy and the Defense Privacy Office).
</p>
<p>(1) The notification shall be made whenever a breach occurs that involves personal information pertaining to a service member, civilian employee (appropriated or non-appropriated fund), military retiree, family member, DoD contractor, other persons that are affiliated with the Component (e.g., volunteer), and/or any other member of the public on whom information is maintained by the Component or by a contractor on behalf of the Component.
</p>
<p>(2) The notification shall be made as soon as possible, but not later than 10 working days after the loss, theft, or compromise is discovered and the identities of the individuals ascertained.
</p>
<p>(i) The 10 day period begins to run after the Component is able to determine the identities of the individuals whose records were lost.
</p>
<p>(ii) If the Component is only able to identify some but not all of the affected individuals, notification shall be given to those that can be identified with follow-up notifications made to those subsequently identified.
</p>
<p>(iii) If the Component cannot readily identify the affected individuals or will not be able to identify the individuals, the Component shall provide a generalized notice to the potentially impacted population by whatever means the Component believes is most likely to reach the affected individuals.
</p>
<p>(3) When personal information is maintained by a DoD contractor on behalf of the Component, the contractor shall notify the Component immediately upon discovery that a loss, theft or compromise has occurred.
</p>
<p>(i) The Component shall determine whether the Component or the contractor shall make the required notification.
</p>
<p>(ii) If the contractor is to notify the impacted population, it shall submit the notification letters to the Component for review and approval. The Component shall coordinate with the Contractor to ensure the letters meet the requirements of &#167; 310.14.
</p>
<p>(4) Subject to paragraph (a)(2) of this section, the Component shall inform the Deputy Secretary of Defense of the reasons why notice was not provided to the individuals or the affected population within the 10-day period.
</p>
<p>(i) If for good cause (e.g., law enforcement authorities request delayed notification as immediate notification will jeopardize investigative efforts), notice can be delayed, but the delay shall only be for a reasonable period of time. In determining what constitutes a reasonable period of delay, the potential harm to the individual must be weighed against the necessity for delayed notification.
</p>
<p>(ii) The required notification shall be prepared and forwarded to the Senior Component Official for Privacy who shall forward it to the Defense Privacy Office. The Defense Privacy Office, in coordination with the Office of the Under Secretary of Defense for Personnel and Readiness, shall forward the notice to the Deputy Secretary.
</p>
<p>(5) The notice to the individual, at a minimum, shall include the following:
</p>
<p>(i) The individuals shall be advised of what specific data was involved. It is insufficient to simply state that personal information has been lost. Where names, social security numbers, and dates of birth are involved, it is critical that the individual be advised that these data elements potentially have been compromised.
</p>
<p>(ii) The individual shall be informed of the facts and circumstances surrounding the loss, theft, or compromise. The description of the loss should be sufficiently detailed so that the individual clearly understands how the compromise occurred.
</p>
<p>(iii) The individual shall be informed of what protective actions the Component is taking or the individual can take to mitigate against potential future harm. The Component should refer the individual to the Federal Trade Commission’s public Web site on identity theft at <i>http://www.consumer.gov/idtheft/con_steps.htm.</i> The site provides valuable information as to what steps individuals can take to protect themselves if their identities potentially have been or are stolen.
</p>
<p>(iv) A sample notification letter is at appendix B.
</p>
        <p>(b) The notification shall be made whether or not the personal information is contained in a system of records (See &#167; 310.10(a)).</p>
<p><b>Subpart C--Collecting Personal Information 
</b></p>
<p><b>&#167; 310.15
 General considerations.
</b></p>
<p>(a) <i>Collect directly from the individual.</i> Collect to the greatest extent practicable personal information directly from the individual to whom it pertains if the information may result in adverse determination about an individual’s rights, privileges, or benefits under any Federal program.
</p>
<p>(b) <i>Collecting social security numbers (SSNs).</i> (1) It is unlawful for any Federal, State, or local governmental agency to deny an individual any right, benefit, or privilege provided by law because the individual refuses to provide his or her SSN. However, if a Federal statute requires the SSN be furnished or if the SSN is furnished to a DoD Component maintaining a system of records in existence that was established and in operation before January 1, 1975, and the SSN was required under a statute or regulation adopted prior to this date for purposes of verifying the identity of an individual, this restriction does not apply.
</p>
<p>(2) When an individual is requested to provide his or her SSN, he or she must be told:
</p>
<p>(i) What uses will be made of the SSN;
</p>
<p>(ii) The statute, regulation, or rule authorizing the solicitation of the SSN; and
</p>
<p>(iii) Whether providing the SSN is voluntary or mandatory.
</p>
<p>(3) Include in any systems notice for any system of records that contains SSNs a statement indicating the authority for maintaining the SSN.
</p>
<p>(4) E.O. 9397,"Numbering System for Federal Accounts Relating to Individual Persons", November 30, 1943, authorizes solicitation and use of SSNs as a numerical identifier for Federal personnel that are identified in most Federal record systems. However, it does not constitute authority for mandatory disclosure of the SSN.
</p>
<p>(5) Upon entrance into military service or civilian employment with the Department of Defense, individuals are asked to provide their SSNs. The SSN becomes the service or employment number for the individual and is used to establish personnel, financial, medical, and other official records. The notification in paragraph (b)(2) of this section shall be provided the individual when originally soliciting his or her SSN. The notification is not required if an individual is requested to furnish his SSN for identification purposes and the SSN is solely used to verify the SSN that is contained in the records. However, if the SSN is solicited and retained for any purposes other than verifying the existing SSN in the records, the requesting official shall provide the individual the notification required by paragraph (b)(2) of this section.
</p>
<p>(6) Components shall ensure that the SSN is only collected when there is a demonstrated need for collection. If collection is not essential for the purposes for which the record or records are being maintained, it should not be solicited.
</p>
<p>(7) DoD Components shall continually review their use of the SSN to determine whether such use can be eliminated, restricted, or concealed in Component business processes, systems and paper and electronic forms. While use of the SSN may be essential for program integrity and national security when information about an individual is disclosed outside the DoD, it may not be as critical when the information is being used for internal Departmental purposes.
</p>
<p>(c) <i>Collecting personal information from third parties.</i> When information being solicited is of an objective nature and is not subject to being altered, the information should first be collected from the individual. But it may not be practicable to collect personal information first from the individual in all cases. Some examples of this are:
</p>
<p>(1) Verification of information through third-party sources for security or employment suitability determinations;
</p>
<p>(2) Seeking third-party opinions such as supervisor comments as to job knowledge, duty performance, or other opinion-type evaluations;
</p>
<p>(3) When obtaining information first from the individual may impede rather than advance an investigative inquiry into the actions of the individual; and
</p>
<p>(4) Contacting a third party at the request of the individual to furnish certain information such as exact periods of employment, termination dates, copies of records, or similar information.
</p>
<p>(d) <i>Privacy Act Statements.</i> (1) When an individual is requested to furnish personal information about himself or herself for inclusion in a system of records, a Privacy Act Statement is required regardless of the medium used to collect the information (forms, personal interviews, telephonic interviews, or other methods). The Privacy Act Statement consists of the elements set forth in paragraph (d)(2)of this section. The statement enables the individual to make an informed decision whether to provide the information requested. If the personal information solicited is not to be incorporated into a system of records, the statement need not be given. However, personal information obtained without a Privacy Act Statement shall not be incorporated into any system of records. When soliciting SSNs for any purpose, see paragraph (b)(2) of this section.
</p>
<p>(2) The Privacy Act Statement shall include:
</p>
<p>(i) The Federal statute or Executive Order that authorizes collection of the requested information (See &#167; 310.10(d)).
</p>
<p>(ii) The principal purpose or purposes for which the information is to be used;
</p>
<p>(iii) The routine uses that will be made of the information (See &#167; 310.22(d));
</p>
<p>(iv) Whether providing the information is voluntary or mandatory (See paragraph (e) of this section); and
</p>
<p>(v) The effects on the individual if he or she chooses not to provide the requested information.
</p>
<p>(3) The Privacy Act Statement shall be concise, current, and easily understood.
</p>
<p>(4) The Privacy Act statement may appear as a public notice (sign or poster), conspicuously displayed in the area where the information is collected, such as at check-cashing facilities or identification photograph facilities (but see &#167; 310.16(a)).
</p>
<p>(5) The individual normally is not required to sign the Privacy Act Statement.
</p>
<p>(6) The individual shall be provided a written copy of the Privacy Act Statement upon request. This must be done regardless of the method chosen to furnish the initial advisement.
</p>
<p>(e) <i>Mandatory as opposed to voluntary disclosures.</i> Include in the Privacy Act Statement specifically whether furnishing the requested personal data is mandatory or voluntary. A requirement to furnish personal data is mandatory only when the DoD Component is authorized to impose a penalty on the individual for failure to provide the requested information. If a penalty cannot be imposed, disclosing the information is always voluntary.
</p>
<p>
    <b>
        &#167; 310.16
        Forms.
    </b>
</p>
<p>(a) <i>DoD Forms.</i> (1) DoD Instruction 7750.7&#8312; provides guidance for preparing Privacy Act Statements for use with forms (see also paragraph (b) of this section).
</p>
<p>&#8312;See footnote 1 to &#167; 310.1.
</p>
<p>(2) When forms are used to collect personal information, the Privacy Act Statement shall appear as follows (listed in the order of preference):
</p>
<p>(i) In the body of the form, preferably just below the title so that the reader will be advised of the contents of the statement before he or she begins to complete the form;
</p>
<p>(ii) On the reverse side of the form with an appropriate annotation under the title giving its location;
</p>
<p>(iii) On a tear-off sheet attached to the form; or
</p>
<p>(iv) As a separate supplement to the form.
</p>
<p>(b) <i>Forms issued by non-DoD activities.</i> (1) Forms subject to the Privacy Act issued by other Federal Agencies must have a Privacy Act Statement. Always ensure the statement prepared by the originating Agency is adequate for the purpose for which the form shall be used by the DoD activity. If the Privacy Act Statement provided is inadequate, the DoD Component concerned shall prepare a new statement or a supplement to the existing statement before using the form.
</p>
<p>(2) Forms issued by agencies not subject to the Privacy Act (State, municipal, and other local agencies) do not contain Privacy Act Statements. Before using a form prepared by such agencies to collect personal data subject to this part, an appropriate Privacy Act Statement must be added.
</p><p><b>Subpart D--Access by Individuals 
</b></p>
<p><b>&#167; 310.17
 Individual access to personal information.
</b></p>
<p>(a) <i>Individual access.</i> (1) The access provisions of this part are intended for use by individuals who seek access to records about themselves that are maintained in a system of records. Release of personal information to individuals under this part is not considered public release of the information.
</p>
<p>(2) Make available to the individual to whom the record pertains all of the personal information contained in the system of records except where access may be denied pursuant to an exemption claimed for the system (see subpart F to this part). However, when the access provisions of this subpart are not available to the individual due to a claimed exemption, the request shall be processed to provide information that is disclosable pursuant to the DoD Freedom of Information Act program (see 32 CFR, part 286).
</p>
<p>(b) <i>Individual requests for access.</i> Individuals shall address requests for access to personal information in a system of records to the system manager or to the office designated in the DoD Component procedural rules or the system notice.
</p>
<p>(c) <i>Verification of identity.</i> (1) Before granting access to personal data, an individual may be required to provide reasonable proof of his or her identity.
</p>
<p>(2) Identity verification procedures shall not:
</p>
<p>(i) Be so complicated as to discourage unnecessarily individuals from seeking access to information about themselves; or
</p>
<p>(ii) Be required of an individual seeking access to records that normally would be available under the DoD Freedom of Information Act Program (see 32 CFR, part 286).
</p>
<p>(iii) When an individual seeks personal access to records pertaining to themselves in person, proof of identity is normally provided by documents that an individual ordinarily possesses, such as employee and military identification cards, driver’s license, other licenses, permits or passes used for routine identification purposes.
</p>
<p>(iv) When access is requested by mail, identity verification may consist of the individual providing certain minimum identifying data, such as full name, date and place of birth, or such other personal information necessary to locate the record sought and information that is ordinarily only known to the individual. If the information sought is of a sensitive nature, additional identifying data may be required. An unsworn declaration under penalty of perjury (28 U.S.C. 1746, "Unsworn Declaration under Penalty of Perjury") or notarized signatures are acceptable as a means of proving the identity of the individual.
</p>
<p>(A) If an unsworn declaration is executed within the United States, its territories, possessions, or commonwealths, it shall read "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."
</p>
<p>(B) If an unsworn declaration is executed outside the United States, it shall read "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."
</p>
<p>(v) If an individual wishes to be accompanied by a third party when seeking access to his or her records or to have the records released directly to a third party, the individual may be required to furnish a signed access authorization granting the third-party access.
</p>
<p>(vi) An individual shall not be refused access to his or her record solely because he or she refuses to divulge his or her SSN unless the SSN is the only method by which retrieval can be made. (See &#167; 310.15(b).)
</p>
<p>(vii) The individual is not required to explain or justify his or her need for access to any record under this part.
</p>
<p>(viii) Only a denial authority may deny access and the denial must be in writing and contain the information required by 310.18.
</p>
<p>(d) <i>Granting individual access to records.</i> (1) Grant the individual access to the original record or an exact copy of the original record without any changes or deletions, except when deletions have been made in accordance with paragraph (e) of this Section. For the purpose of granting access, a record that has been amended under &#167; 310.19(b)is considered to be the original. See paragraph (e) of this Section for the policy regarding the use of summaries and extracts.
</p>
<p>(2) Provide exact copies of the record when furnishing the individual copies of records under this part.
</p>
<p>(3) Explain in terms understood by the requestor any record or portion of a record that is not clear.
</p>
<p>(e) <i>Illegible, incomplete, or partially exempt records.</i> (1) Do not deny an individual access to a record or a copy of a record solely because the physical condition or format of the record does not make it readily available (for example, deteriorated state or on magnetic tape). Either prepare an extract or recopy the document exactly.
</p>
<p>(2) If a portion of the record contains information that is exempt from access, an extract or summary containing all of the information in the record that is releasable shall be prepared.
</p>
<p>(3) When the physical condition of the record or its state makes it necessary to prepare an extract for release, ensure the extract can be understood by the requester.
</p>
<p>(4) Explain to the requester all deletions or changes to the records.
</p>
<p>(f) <i>Access to medical records.</i> (1) Access to medical records is not only governed by the access provisions of this part but also by the access provisions of DoD 6025.18-R. The Privacy Act, as implemented by this part, however, provides greater access to an individual’s medical record than that authorized by DoD 6025.18-R.
</p>
<p>(2) Medical records in a system of records shall be disclosed to the individual to whom they pertain, even if a minor, but when it is believed that access to such records could have an adverse effect on the mental or physical health of the individual or may result in harm to a third party, the following special procedures apply.
</p>
<p>(i) If a determination is made in consultation with a medical doctor that release of the medical information may be harmful to the mental or physical health of the individual or to a third party, the Component shall:
</p>
<p>(A) Send the record to a physician named by the individual; and
</p>
<p>(B) In the transmittal letter to the physician explain why access by the individual without proper professional supervision could be harmful (unless it is obvious from the record).
</p>
<p>(ii) The Component shall not require the physician to request the records for the individual.
</p>
<p>(3) If the individual refuses or fails to designate a physician, the record shall not be provided. Such refusal of access is not considered a denial under the Privacy Act (see paragraph (a) of &#167; 310.18).
</p>
<p>(4) If records are provided the designated physician, but the physician declines or refuses to provide the records to the individual, the DoD Component is under an affirmative duty to take action to deliver the records to the individual by whatever means deemed appropriate. Such action should be taken expeditiously especially if there has been a significant delay between the time the records were furnished the physician and the decision by the physician not to release the records.
</p>
<p>(5) Access to a minor’s medical records may be granted to his or her parents or legal guardians. However, access is subject to the restrictions as set forth at paragraph C9.7.3 of DoD 6025.18-R.
</p>
<p>(6) All members of the Military Services and all married persons are not considered minors regardless of age, and the parents of these individual do not have access to their medical records without written consent of the individual.
</p>
<p>(g) <i>Access to information compiled in anticipation of civil action (see &#167; 310.27).</i>
</p>
<p>(h) <i>Non-Agency records.</i> (1) Certain documents under the physical control of DoD personnel and used to assist them in performing official functions, are not considered "Agency records" within the meaning of this part. Uncirculated personal notes and records that are not disseminated or circulated to any person or organization (for example, personal telephone lists or memory aids) that are retained or discarded at the author’s discretion and over which the Component exercises no direct control are not considered Agency records. However, if personnel are officially directed or encouraged, either in writing or orally, to maintain such records, they may become "Agency records," and may be subject to this part.
</p>
<p>(2) The personal uncirculated handwritten notes of unit leaders, office supervisors, or military supervisory personnel concerning subordinates are not systems of records within the meaning of this part. Such notes are an extension of the individual’s memory. These notes, however, must be maintained and discarded at the discretion of the individual supervisor and not circulated to others. Any established requirement to maintain such notes (such as, written or oral directives, regulations, or command policy) may transform these notes into "Agency records" and they then must be made a part of a system of records. If the notes are circulated, they must be made a part of a system of records. Any action that gives personal notes the appearance of official Agency records is prohibited, unless the notes have been incorporated into a system of records.
</p>
<p>(i) <i>Relationship between the Privacy Act (5 U.S.C. 552a) and the FOIA (5 U.S.C. 552).</i> Not all requesters are knowledgeable of the appropriate statutory authority to cite when requesting records. In some instances, they may cite neither Act, but will imply one or both Acts. The below guidelines are provided to ensure requesters are given the maximum amount of information as authorized under both statutes. (1) Process requests for individual access as follows:
</p>
<p>(i) If the records are required to be released under the Privacy Act, the FOIA (32 CFR part 286) does not bar release even if a FOIA exemption could be invoked if the request had been processed solely under FOIA. Conversely, if the records are required to be released under the FOIA, the Privacy Act does not bar disclosure.
</p>
<p>(ii) Requesters who seek records about themselves contained in a Privacy Act system of records, and who cite or imply only the Privacy Act, will have their records processed under the provisions of this part and the FOIA (32 CFR part 286). If the system of records is exempt from the access provisions of this part, and if the records, or any portion thereof, are exempt under the FOIA, the requester shall be advised and informed of the appropriate Privacy and FOIA exemption. Only if the records can be denied under both statutes may the Department withhold the records from the individual. Appeals shall be processed under both Acts.
</p>
<p>(iii) Requesters who seek records about themselves that are not contained in a Privacy Act system of records, and who cite or imply only the Privacy Act, will have their requests processed under the provisions of the FOIA (32 CFR part 286), because the access provisions of this part do not apply. Appeals shall be processed under the FOIA.
</p>
<p>(iv) Requesters who seek records about themselves that are contained in a Privacy Act system of records, and who cite or imply the FOIA or both Acts, will have their requests processed under the provisions of this part and the FOIA (32 CFR part 286). If the system of records is exempt from the access provisions of this part, and if the records, or any portion thereof, are exempt under the FOIA, the requester shall be advised and informed of the appropriate Privacy and FOIA exemption. Appeals shall be processed under both Acts.
</p>
<p>(v) Requesters who seek records about themselves that are not contained in a Privacy Act system of records, and who cite or imply the Privacy Act and FOIA, will have their requests processed under the FOIA (32 CFR part 286), because the access provisions of this part do not apply. Appeals shall be processed under the FOIA.
</p>
<p>(2) Do not deny individuals’ access to personal information concerning themselves that would otherwise be releasable to them under either Act solely because they fail to cite or imply either Act or cite the wrong Act or part.
</p>
<p>(3) Explain to the requester which Act(s) was(were) used when granting or denying access under either Act.
</p>
<p>(j) <i>Time limits.</i> DoD Components normally shall acknowledge requests for access within 10 working days after receipt and provide access within 30 working days.
</p>
<p>(k) <i>Privacy case file.</i> Establish a Privacy Act case file when required. (See paragraph (p) of &#167; 310.19.) 
</p>
<p><b>&#167; 310.18
 Denial of individual access.
</b></p>
<p>(a) <i>Denying individual access.</i> (1) An individual may be denied access to a record pertaining to him or her only if the record:
</p>
<p>(i) Was compiled in reasonable anticipation of a civil action or proceeding (see &#167; 310.27).
</p>
<p>(ii) Is in a system of records that has been exempted from the access provisions of this part under one of the permitted exemptions. (See &#167; 310.28 and &#167; 310.29.)
</p>
<p>(iii) Contains classified information that has been exempted from the access provision of this part under the blanket exemption for such material claimed for all DoD records systems. (See &#167; 310.26(c).).
</p>
<p>(iv) Is contained in a system of records for which access may be denied under some other Federal statute that excludes the record from coverage of the Privacy Act (5 U.S.C. 552a).
</p>
<p>(2) Where a basis for denial exists, do not deny the record, or portions of the record, if denial does not serve a legitimate governmental purpose.
</p>
<p>(b) <i>Other reasons to refuse access:</i>
</p>
<p>(1) An individual may be refused access if:
</p>
<p>(i) The record is not described well enough to enable it to be located with a reasonable amount of effort on the part of an employee familiar with the file; or
</p>
<p>(ii) Access is sought by an individual who fails or refuses to comply with the established procedural requirements, including refusing to name a physician to receive medical records when required (see paragraph (f) of &#167; 310.17) or to pay fees (see &#167; 310.20).
</p>
<p>(2) Always explain to the individual the specific reason access has been refused and how he or she may obtain access.
</p>
<p>(c) <i>Notifying the individual.</i> Formal denials of access must be in writing and include as a minimum:
</p>
<p>(1) The name, title or position, and signature of a designated Component denial authority.
</p>
<p>(2) The date of the denial.
</p>
<p>(3) The specific reason for the denial, including specific citation to the appropriate sections of the Privacy Act (5 U.S.C. 552a) or other statutes, this part, DoD Component instructions, or CFR authorizing the denial;
</p>
<p>(4) Notice to the individual of his or her right to appeal the denial through the Component appeal procedure within 60 calendar days; and
</p>
<p>(5) The title or position and address of the Privacy Act appeals official for the Component.
</p>
<p>(d) <i>DoD Component appeal procedures.</i> Establish internal appeal procedures that, as a minimum, provide for:
</p>
<p>(1) Review by the Head of the Component or his or her designee of any appeal by an individual from a denial of access to Component records.
</p>
<p>(2) Formal written notification to the individual by the appeal authority that shall:
</p>
<p>(i) If the denial is sustained totally or in part, include as a minimum:
</p>
<p>(A) The exact reason for denying the appeal to include specific citation to the provisions of the Act or other statute, this part, Component instructions or the CFR upon which the determination is based;
</p>
<p>(B) The date of the appeal determination;
</p>
<p>(C) The name, title, and signature of the appeal authority; and
</p>
<p>(D) A statement informing the applicant of his or her right to seek judicial relief.
</p>
<p>(ii) If the appeal is granted, notify the individual and provide access to the material to which access has been granted.
</p>
<p>(3) The written appeal notification granting or denying access is the final Component action as regards access.
</p>
<p>(4) The individual shall file any appeal from denial of access within no less than 60 calendar days of receipt of the denial notification.
</p>
<p>(5) Process all appeals within 30 days of receipt unless the appeal authority determines that a fair and equitable review cannot be made within that period. Notify the applicant in writing if additional time is required for the appellate review. The notification must include the reasons for the delay and state when the individual may expect an answer to the appeal.
</p>
<p>(e) <i>Denial of appeals by failure to act.</i> A requester may consider his or her appeal formally denied if the appeal authority fails:
</p>
<p>(1) To act on the appeal within 30 days;
</p>
<p>(2) To provide the requester with a notice of extension within 30 days; or
</p>
<p>(3) To act within the time limits established in the Component’s notice of extension (see paragraph (d)(5) of this section).
</p>
<p>(f) <i>Denying access to OPM records held by the DoD Components.</i> (1) The records in all systems of records maintained in accordance with the OPM Government-wide system notices are technically only in the temporary custody of the Department of Defense.
</p>
<p>(2) All requests for access to these records must be processed in accordance with 5 CFR part 297 as well as applicable Component procedures.
</p>
<p>(3) When a DoD Component refuses to grant access to a record in an OPM system, the Component shall advise the individual that his or her appeal must be directed to the Assistant Director for Workforce Information, Personnel Systems and Oversight Group, U.S. Office of Personnel Management, 1900 E Street, NW., Washington, DC, in accordance with the procedures of 5 CFR part 297.
</p>
<p><b>&#167; 310.19
 Amendment of records.
</b></p>
<p>(a) <i>Individual review and correction.</i> Individuals are encouraged to review the personal information being maintained about them by the DoD Components periodically and to avail themselves of the procedures established by this part and other Regulations to update their records.
</p>
<p>(b) <i>Amending records.</i> (1) An individual may request the amendment of any record contained in a system of records pertaining to him or her unless the system of records has been exempted specifically from the amendment procedures of this part under paragraph (b) of &#167; 310.26. Normally, amendments under this part are limited to correcting factual matters and not matters of official judgment, such as performance ratings, promotion potential, and job performance appraisals.
</p>
<p>(2) While a Component may require that the request for amendment be in writing, this requirement shall not be used to discourage individuals from requesting valid amendments or to burden needlessly the amendment process.
</p>
<p>(3) A request for amendment must include:
</p>
<p>(i) A description of the item or items to be amended;
</p>
<p>(ii) The specific reason for the amendment;
</p>
<p>(iii) The type of amendment action sought (deletion, correction, or addition); and
</p>
<p>(iv) Copies of available documentary evidence supporting the request.
</p>
<p>(c) <i>Burden of proof.</i> The applicant must support adequately his or her claim.
</p>
<p>(d) <i>Identification of requesters.</i> (1) Individuals may be required to provide identification to ensure that they are indeed seeking to amend a record pertaining to themselves and not, inadvertently or intentionally, the record of others.
</p>
<p>(2) The identification procedures shall not be used to discourage legitimate requests or to burden needlessly or delay the amendment process. (See paragraph (c) of &#167; 310.17.)
</p>
<p>(e) <i>Limits on attacking evidence previously submitted.</i> (1) The amendment process is not intended to permit the alteration of records presented in the course of judicial or quasi-judicial proceedings. Any amendments or changes to these records normally are made through the specific procedures established for the amendment of such records.
</p>
<p>(2) Nothing in the amendment process is intended or designed to permit a collateral attack upon what has already been the subject of a judicial or quasi-judicial determination. However, while the individual may not attack the accuracy of the judicial or quasi-judicial determination under this part, he or she may challenge the accuracy of the recording of that action.
</p>
<p>(f) <i>Sufficiency of a request to amend.</i> Consider the following factors when evaluating the sufficiency of a request to amend:
</p>
<p>(1) The accuracy of the information; and
</p>
<p>(2) The relevancy, timeliness, completeness, and necessity of the recorded information.
</p>
<p>(g) <i>Time limits.</i> (1) Provide written acknowledgement of a request to amend within 10 working days of its receipt by the appropriate systems manager. There is no need to acknowledge a request if the action is completed within 10 working days and the individual is so informed.
</p>
<p>(2) The letter of acknowledgement shall clearly identify the request and advise the individual when he or she may expect to be notified of the completed action.
</p>
<p>(3) Only under the most exceptional circumstances shall more than 30 days be required to reach a decision on a request to amend. Document fully and explain in the Privacy Act case file (see paragraph (p) of this section) any such decision that takes more than 30 days to resolve.
</p>
<p>(h) <i>Agreement to amend.</i> If the decision is made to grant all or part of the request for amendment, amend the record accordingly and notify the requester.
</p>
<p>(i) <i>Notification of previous recipients.</i> (1) Notify all previous recipients of the record, as reflected in the disclosure accounting records, that an amendment has been made and the substance of the amendment. Recipients who are known to be no longer retaining the information need not be advised of the amendment. All DoD Components and Federal agencies known to be retaining the record or information, even if not reflected in a disclosure record, shall be notified of the amendment. Advise the requester of these notifications.
</p>
<p>(2) Honor all requests by the requester to notify specific Federal agencies of the amendment action.
</p>
<p>(j) <i>Denying amendment.</i> If the request for amendment is denied in whole or in part, promptly advise the individual in writing of the decision to include:
</p>
<p>(1) The specific reason and authority for not amending;
</p>
<p>(2) Notification that he or she may seek further independent review of the decision by the Head of the DoD Component or his or her designee;
</p>
<p>(3) The procedures for appealing the decision citing the position and address of the official to whom the appeal shall be addressed; and
</p>
<p>(4) Where he or she can receive assistance in filing the appeal.
</p>
<p>(k) <i>DoD Component appeal procedures.</i> Establish procedures to ensure the prompt, complete, and independent review of each amendment denial upon appeal by the individual. These procedures must ensure:
</p>
<p>(1) The appeal with all supporting materials both that furnished the individual and that contained in Component records is provided to the reviewing official; and
</p>
<p>(2) If the appeal is denied completely or in part, the individual is notified in writing by the reviewing official that:
</p>
<p>(i) The appeal has been denied and the specific reason and authority for the denial;
</p>
<p>(ii) The individual may file a statement of disagreement with the appropriate authority and the procedures for filing this statement;
</p>
<p>(iii) If filed properly, the statement of disagreement shall be included in the records, furnished to all future recipients of the records, and provided to all prior recipients of the disputed records who are known to hold the record; and
</p>
<p>(iv) The individual may seek a judicial review of the decision not to amend.
</p>
<p>(3) If the record is amended, ensure:
</p>
<p>(i) The requester is notified promptly of the decision;
</p>
<p>(ii) All prior known recipients of the records who are known to be retaining the record are notified of the decision and the specific nature of the amendment (see (l) of this section); and
</p>
<p>(iii) The requester is notified which DoD Components and Federal agencies have been told of the amendment.
</p>
<p>(4) Process all appeals within 30 days unless the appeal authority determines that a fair review cannot be made within this time limit. If additional time is required for the appeal, notify the requester, in writing, of the delay, the reason for the delay, and when he or she may expect a final decision on the appeal. Document fully all requirements for additional time in the Privacy Case File. (See paragraph (p) of this section.)
</p>
<p>(l) <i>Denying amendment of OPM records held by the DoD Components.</i> (1) The records in all systems of records controlled by the OPM Government-wide system notices are technically only temporarily in the custody of the Department of Defense.
</p>
<p>(2) All requests for amendment of these records must be processed in accordance with 5 CFR part 297. The Component denial authority may deny a request. However, when an amendment request is denied, the DoD Component shall advise the individual that his or her appeal must be directed to the Assistant Director for Workforce Information, Personnel Systems and Oversight Group, U.S. Office of Personnel Management, 1900 E Street, Washington, DC 20415 in accordance with the procedures of 5 CFR 297.
</p>
<p>(m) <i>Statements of disagreement submitted by individuals.</i> (1) If the appellate authority refuses to amend the record as requested, the individual may submit a concise statement of disagreement setting forth his or her reasons for disagreeing with the decision not to amend.
</p>
<p>(2) If an individual chooses to file a statement of disagreement, annotate the record to indicate that the statement has been filed (see paragraph (n) of this section).
</p>
<p>(3) Furnish copies of the statement of disagreement to all DoD Components and Federal agencies that have been provided copies of the disputed information and who may be maintaining the information.
</p>
<p>(n) <i>Maintaining statements of disagreement.</i> (1) When possible, incorporate the statement of disagreement into the record.
</p>
<p>(2) If the statement cannot be made a part of the record, establish procedures to ensure that it is apparent from the records a statement of disagreement has been filed and maintain the statement so that it can be obtained readily when the disputed information is used or disclosed.
</p>
<p>(3) Automated record systems that are not programmed to accept statements of disagreement shall be annotated or coded so they clearly indicate that a statement of disagreement is on file, and clearly identify the statement with the disputed information in the system.
</p>
<p>(4) Provide a copy of the statement of disagreement whenever the disputed information is disclosed for any purpose.
</p>
<p>(o) <i>The DoD Component statement of reasons for refusing to amend.</i> (1) A statement of reasons for refusing to amend may be included with any record for which a statement of disagreement is filed.
</p>
<p>(2) Include in this statement only the reasons furnished to the individual for not amending the record. Do not comment on or respond to comments contained in the statement of disagreement. Normally, both statements are filed together.
</p>
<p>(3) When disclosing information for which a statement of reasons has been filed, a copy of the statement may be released whenever the record and the statement of disagreement are disclosed.
</p>
<p>(p) <i>Privacy case files.</i> (1) Establish a separate Privacy case file to retain the documentation received and generated during the amendment or access process.
</p>
<p>(2) The Privacy case file shall contain as a minimum:
</p>
<p>(i) The request for amendment and access.
</p>
<p>(ii) Copies of the DoD Component’s reply granting or denying the request;
</p>
<p>(iii) Any appeals from the individual;
</p>
<p>(iv) Copies of the action regarding the appeal with supporting documentation that is not in the basic file; and
</p>
<p>(v) Any other correspondence generated in processing the appeal, to include coordination documentation.
</p>
<p>(3) Only the items listed in paragraphs (p)(4) and (p)(5) of this section may be included in the system of records challenged for amendment or for which access is sought. Do not retain copies of the original record in the basic record system if the request for amendment is granted and the record has been amended.
</p>
<p>(4) The following items relating to an amendment request may be included in the disputed record system:
</p>
<p>(i) Copies of the amended record.
</p>
<p>(ii) Copies of the individual’s statement of disagreement (see paragraph (m) of this section).
</p>
<p>(iii) Copies of the Component’s statement of reasons for refusing to amend (see paragraph (o) of this section).
</p>
<p>(iv) Supporting documentation submitted by the individual.
</p>
<p>(5) The following items relating to an access request may be included in the basic records system:
</p>
<p>(i) Copies of the request;
</p>
<p>(ii) Copies of the Component’s action granting total or partial access. (<i>Note:</i> A separate Privacy case file need not be created in such cases.)
</p>
<p>(iii) Copies of the Component’s action denying access.
</p>
<p>(iv) Copies of any appeals filed.
</p>
<p>(v) Copies of the reply to the appeal.
</p>
<p>(6) Privacy case files shall not be furnished or disclosed to anyone for use in making any determination about the individual other than determinations made under this part.
</p>
<p><b>&#167; 310.20
 Reproduction fees.
</b></p>
<p>(a) <i>Assessing fees.</i> (1) Charge the individual only the direct cost of reproduction.
</p>
<p>(2) Do not charge reproduction fees if copying is:
</p>
<p>(i) The only means to make the record available to the individual (for example, a copy of the record must be made to delete classified information); or
</p>
<p>(ii) For the convenience of the DoD Component (for example, the Component has no reading room where an individual may review the record, or reproduction is done to keep the original in the Component’s file).
</p>
<p>(iii) No fees shall be charged when the record may be obtained without charge under any other Regulation, Directive, or statute.
</p>
<p>(iv) Do not use fees to discourage requests.
</p>
<p>(b) <i>No minimum fees authorized.</i> Use fees only to recoup direct reproduction costs associated with granting access. Minimum fees for duplication are not authorized and there is no automatic charge for processing a request.
</p>
<p>(c) <i>Prohibited fees.</i> Do not charge or collect fees for:
</p>
<p>(1) Search and retrieval of records;
</p>
<p>(2) Review of records to determine releasability;
</p>
<p>(3) Copying records for the DoD Component convenience or when the individual has not specifically requested a copy;
</p>
<p>(4) Transportation of records and personnel; or
</p>
<p>(5) Normal postage.
</p>
<p>(d) <i>Waiver of fees.</i> (1) Normally, fees are waived automatically if the direct costs of a given request are less than $30. This fee waiver provision does not apply when a waiver has been granted to the individual before, and later requests appear to be an extension or duplication of that original request. A DoD Component may, however, set aside this automatic fee waiver provision when, on the basis of good evidence, it determines the waiver of fees is not in the public interest.
</p>
<p>(2) Decisions to waive or reduce fees that exceed the automatic waiver threshold shall be made on a case-by-case basis.
</p>
<p>(e) <i>Fees for members of Congress.</i> Do not charge members of Congress for copying records furnished even when the records are requested under the Privacy Act on behalf of a constituent (See &#167; 310.22(i)). When replying to a constituent inquiry and the fees involved are substantial, consider suggesting to the Congressman that the constituent can obtain the information directly by writing to the appropriate offices and paying the costs. When practical, suggest to the Congressman that the record can be examined at no cost if the constituent wishes to visit the custodian of the record.
</p>
<p>(f) <i>Reproduction fees computation.</i> Compute fees using the appropriate portions of the fee schedule in 32 CFR part 286.
</p><p><b>Subpart E--Disclosure of Personal Information to Other Agencies and Third Parties 
</b></p>
<p><b>&#167; 310.21
 Conditions of disclosure.
</b></p>
<p>(a) <i>Disclosures to third parties.</i> (1) The Privacy Act only compels disclosure of records from a system of records to the individuals to whom they pertain unless the records are contained in a system for which an exemption to the access provisions of this part has been claimed.
</p>
<p>(2) Requests by other individuals (third parties) for the records of individuals that are contained in a system of records shall be processed under 32 CFR part 286 except for requests by the parents of a minor or the legal guardian of an individual for access to the records pertaining to the minor or individual.
</p>
<p>(b) <i>Disclosures among the DoD Components.</i> For the purposes of disclosure and disclosure accounting, the Department of Defense is considered a single agency (see &#167; 310.22(a)).
</p>
<p>(c) <i>Disclosures outside the Department of Defense.</i> Do not disclose personal information from a system of records outside the Department of Defense unless:
</p>
<p>(1) The record has been requested by the individual to whom it pertains.
</p>
<p>(2) The written consent of the individual to whom the record pertains has been obtained for release of the record to the requesting Agency, activity, or individual; or
</p>
<p>(3) The release is authorized pursuant to one of the specific non-consensual conditions of disclosure as set forth in &#167; 310.22.
</p>
<p>(d) <i>Validation before disclosure.</i> Except for releases made in accordance with 32 CFR part 286, the following steps shall be taken before disclosing any records to any recipient outside the Department of Defense, other than a Federal agency or the individual to whom it pertains:
</p>
<p>(1) Ensure the records are accurate, timely, complete, and relevant for agency purposes;
</p>
<p>(2) Contact the individual, if reasonably available, to verify the accuracy, timeliness, completeness, and relevancy of the information, if this cannot be determined from the record; or
</p>
<p>(3) If the information is not current and the individual is not reasonably available, advise the recipient that the information is believed accurate as of a specific date and any other known factors bearing on its accuracy and relevancy.
</p>
<p>
    <b>
        &#167; 310.22
        Non-consensual conditions of disclosure.
    </b>
</p>
<p>(a) <i>Disclosures within the Department of Defense.</i> (1) Records pertaining to an individual may be disclosed to a DoD official or employee provided:
</p>
<p>(i) The requester has a need for the record in the performance of his or her assigned duties. The requester shall articulate in sufficient detail why the records are required so the custodian of the records may make an informed decision regarding their release;
</p>
<p>(ii) The intended use of the record generally relates to the purpose for which the record is maintained; and
</p>
<p>(iii) Only those records as are minimally required to accomplish the intended use are disclosed. The entire record is not released if only a part of the record will be responsive to the request.
</p>
<p>(2) Rank, position, or title alone does not authorize access to personal information about others.
</p>
<p>(b) <i>Disclosures required by the FOIA.</i> (1) All records must be disclosed if their release is required by FOIA (5 U.S.C. 552), as implemented by 32 CFR part 286. The FOIA requires records be made available to the public unless withholding is authorized pursuant to one of nine exemptions or one of three law enforcement exclusions under the Act.
</p>
<p>(i) The DoD Component must be in receipt of a FOIA request and a determination made that the records are not withholdable pursuant to a FOIA exemption or exclusion before the records may be disclosed.
</p>
<p>(ii) Records that have traditionally been released to the public by the Components may be disclosed whether or not a FOIA request has been received.
</p>
<p>(2) The standard for exempting most personal records, such as personnel, medical, and similar records, is FOIA Exemption 6 (32 CFR part 286.12(e)). Under that exemption, records can be withheld when disclosure, if other than to the individual about whom the information pertains, would result in a clearly unwarranted invasion of the individual’s personal privacy.
</p>
<p>(3) The standard for exempting personal records compiled for law enforcement purposes, including personnel security investigation records, is FOIA Exemption 7(C) (32 CFR part 286.12(g)). Under that exemption, records can be withheld when disclosure, if other than to the individual about whom the information pertains, would result in an unwarranted invasion of the individual’s personal privacy.
</p>
<p>(4) If records or information are exempt from disclosure pursuant to the standards set forth in paragraphs (b)(2) and/or (b)(3) of this section, and the records are contained in a system of records (See &#167; 310.10(a) of subpart B, the Privacy Act (5 U.S.C. 552a) prohibits release.
</p>
<p>(5) <i>Personal information that is normally releasable</i>--(i) <i>DoD civilian employees.</i> (A) Some examples of personal information regarding DoD civilian employees that normally may be released without a clearly unwarranted invasion of personal privacy include:
</p>
<p>(<i>1</i>) Name.
</p>
<p>(<i>2</i>) Present and past position titles.
</p>
<p>(<i>3</i>) Present and past grades.
</p>
<p>(<i>4</i>) Present and past annual salary rates.
</p>
<p>(<i>5</i>) Present and past duty stations.
</p>
<p>(<i>6</i>) Office and duty telephone numbers.
</p>
<p>(<i>7</i>) Position descriptions.
</p>
<p>(B) All disclosures of personal information regarding Federal civilian employees shall be made in accordance with OPM release policies (see 5 CFR part 293.311).
</p>
<p>(ii) <i>Military members.</i> (A) While it is not possible to identify categorically information that must be released or withheld from military personnel records in every instance, the following items of personal information regarding military members normally may be disclosed without a clearly unwarranted invasion of their personal privacy:
</p>
<p>(<i>1</i>) Full name.
</p>
<p>(<i>2</i>) Rank.
</p>
<p>(<i>3</i>) Date of rank.
</p>
<p>(<i>4</i>) Gross salary.
</p>
<p>(<i>5</i>) Past duty assignments.
</p>
<p>(<i>6</i>) Present duty assignment.
</p>
<p>(<i>7</i>) Future assignments that are officially established.
</p>
<p>(<i>8</i>) Office or duty telephone numbers.
</p>
<p>(<i>9</i>) Source of commission.
</p>
<p>(<i>10</i>) Promotion sequence number.
</p>
<p>(<i>11</i>) Awards and decorations.
</p>
<p>(<i>12</i>) Attendance at professional military schools.
</p>
<p>(<i>13</i>) Duty status at any given time.
</p>
<p>(<i>14</i>) Home of record (identification of the state only).
</p>
<p>(<i>15</i>) Length of military service.
</p>
<p>(<i>16</i>) Basic Pay Entry Date.
</p>
<p>(<i>17</i>) Official Photo.
</p>
<p>(B) All disclosures of personal information regarding military members shall be made in accordance with 32 CFR part 286.
</p>
<p>(iii) <i>Civilian employees not under the authority of OPM.</i> (A) While it is not possible to identify categorically those items of personal information that must be released regarding civilian employees not subject to 5 CFR parts 293, 294, and 297, such as nonappropriated fund employees, normally the following items may be released without a clearly unwarranted invasion of personal privacy:
</p>
<p>(<i>1</i>) Full name.
</p>
<p>(<i>2</i>) Grade or position.
</p>
<p>(<i>3</i>) Date of grade.
</p>
<p>(<i>4</i>) Gross salary.
</p>
<p>(<i>5</i>) Present and past assignments.
</p>
<p>(<i>6</i>) Future assignments, if officially established.
</p>
<p>(<i>7</i>) Office or duty telephone numbers.
</p>
<p>(B) All releases of personal information regarding civilian personnel in this category shall be made in accordance with 32 CFR part 286.
</p>
<p>(6) When military or civilian personnel are assigned, detailed, or employed by the National Security Agency, the Defense Intelligence Agency, the National Reconnaissance Office, or the National Geospatial-Intelligence agency, information about such personnel may only be disclosed as authorized by Public Law 86-36 ("National Security Agency-Officers and Employees") and 10 U.S.C 424 ("Disclosure of Organizational and Personnel Information: Exemption for Specified Intelligence Agencies"). When military and civilian personnel are assigned, detailed or employed by an overseas unit, a sensitive unit, or to a routinely deployable unit, information about such personnel may only be disclosed as authorized by 10 U.S.C. 130b ("Personnel in Overseas, Sensitive, or Routinely Deployed Units: Nondisclosure of Personally Identifying Information").
</p>
<p>(7) Information about military or civilian personnel that otherwise may be disclosable consistent with &#167; 310.22(b)(5) may not be releasable if a requester seeks listings of personnel currently or recently assigned/detailed/employed within a particular component, unit, organization or office with the Department of Defense if the disclosure of such a list would pose a privacy or security threat.
</p>
<p>(c) <i>Disclosures for established routine uses.</i> (1) Records may be disclosed outside the Department of Defense pursuant to a routine use that has been established for the system of records that contains the records.
</p>
<p>(2) A routine use shall:
</p>
<p>(i) Be compatible with the purpose for which the record was collected;
</p>
<p>(ii) Identify the persons or organizations to whom the record may be released;
</p>
<p>(iii) Identify specifically the intended uses of the information by the persons or organization; and
</p>
<p>(iv) Have been published in the <i>Federal Register</i> (see &#167; 310.32(i)).
</p>
<p>(3) If a Federal statute or an E.O. of the President directs records contained in a system of records be disclosed outside the Department of Defense, the statute or E.O. serves as authority for the establishment of a routine use.
</p>
<p>(4) New or altered routine uses must be published in the <i>Federal Register</i> at least 30 days before any records may be disclosed pursuant to the terms of the routine use (see subpart G of this part).
</p>
<p>(5) In addition to the specific routine uses established for each of the individual system notices, blanket routine uses have been established (see appendix 3) that are applicable to all DoD system of records. However, in order for the blanket routine uses to apply to a specific system of records, the system notice shall expressly state that the blanket routine uses apply. These blanket routine uses are published only at the beginning of the listing of system notices for each Component in the <i>Federal Register.</i>
</p>
<p>(d) <i>Disclosures to the Bureau of the Census.</i> Records in DoD systems of records may be disclosed without the consent of the individuals to whom they pertain to the Bureau of the Census for purposes of planning or carrying out a census survey or related activities pursuant to the provisions of 13 U.S.C. 6 ("Information from other Federal Departments and Agencies").
</p>
<p>(e) <i>Disclosures for statistical research or reporting.</i> (1) Records may be disclosed for statistical research or reporting but only after the intended recipient provides, in writing, the purpose for which the records are sought and assurances that the records will be used only for statistical research or reporting purposes.
</p>
<p>(2) The records shall be transferred to the requester in a form that is not individually identifiable. DoD Components disclosing records under this provision are required to assure information being disclosed cannot reasonably be used in any way to make determinations about individuals.
</p>
<p>(3) The records will not be used, in whole or in part, to make any determination about the rights, benefits, or entitlements of specific individuals.
</p>
<p>(4) The written statement by the requester shall be made part of the Component’s accounting of disclosures (See paragraph (a) of 310.25).
</p>
<p>(f) <i>Disclosures to the National Archives and Records Administration (NARA), General Services Administration (GSA).</i> (1) Records may be disclosed to the NARA if they:
</p>
<p>(i) Have historical or other value to warrant continued preservation; or
</p>
<p>(ii) For evaluation by the Archivist of the United States, or his or her designee, to determine if a record has such historical or other value.
</p>
<p>(2) Records transferred to a Federal Records Center (FRC) for safekeeping and storage do not fall within this category. These records are owned by the Component and remain under the control of the transferring Component. FRC personnel are considered agents of the Component that retains control over the records. No disclosure accounting is required for the transfer of records to the FRCs.
</p>
<p>(g) <i>Disclosures for law enforcement purposes.</i> (1) Records may be disclosed to another Agency or an instrumentality of any Governmental jurisdiction within or under the control of the United States for a civil or criminal law enforcement activity, provided:
</p>
<p>(i) The civil or criminal law enforcement activity is authorized by law;
</p>
<p>(ii) The head of the law enforcement activity or a designee has made a written request specifying the particular records desired and the law enforcement purpose (such as criminal investigations, enforcement of a civil law, or a similar purpose) for which the record is sought; and
</p>
<p>(iii) There is no Federal statute that prohibits the disclosure of the records.
</p>
<p>(2) Blanket requests for any and all records pertaining to an individual shall not be honored absent justification.
</p>
<p>(3) When a record is released to a law enforcement activity under this subparagraph, the disclosure accounting (see &#167; 310.25) for the release shall not be made available to the individual to whom the record pertains if the law enforcement activity requests that the disclosure not be disclosed.
</p>
<p>(4) The blanket routine use for law enforcement (appendix C, section A) applies to all DoD Component systems notices (see paragraph (b)(6) of this section). This permits Components, on their own initiative, to report indications of violations of law found in a system of records to a law enforcement activity.
</p>
<p>(5) Disclosures may be made to Federal, State, or local, but not foreign law enforcement agencies. Disclosures to Foreign law enforcement agencies may be made if a routine use has been established for the system of records from which the records are to be released.
</p>
<p>(h) <i>Emergency disclosures.</i> (1) Records may be disclosed if disclosure is made under compelling circumstances affecting the health or safety of any individual. The affected individual need not be the subject of the record disclosed.
</p>
<p>(2) When such a disclosure is made, the Component shall notify the individual who is the subject of the record. Notification sent to the last known address of the individual as known to the Component is sufficient.
</p>
<p>(3) The specific data to be disclosed is at the discretion of the Component.
</p>
<p>(4) Emergency medical information may be released by telephone.
</p>
<p>(i) <i>Disclosures to Congress.</i> (1) Records may be disclosed to either House of the Congress or to any committee, joint committee or subcommittee of Congress if the release pertains to a matter within the jurisdiction of the committee. Disclosure is only authorized when in response to an official request on behalf of either House, committee, subcommittee, or joint committee.
</p>
<p>(2) Requests from members of Congress who are seeking records in their individual capacity or on behalf of a constituent.
</p>
<p>(i) Requests made in their individual capacity. Request for records shall be processed under the provisions of DoD 5400.7-R.
</p>
<p>(ii) Requests made on behalf of constituents.
</p>
<p>(A) The blanket routine use for "Congressional Inquiries" (see appendix C, section D) applies to all systems. When an individual requests the assistance of the Congressional member, the blanket routine use permits the disclosure of records pertaining to the individual without the express written consent of the individual.
</p>
<p>(B) If necessary, accept constituent letters requesting a member of Congress to investigate a matter pertaining to the individual as written authorization to provide access to the records to the congressional member or his or her staff.
</p>
<p>(C) When a Congressional inquiry indicates that the request is being made on the basis of a request from the individual to whom the record pertains, consent can be inferred even if the constituent request is not provided the Component. The verbal statement by a Congressional staff member is acceptable to establish that a request has been received by the Member of Congress from the person to whom the records pertain.
</p>
<p>(D) If the constituent inquiry is being made on behalf of someone other than the individual to whom the record pertains, the Member of Congress shall be provided only that information releasable under DoD 5400.7-R. Advise the Congressional member that the written consent of the individual to whom the record pertains is required before any additional information may be disclosed. Do not contact individuals to obtain their consents for release to Congressional members unless a Congressional office specifically requests that this be done.
</p>
<p>(E) Nothing in paragraph (i)(2)(ii)(A) of this section prohibits a Component, when appropriate, from providing the record directly to the individual and notifying the Congressional office that this has been done without providing the record to the Congressional member.
</p>
<p>(3) See paragraph (e) of &#167; 310.20 for the policy on assessing fees for Members of Congress.
</p>
<p>(4) Make a disclosure accounting each time a record is disclosed to either House of Congress, to any committee, joint committee, or subcommittee of Congress, or to any congressional member.
</p>
<p>(j) <i>Disclosures to the General Accountability Office.</i> Records may be disclosed to the Comptroller General, or any of his authorized representatives, in the course of the performance of the duties of the General Accountability Office.
</p>
<p>(k) <i>Disclosures under court orders.</i> (1) Records may be disclosed without the consent of the person to whom they pertain under a court order signed by a judge of a court of competent jurisdiction.
</p>
<p>(2) When a record is disclosed under this provision, make reasonable efforts to notify the individual to whom the record pertains, if the legal process is a matter of public record.
</p>
<p>(3) If the process is not a matter of public record at the time it is issued, seek information as to when the process is to be made public and make reasonable efforts to notify the individual at that time.
</p>
<p>(4) Notification sent to the last known address of the individual as reflected in the records is considered a reasonable effort to notify.
</p>
<p>(5) Make a disclosure accounting each time a record is disclosed under a court order or compulsory legal process.
</p>
<p>(l) <i>Disclosures to consumer reporting agencies.</i> (1) Certain personal information may be disclosed to consumer reporting agencies as provided in the Federal Claims Collection Act (31 U.S.C. 3711(e)).
</p>
<p>(2) Under the provisions of paragraph (l)(1) of this section, the following information may be disclosed to a consumer reporting agency:
</p>
<p>(i) Name, address, taxpayer identification number (SSN), and other information necessary to establish the identity of the individual.
</p>
<p>(ii) The amount, status, and history of the claim.
</p>
<p>(iii) The Agency or program under which the claim arose.
</p>
<p>(3) The Federal Claims Collection Act (31 U.S.C. 3711(e)) requires the system notice for the system of records from which the information will be disclosed, indicates that the information may be disclosed to a consumer reporting agency.
</p>
<p><b>&#167; 310.23
 Disclosures to commercial enterprises.
</b></p>
<p>(a) <i>General policy.</i> (1) Make releases of personal information to commercial enterprises under the criteria established by 32 CFR part 286.
</p>
<p>(2) The relationship of commercial enterprises to their clients or customers and to the Department of Defense is not changed by this part.
</p>
<p>(3) The DoD policy on personal indebtedness for military personnel is contained 32 CFR part 112, "Indebtedness of Military Personnel," and for civilian employees in 5 CFR part 735.
</p>
<p>(b) <i>Release of personal information.</i> (1) Any information that must be released under 32 CFR part 286, the "DoD Freedom of Information Act Program," may be released to a commercial enterprise without the individual’s consent (see paragraph (b) of &#167; 310.22).
</p>
<p>(2) Commercial enterprises may present a signed consent statement setting forth specific conditions for release of personal information. Statements such as the following, if signed by the individual, are considered valid:

</p>
<p>I hereby authorize the Department of Defense to verify my Social Security Number or other identifying information and to disclose my home address and telephone number to authorized representatives of (name of commercial enterprise) so that they may use this information in connection with my commercial dealings with that enterprise. All information furnished shall be used in connection with my financial relationship with (name of commercial enterprise).
</p>
<p>(3) When a statement of consent as outlined in paragraph (b)(2) of this section is presented, provide the requested information if its release is not prohibited by some other regulation or statute.
</p>
<p>(4) Blanket statements of consent that do not identify the Department of Defense or any of its Components, or that do not specify exactly the type of information to be released, may be honored if it is clear the individual in signing the consent statement intended to obtain a personal benefit (for example, a loan to buy a house) and was aware of the type of information that would be sought. Care should be exercised in these situations to release only the minimum amount of personal information essential to obtain the benefit sought.
</p>
<p>(5) Do not honor requests from commercial enterprises for official evaluation of personal characteristics, such as evaluation of personal financial habits.
</p>
<p><b>&#167; 310.24
 Disclosures to the public from medical records.
</b></p>
<p>(a) Disclosures from medical records are not only governed by the requirement of this part but also by the disclosure provisions of DoD 6025.18-R."
</p>
<p>(b) Any medical records that are subject to both this part and DoD 6025.18-R may only be disclosed if disclosure is authorized under both. If disclosure is permitted under this part (e.g., pursuant to a routine use), but the disclosure is not authorized under DoD 6025.18-R, disclosure is not authorized. If a disclosure is authorized under DoD 6025.18-R (e.g., releases outside the Department of Defense), but the disclosure is not authorized under this part, disclosure is not authorized.
</p>
<p>
    <b>
        &#167; 310.25
        Disclosure accounting.
    </b>
</p>
<p>(a) <i>Disclosure accountings.</i> (1) Keep an accurate record of all disclosures made from any system of records except disclosures:
</p>
<p>(i) To DoD personnel for use in the performance of their official duties; or
</p>
<p>(ii) Under 5 U.S.C. 552, the FOIA.
</p>
<p>(2) In all other cases a disclosure accounting is required even if the individual has consented to the disclosure of the information.
</p>
<p>(3) Disclosure accountings:
</p>
<p>(i) Permit individuals to determine to whom information has been disclosed;
</p>
<p>(ii) Enable the activity to notify past recipients of disputed or corrected information (&#167; 310.19(i)); and
</p>
<p>(iii) Provide a method of determining compliance with paragraph (c) of &#167; 310.21.
</p>
<p>(b) <i>Contents of disclosure accountings.</i> As a minimum, disclosure accounting shall contain:
</p>
<p>(1) The date of the disclosure.
</p>
<p>(2) A description of the information released.
</p>
<p>(3) The purpose of the disclosure.
</p>
<p>(4) The name and address of the person or Agency to whom the disclosure was made.
</p>
<p>(c) <i>Methods of disclosure accounting.</i> Use any system of disclosure accounting that shall provide readily the necessary disclosure information (see paragraph (a)(3) of this section).
</p>
<p>(d) <i>Accounting for mass disclosures.</i> When numerous similar records are released, identify the category of records disclosed and include the data required by paragraph (b) of this section in a form that can be used to construct an accounting disclosure record for individual records if required (see paragraph (a)(3) of this section).
</p>
<p>(e) <i>Disposition of disclosure accounting records.</i> Retain disclosure accounting records for 5 years after the disclosure or the life of the record, whichever is longer.
</p>
<p>(f) <i>Furnishing disclosure accountings to the individual.</i> (1) Make available to the individual to whom the record pertains all disclosure accountings except when:
</p>
<p>(i) The disclosure has been made to a law enforcement activity under paragraph (g) of &#167; 310.22 and the law enforcement activity has requested that disclosure not be made; or
</p>
<p>(ii) The system of records has been exempted from the requirement to furnish the disclosure accounting under the provisions of &#167; 310.26(b).
</p>
<p>(2) If disclosure accountings are not maintained with the record and the individual requests access to the accounting, prepare a listing of all disclosures (see paragraph (b) of this section) and provide this to the individual upon request.
</p><p><b>Subpart F--Exemptions 
</b></p>

<p><b>&#167; 310.26
 Use and establishment of exemptions.
</b></p>
<p>(a) <i>Types of exemptions.</i> (1) There are three types of exemptions permitted by the Privacy Act (5 U.S.C. 552a).
</p>
<p>(i) An access exemption that exempts records compiled in reasonable anticipation of a civil action or proceeding from the access provisions of the Act.
</p>
<p>(ii) General exemptions that authorize the exemption of a system of records from all but certain specifically identified provisions of the Act (see appendix D).
</p>
<p>(iii) Specific exemptions that allow a system of records to be exempted only from certain designated provisions of the Act (see appendix D).
</p>
<p>(2) Nothing in the Act permits exemption of any system of records from all provisions of the Act.
</p>
<p>(b) <i>Establishing exemptions.</i> (1) The access exemption is self-executing. It does not require an implementing rule to be effective.
</p>
<p>(2) Neither a general nor a specific exemption is established automatically for any system of records. The Heads of the DoD Components maintaining the system of records must make a determination whether the system is one for which an exemption properly may be claimed and then propose and establish an exemption rule for the system. No system of records within the Department of Defense shall be considered exempted until the Head of the Component has approved the exemption and an exemption rule has been published as a final rule in the <i>Federal Register</i> (See &#167; 310.30(e).)
</p>
<p>(3) Only the Head of the DoD Component or an authorized designee may claim an exemption for a system of records.
</p>
<p>(4) A system of records is considered exempt only from those provision of the Privacy Act (5 U.S.C. 552a) that are identified specifically in the Component exemption rule for the system and that are authorized by the Privacy Act.
</p>
<p>(5) To establish an exemption rule, see &#167; 310.31.
</p>
<p>(c) <i>Blanket exemption for classified material.</i> (1) Component rules shall include a blanket exemption under 5 U.S.C. 552a(k)(1) of the Privacy Act from the access provisions (5 U.S.C. 552a(d)) and the notification of access procedures (5 U.S.C. 522a(e)(4)(H)) of the Act for all classified material in any systems of records maintained.
</p>
<p>(2) Do not claim specifically an exemption under section 552a(k)(1) of the Privacy Act for any system of records. The blanket exemption affords protection to all classified material in all system of records maintained.
</p>
<p>(d) <i>Provisions from which exemptions may be claimed.</i> The Head of a DoD Component may claim an exemption from any provision of the Act from which an exemption is allowed (see appendix D).
</p>
<p>(e) <i>Use of exemptions.</i> (1) Use exemptions only for the specific purposes set forth in the exemption rules (see paragraph (b) of &#167; 310.31).
</p>
<p>(2) Use exemptions only when they are in the best interest of the Government and limit them to the specific portions of the records requiring protection.
</p>
<p>(3) Do not use an exemption to deny an individual access to any record to which he or she would have access under 32 CFR part 286.
</p>
<p>(f) <i>Exempt records in non-exempt systems.</i> (1) Exempt records temporarily in the custody of another Component are considered the property of the originating Component. Access to these records is controlled by the system notices and rules of the originating Component.
</p>
<p>(2) Exempt records that have been incorporated into a nonexempt system of records are still exempt but only to the extent to which the provisions of the Act for which an exemption has been claimed are identified and an exemption claimed for the system of records from which the record is obtained and only when the purposes underlying the exemption for the record are still valid and necessary to protect the contents of the record.
</p>
<p>(3) If a record is accidentally misfiled into a system of records, the system notice and rules for the system in which it should actually be filed shall govern.
</p>
<p><b>&#167; 310.27
 Access exemption.
</b></p>
<p>(a) An individual is not entitled to access information that is compiled in reasonable anticipation of a civil action or proceeding.
</p>
<p>(b) The term "civil action or proceeding" is intended to include court proceedings, preliminary judicial steps, and quasi-judicial administrative hearings or proceedings (i.e., adversarial proceedings that are subject to rules of evidence).
</p>
<p>(c) Any information prepared in anticipation of such actions or proceedings, to include information prepared to advise the DoD Component officials of the possible legal or other consequences of a given course of action, is protected.
</p>
<p>(d) The exemption is similar to the attorney work-product privilege except that it applies even when the information is prepared by nonattorneys.
</p>
<p>(e) The exemption does not apply to information compiled in anticipation of criminal actions or proceedings.
</p>
<p><b>&#167; 310.28
 General exemption.
</b></p>
<p>(a) <i>Use of specific exemptions.</i> A DoD Component is not authorized to claim the exemption for records maintained by the Central Intelligence Agency established by 5 U.S.C. 552a(j)(1) of the Privacy Act.
</p>
<p>(b) The general exemption established by 5 U.S.C. 552a(j)(2) of the Privacy Act may be claimed to protect investigative records created and maintained by law-enforcement activities of a DoD Component.
</p>
<p>(c) To qualify for the (j)(2) exemption, the system of records must be maintained by a DoD Component, or element thereof, that performs as its principal function any activity pertaining to the enforcement of criminal laws, such as the U.S. Army Criminal Investigation Command, the Naval Investigative Service, the Air Force Office of Special Investigations, and military police activities. However, where DoD offices perform multiple functions, but have an investigative component, such as the DoD Inspector General Defense Criminal Investigative Service or Criminal Law Divisions of Staff Judge Advocates Offices, the exemption may be claimed. Law enforcement includes police efforts to detect, prevent, control, or reduce crime, to apprehend or identify criminals; and the activities of military trial counsel, correction, probation, pardon, or parole authorities.
</p>
<p>(d) Information that may be protected under the (j)(2) exemption includes:
</p>
<p>(1) Records compiled for the purpose of identifying criminal offenders and alleged offenders consisting only of identifying data and notations of arrests, the nature and disposition of criminal charges, sentencing, confinement, release, parole, and probation status (so-called criminal history records);
</p>
<p>(2) Reports and other records compiled during criminal investigations, including supporting documentation.
</p>
<p>(3) Other records compiled at any stage of the criminal law enforcement process from arrest or indictment through the final release from parole supervision, such as pre-sentence and parole reports.
</p>
<p>(e) The (j)(2) exemption does not apply to:
</p>
<p>(1) Investigative records prepared or maintained by activities without primary law-enforcement missions. It may not be claimed by any activity that does not have law enforcement as its principal function except as indicated in paragraph (c) of this section.
</p>
<p>(2) Investigative records compiled by any activity concerning employee suitability, eligibility, qualification, or for individual access to classified material regardless of the principal mission of the compiling DoD Component.
</p>
<p><b>&#167; 310.29
 Specific exemptions.
</b></p>
<p>(a) <i>Use of specific exemptions.</i> The specific exemption established by 5 U.S.C. 552a(k) of the Privacy Act may be claimed to protect records that meet the following criteria (parenthetical references are to the appropriate subsection of the Act:
</p>
<p>(1) <i>(k)(1).</i> Information subject to 5 U.S.C. 552(b)(1), (DoD 5200.1-R) (see also paragraph (c) of this section).
</p>
<p>(2) <i>(k)(2).</i> Investigatory information compiled for law-enforcement purposes, other than information that is covered by the general exemption (see &#167; 310.28). If an individual is denied any right, privilege or benefit he or she is otherwise entitled by Federal law or for which he or she would otherwise be eligible as a result of the maintenance of the information, the individual shall be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This exemption provides limited protection of investigative reports maintained in a system of records used in personnel or administrative actions.
</p>
<p>(i) The information must be compiled for some investigative law enforcement purpose, such as a criminal investigation by a DoD office, whose principal function is not law enforcement, or a civil investigation.
</p>
<p>(ii) The exemption does not apply to investigations conducted solely for the purpose of a routine background investigation (see paragraph (a)(5) of this section), but will apply if the investigation is for the purpose of investigating DoD personnel who are suspected of violating statutory or regulatory authority.
</p>
<p>(iii) The exemption can continue to be claimed even after the investigation has concluded and there is no future likelihood of further enforcement proceedings.
</p>
<p>(3) <i>(k)(3).</i> Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3056, "Powers, Authorities, and Duties of United States Secret Service."
</p>
<p>(4) <i>(k)(4).</i> Records maintained solely for statistical research or program evaluation purposes and that are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records that may be disclosed under 13 U.S.C. 6, "Information for other Federal Departments and Agencies.
</p>
<p>(5) <i>(k)(5).</i> Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information, but only to the extent such material would reveal the identity of a confidential source.
</p>
<p>(i) This exemption permits protection of confidential sources used in background investigations, employment inquiries, and similar inquiries that are for personnel screening to determine suitability, eligibility, or qualifications.
</p>
<p>(ii) This exemption is applicable not only to investigations conducted prior to the hiring of an employee, but it also applies to investigations conducted to determine continued employment suitability or eligibility.
</p>
<p>(6) <i>(k)(6).</i> Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process.
</p>
<p>(7) <i>(k)(7).</i> Evaluation material used to determine potential for promotion in the Military Services, but only to the extent that the disclosure of such material would reveal the identity of a confidential source.
</p>
<p>(b) <i>Promises of confidentiality.</i> (1) Only the identity of sources that have been given an express promise of confidentiality may be protected from disclosure under paragraphs (a)(1), (5), and (7) of this section. However, the identity of sources who were given implied promises of confidentiality in inquiries conducted before September 27, 1975, also may be protected from disclosure.
</p>
<p>(2) Ensure promises of confidentiality are not automatically given but are used sparingly. Establish appropriate procedures and identify fully categories of individuals who may make such promises. Promises of confidentiality shall be made only when they are essential to obtain the information sought (see 5 CFR part 736).
</p>
<p>(c) <i>Access to records for which specific exemptions are claimed.</i> Deny the individual access only to those portions of the records for which the claimed exemption applies.

<p>
        <b>&#167; 310.30 DoD-wide exemptions.</b>
    </p>
    <p>
        (a) Use of <i>DoD-wide exemptions</i>. DoD-wide exemptions for DOD-wide systems of records are established pursuant to 5 U.S.C. 552a(j) and (k) of the Privacy Act.
    </p>
    <p>
        (b) <i>Promises of confidentiality.</i> (1) Only the identity of sources that have been given an express promise of confidentiality may be protected from disclosure under paragraphs (d)(3)(i), (ii), and (iii) and (d)(4) of this section. However, the identity of sources who were given implied promises of confidentiality in inquiries conducted before September 27, 1975, also may be protected from disclosure.
    </p>
    <p>(2) Ensure promises of confidentiality are not automatically given but are used sparingly. Establish appropriate procedures and identify fully categories of individuals who may make such promises. Promises of confidentiality shall be made only when they are essential to obtain the information sought (see 5 CFR part 736).</p>
    <p>
        (c) <i>Access to records for which DOD-wide exemptions are claimed. </i>Deny the individual access only to those portions of the records for which the claimed exemption applies.
    </p>
    <p>
        (d)  <i>DoD-wide exemptions.</i> The following exemptions are applicable to all components of the Department of Defense for the following system(s) of records:
    </p>
    <p>
        (1) <i>System identifier and name:</i> DUSDI 01-DoD “Department of Defense (DoD) Insider Threat Management and Analysis Center (DITMAC) and DoD Component Insider Threat Records System.”
    </p>
    <p>Exemption: This system of records is exempted from subsections (c)(3) and (4); (d)(1), (2), (3) and (4); (e)(1),(2),(3),(4)(G)(H) and (I),(5) and (8); and (g) of the Privacy Act pursuant to 5 U.S.C. 552a(j) (2) and (k)(1), (2), (4), (5), (6), and (7).</p>
    <p>(2) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent that such provisions have been identified and an exemption claimed for the record and the purposes underlying the exemption for the record pertain to the record.</p>
    <p>(3) Exemption from the particular subsections is justified for the following reasons:</p>
    <p>
        (i) <i> Subsection (c)(3).</i> To provide the subject with an accounting of disclosures of records in this system could inform that individual of the existence, nature, or scope of an actual or potential law enforcement or counterintelligence investigation, and thereby seriously impede law enforcement or counterintelligence efforts by permitting the record subject and other persons to whom he might disclose the records to avoid criminal penalties, civil remedies, or counterintelligence measures. Access to the accounting of disclosures could also interfere with a civil or administrative action or investigation which may impede those actions or investigations.  Access also could reveal the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations.
    </p>
    <p>
        (ii) <i>Subsection (c)(4)</i>. This subsection is inapplicable to the extent that an exemption is being claimed for subsection (d).
    </p>
    <p>
        (iii) <i>Subsection (d)(1)</i>. Disclosure of records in the system could reveal the identity of confidential sources and result in an unwarranted invasion of the privacy of others. Disclosure may also reveal information relating to actual or potential criminal investigations. Disclosure of classified national security information would cause damage to the national security of the United States. Disclosure could also interfere with a civil or administrative action or investigation; reveal the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations; and reveal the confidentiality and integrity of Federal testing materials and evaluation materials used for military promotions when furnished by a confidential source.
    </p>
    <p>
        (iv) <i>Subsection (d)(2)</i>. Amendment of the records could interfere with ongoing criminal or civil law enforcement proceedings and impose an impossible administrative burden by requiring investigations to be continuously reinvestigated.
    </p>
    <p>
        (v) <i>Subsections (d)(3) and (4)</i>. These subsections are inapplicable to the extent exemption is claimed from (d)(1) and (2).
    </p>
    <p>
        (vi) <i>Subsection (e)(1)</i>. It is often impossible to determine in advance if investigatory records contained in this system are accurate, relevant, timely and complete, but, in the interests of effective law enforcement and counterintelligence, it is necessary to retain this information to aid in establishing patterns of activity and provide investigative leads.
    </p>
    <p>
        (vii) <i>Subsection (e)(2)</i>. To collect information from the subject individual could serve notice that he or she is the subject of a criminal investigation and thereby present a serious impediment to such investigations.
    </p>
    <p>
        (viii) <i>Subsection (e)(3)</i>. To inform individuals as required by this subsection could reveal the existence of a criminal investigation and compromise investigative efforts.
    </p>
    <p>
        (ix) <i>Subsection (e)(4)(G), (H), and (I)</i>.  These subsections are inapplicable to the extent exemption is claimed from (d)(1) and (2).
    </p>
    <p>
        (x) <i>Subsection (e)(5)</i>. It is often impossible to determine in advance if investigatory records contained in this system are accurate, relevant, timely and complete, but, in the interests of effective law enforcement, it is necessary to retain this information to aid in establishing patterns of activity and provide investigative leads.
    </p>
    <p>
        (xi) <i>Subsection (e)(8)</i>. To serve notice could give persons sufficient warning to evade investigative efforts.
    </p>
    <p>
        (xii) <i>Subsection (g)</i>. This subsection is inapplicable to the extent that the system is exempt from other specific subsections of the Privacy Act.
    </p>
    <p>(4)  In addition, in the course of carrying out analysis for insider threats, exempt records from other systems of records may in turn become part of the case records maintained in this system.  To the extent that copies of exempt records from those other systems of records are maintained into this system, the DoD claims the same exemptions for the records from those other systems that are entered into this system, as claimed for the original primary system of which they are a part.</p>
    <p>[81 FR 71380, Oct. 17, 2016]</p>


</p><p><b>Subpart G--Publication Requirements 
</b></p>

<p><b>&#167; 310.31
 Federal Register publication.
</b></p>
<p>(a) <i>What must be published in the Federal Register.</i> (1) Four types of documents relating to the Privacy Program must be published in the <i>Federal Register</i>:
</p>
<p>(i) DoD Component Privacy Procedural rules;
</p>
<p>(ii) DoD Component exemption rules; and
</p>
<p>(iii) System notices.
</p>
<p>(iv) Match notices (See subpart L to this part).
</p>
<p>(2) See DoD 5025.1-M,&#8313; "Directive Systems Procedures" and Administrative Instruction (AI) No. 102, &#185;&#8304; "Office of the Secretary of Defense Federal Register System" for information pertaining to the preparation of documents for publication in the <i>Federal Register.</i>
</p>
<p>&#8313;See footnote 1 to &#167; 310.1.
</p>
<p>&#8304; See footnote 1 to &#167; 310.1.
</p>
<p>(b) <i>The effect of publication in the Federal Register.</i> Publication of a document in the <i>Federal Register</i> constitutes official public notice of the existence and content of the document.
</p>
<p>(c) <i>DoD Component rules.</i> (1) Component Privacy Program procedures and Component exemption rules are subject to the rulemaking procedures prescribed in AI 102.
</p>
<p>(2) System notices are not subject to formal rulemaking and are published in the <i>Federal Register</i> as "Notices," not rules.
</p>
<p>(3) Privacy procedural and exemption rules are incorporated automatically into the CFR. System notices are not published in the CFR.
</p>
<p>(d) <i>Submission of rules for publication.</i> (1) Submit to the DPO, ODA&amp;M, all proposed rules implementing this part in proper format (see DoD 5025.1-M and AI 102) for publication in the <i>Federal Register.</i>
</p>
<p>(2) This part has been published as a final rule in the <i>Federal Register.</i> Therefore, incorporate it into your Component rules rather than by republication (see AI 102).
</p>
<p>(3) DoD Component procedural rules that simply implement this Regulation need only be published as final rules in the <i>Federal Register</i> (see DoD 5025.1-M and AI 102). If the Component procedural rule supplements this part in any manner, they must be published as a proposed rule before being published as a final rule.
</p>
<p>(4) Amendments to Component rules are submitted like the basic rules.
</p>
<p>(5) The DPO submits the rules and amendments thereto to the <i>Federal Register</i> for publication.
</p>
<p>(e) <i>Submission of exemption rules for publication.</i> (1) No system of records within the Department of Defense shall be considered exempt from any provision of this part until the exemption and the exemption rule for the system has been published as a final rule in the <i>Federal Register.</i>
</p>
<p>(2) Submit exemption rules in proper format to the DPO. All exemption rules are coordinated with the DoD Office of General Counsel. After coordination, the DPO shall submit the rules to the <i>Federal Register</i> for publication.
</p>
<p>(3) Exemption rules require publication both as proposed rules and final rules (see AI 102).
</p>
<p>(4) &#167; 310.32(b) discusses the content of an exemption rule.
</p>
<p>(5) Submit amendments to exemption rules in the same manner used for establishing these rules.
</p>
<p>(f) <i>Submission of system notices for publication.</i> (1) System notices are not subject to formal rulemaking procedures. However, the Privacy Act (5 U.S.C. 552a) requires a system notice be published in the <i>Federal Register</i> of the existence and character of a new or altered system of records. Until publication of the notice, DoD Components shall not begin to operate the system of records (i.e., collect and use the information). The notice procedures require:
</p>
<p>(i) The system notice describes what kinds of records are in the system, on whom they are maintained, what uses are made of the records, and how an individual may access, or contest, the records contained in the system.
</p>
<p>(ii) The public be given 30 days to comment on any proposed routine uses before any disclosures are made pursuant to the routine use; and
</p>
<p>(iii) The notice contain the date on which the system shall become effective.
</p>
<p>(2) Submit system notices to the DPO in the <i>Federal Register</i> format (see AI 102 and appendix E to this part). The DPO transmits the notices to the <i>Federal Register</i> for publication.
</p>
<p>(3) &#167; 310.32 discusses the specific elements required in a system notice.
</p>
<p><b>&#167; 310.32
 Exemption rules.
</b></p>
<p>(a) <i>General procedures.</i> Subpart F of this part provides the general guidance for establishing exemptions for systems of records.
</p>
<p>(b) <i>Contents of exemption rules.</i> (1) Each exemption rule submitted for publication must contain the following:
</p>
<p>(i) The record system identifier and title of the system for which the exemption is claimed. (See &#167; 310.32(b) and (c));
</p>
<p>(ii) The specific sections of the Privacy Act under which the exemption for the system is claimed (for example, 5 U.S.C. 552a(j)(2), 5 U.S.C. 552a(k)(3); or 5 U.S.C. 552a(k)(7);
</p>
<p>(iii) The specific sections of the Privacy Act from which the system is to be exempted (for example, 5 U.S.C. 552a(c)(3), or 5 U.S.C. 552a(d)(l)-(5)) (see appendix D)); and
</p>
<p>(iv) The specific reasons why an exemption is being claimed from each section of the Act identified.
</p>
<p>(2) Do not claim an exemption for classified material for individual systems of records. The blanket exemption applies. (See paragraph (c) of &#167; 310.26.) 
</p>
<p><b>&#167; 310.33
 System notices.
</b></p>
<p>(a) <i>Contents of the system notices.</i> (1) The following data captions are included in each system notice:
</p>
<p>(i) Systems identifier. (see paragraph (b) of this section).
</p>
<p>(ii) System name. (see paragraph (c) of this section).
</p>
<p>(iii) System location. (see paragraph (d) of this section).
</p>
<p>(iv) Categories of individuals covered by the system. (see paragraph (e) of this section).
</p>
<p>(v) Categories of records in the system. (see paragraph (f) of this section).
</p>
<p>(vi) Authority for maintenance of the system. (see paragraph (g) of this section).
</p>
<p>(vii) Purpose(s). (see paragraph (h) of this section).
</p>
<p>(viii) Routine uses of records maintained in the system, including categories of users and the purposes of such uses. (see paragraph (i) of this section).
</p>
<p>(ix) Disclosure to Consumer Reporting Agencies. This element is optional but required when disclosing to consumer reporting agencies (See paragraph (l) of &#167; 310.22.)
</p>
<p>(x) Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system. (see paragraph (j) of this section).
</p>
<p>(xi) Systems manager(s) and address. (see paragraph (k) of this section).
</p>
<p>(xii) Notification procedure. (see paragraph (l) of this section).
</p>
<p>(xiii) Record access procedures. (see paragraph (m) of this section).
</p>
<p>(xiv) Contesting records procedures. (see paragraph (n) of this section).
</p>
<p>(xv) Record source categories. (see paragraph (o) of this section).
</p>
<p>(xvi) Exemptions claimed for the system. (see paragraph (p) of this section).
</p>
<p>(2) The captions listed in paragraph (a)(1) of this Section have been mandated by the Office of Federal Register and must be used exactly as presented.
</p>
<p>(3) A sample system notice is shown in appendix E of this part.
</p>
<p>(b) <i>System identifier.</i> The system identifier must appear on all system notices and is limited to 21 positions, unless an exception is granted by the DPO, including Component code, file number and symbols, punctuation, and spacing.
</p>
<p>(c) <i>System name.</i> (1) The name of the system reasonably identifies the general purpose of the system and, if possible, the general categories of individuals involved.
</p>
<p>(2) Use acronyms only parenthetically following the title or any portion thereof, such as, "Joint Uniform Military Pay System (JUMPS)." Do not use acronyms not commonly known unless they are preceded by an explanation.
</p>
<p>(3) The system name may not exceed 55 character positions, unless an exception is granted by the DPO, including punctuation and spacing.
</p>
<p>(4) The system name should not be the name of the database or the IT system if the name does not meet the criteria in paragraph (c)(1) of this section.
</p>
<p>(d) <i>System location.</i> (1) For systems maintained in a single location provide the exact office name, organizational identity, and address.
</p>
<p>(2) For geographically or organizationally decentralized systems, specify each level of organization or element that maintains a segment of the system, to include their mailing address, or indicate the official mailing addresses are published as an Appendix to the Component’s compilation of system of records notices, or provide an address where a complete listing of locations can be obtained.
</p>
<p>(3) Use the standard U.S. Postal Service two-letter State abbreviation symbols and 9-digit Zip Codes for all domestic addresses.
</p>
<p>(e) <i>Categories of individuals covered by the system.</i> (1) Set forth the specific categories of individuals to whom records in the system pertain in clear, easily understood, non-technical terms.
</p>
<p>(2) Avoid the use of broad over-general descriptions, such as "all Army personnel" or "all military personnel" unless this actually reflects the category of individuals involved.
</p>
<p>(f) <i>Categories of records in the system.</i> (1) Describe in clear, non-technical terms the types of records maintained in the system.
</p>
<p>(2) Only documents actually maintained in the system of records shall be described, not source documents that are used only to collect data and then destroyed.
</p>
<p>(g) <i>Authority for maintenance of system.</i> (1) Cite the specific provision of the Federal statute or E.O. that authorizes the maintenance of the system.
</p>
<p>(2) Include with citations for statutes the popular names, when appropriate (for example, Section 2103 of title 51, United States Code, "Tea-Tasters Licensing Act"), and for E.O.s, the official title (for example, E.O. No. 9397, "Numbering System for Federal Accounts Relating to Individual Persons").
</p>
<p>(3) If direct statutory authority or an Executive Order does not exist, indirect statutory authority may be cited if the authority requires the operation or administration of a program, the execution of which will require the collection and maintenance of a system of records.
</p>
<p>(4) If direct or indirect authority does not exist, the Department of Defense, as well as the Army, Navy, and Air Force general "housekeeping" statutes (i.e., 5 U.S.C. 301 ("Departmental Regulations"), 10 U.S.C. 3013 ("Secretary of the Army"), 5013 ("Secretary of the Navy"), and 8013 ("Secretary of the Air Force") may be cited if the Secretary, or those offices to which responsibility has been delegated, are required to collect and maintain systems of records in order to discharge assigned responsibilities. If the housekeeping statute is cited, the regulatory authority implementing the statute within the Department or Component also shall be identified.
</p>
<p>(5) If the social security number is being collected and maintained, E.O. 9397 ("Numbering Systems for Federal Accounts Relating to Indivdiual Persons") shall be cited.
</p>
<p>(h) <i>Purpose or Purposes.</i> (1) List the specific purposes for maintaining the system of records by the Component.
</p>
<p>(2) All internal uses of the information within the Department or Component shall be identified. Such uses are the so-called "internal routine uses."
</p>
<p>(i) <i>Routine uses.</i> (1) Except as otherwise authorized by subpart E of this part, disclosure of information from a system of records to any person or entity outside the Department of Defense (see &#167; 310.21(b)) may only be made pursuant to a routine use that has been established for the specific system of records. Such uses are the so-called "external routine uses."
</p>
<p>(2) Each routine use shall include to whom the information is being disclosed and what use and purpose the information will be used. Routine uses shall be written as follows:
</p>
<p>(i) "To* * *.[person or entity outside of DoD that will receive the information] to* * *.[what will be done with the information] for the purpose(s) of * * *[what objective is sought to be achieved]."
</p>
<p>(ii) To the extent practicable, general statements, such as "to other Federal agencies as required" or "to any other appropriate Federal agency" shall be avoided.
</p>
<p>(3) Blanket routine uses (appendix C to this part) have been adopted that apply to all Component system notices. The blanket routine uses appear at the beginning of each Component’s compilation of its system notices.
</p>
<p>(i) Each system notice shall contain a statement whether or not the blanket routine uses apply to the system.
</p>
<p>(ii) Each notice may state that none of the blanket routine uses apply or that one or more do not apply.
</p>
<p>(j) <i>Policies and practices for storing, retiring, accessing, retaining, and disposing of records.</i> This caption is subdivided into four parts:
</p>
<p>(1) <i>Storage.</i> Indicate the medium in which the records are maintained. (For example, a system may be "automated, maintained on compact disks, diskettes," "manual, maintained in paper files," or "hybrid, maintained in a combination of paper and automated form.") Storage does not refer to the container or facility in which the records are kept.
</p>
<p>(2) <i>Retrievability.</i> Specify how the records are retrieved (for example, name, SSN, or some other unique personal identifier assigned the individual).
</p>
<p>(3) <i>Safeguards.</i> Identify the system safeguards (such as storage in safes, vaults, locked cabinets or rooms, use of guards, visitor registers, personnel screening, or password protected IT systems). Also identify personnel who have access to the systems. Do not describe safeguards in such detail as to compromise system security.
</p>
<p>(4) <i>Retention and disposal.</i> Indicate how long the record is retained. When appropriate, also state the length of time the records are maintained by the Component, when they are transferred to a FRC, time of retention at the Records Center and when they are transferred to the National Archivist or are destroyed. A reference to a Component regulation without further detailed information is insufficient. If records are eventually destroyed as opposed to being retired, identify the method of destruction (e.g., shredding, burning, pulping, etc).
</p>
<p>(k) <i>System manager or managers and address.</i> (1) List the title and address of the official responsible for the management of the system.
</p>
<p>(2) If the title of the specific official is unknown, such as for a local system, specify the local commander or office head as the systems manager.
</p>
<p>(3) For geographically separated or organizationally decentralized activities for which individuals may deal directly with officials at each location in exercising their rights, list the position or duty title of each category of officials responsible for the system or a segment thereof.
</p>
<p>(4) Do not include business or duty addresses if they are listed in the Component address directory.
</p>
<p>(l) <i>Notification procedures.</i> (1) Describe how an individual may determine if there are records pertaining to him or her in the system. The procedural rules may be cited, but include a brief procedural description of the needed data. Provide sufficient information in the notice to allow an individual to exercise his or her rights without referral to the formal rules.
</p>
<p>(2) As a minimum, the caption shall include:
</p>
<p>(i) The official title (normally the system manager) and official address to which the request is to be directed.
</p>
<p>(ii) The specific information required to determine if there is a record of the individual in the system.
</p>
<p>(iii) Identification of the offices through which the individual may obtain notification; and
</p>
<p>(iv) A description of any proof of identity required. (see &#167; 310.17(c)).
</p>
<p>(3) When appropriate, the individual may be referred to a Component official who shall provide this information to him or her.
</p>
<p>(m) <i>Record access procedures.</i> (1) Describe how an individual can gain access to the records pertaining to him or her in the system. The procedural rules may be cited, but include a brief procedural description of the needed data. Provide sufficient information in the notice to allow an individual to exercise his or her rights without referral to the formal rules.
</p>
<p>(2) As a minimum, the caption shall include:
</p>
<p>(i) The official title (normally the system manager) and official address to which the request is to be directed.
</p>
<p>(ii) A description of any proof of identity required. (see &#167; 310.17(c)).
</p>
<p>(iii) When appropriate, the individual may be referred to a Component official who shall provide the records to him or her.
</p>
<p>(n) <i>Contesting record procedures.</i> (1) Describe how an individual may contest the content of a record pertaining to him or her in the system.
</p>
<p>(2) The detailed procedures for contesting a record need not be identified if the Component procedural rules are readily available to the public. (For example, "The Office of the Secretary of Defense" rules for contesting contents are contained in 32 CFR 311.) All Component procedural rules are set forth at a Departmental public Web site (<i>http://www.defenselink.mil/privacy/cfr-rules.html</i>).
</p>
<p>(3) The individual may also be referred to the system manager to determine these procedures.
</p>
<p>(o) <i>Record source categories.</i> (1) Describe where (the individual, other Component documentation, other Federal agencies, etc) the information contained in the system was obtained.
</p>
<p>(2) Specific individuals or institutions need not be identified by name, particularly if these sources have been granted confidentiality. (see &#167; 310.29(b)).
</p>
<p>(p) <i>Exemptions claimed for the System.</i> (1) If no exemption has been claimed for the system, indicate "None."
</p>
<p>(2) If an exemption is claimed, cite the exemption as well as identifying the CFR section containing the exemption rule for the system.
</p>
<p>(q) <i>Maintaining the Master DoD System Notice Registry.</i> (1) The DPO maintains a master registry of all DoD record systems notices.
</p>
<p>(2) The DPO also posts all DoD system notices to a public Web site (see <i>http://www.defenselink.mil/privacy/notices</i>).
</p>
<p><b>&#167; 310.34
 New and altered record systems.
</b></p>
<p>(a) <i>Criteria for a new record system.</i> (1) If a Component is maintaining a system of records as contemplated by &#167; 310.10(a), and a system notice has not been published for it in the <i>Federal Register,</i> the Component shall establish a system notice consistent with the requirements of this subpart.
</p>
<p>(2) If a notice for a system of records has been canceled or deleted but a determination is subsequently made that the system will be reinstated or reused, the system may not be operated (i.e., information collected or used) until a new notice is published in the <i>Federal Register.</i>
</p>
<p>(b) <i>Criteria for an altered record system.</i> A system is considered altered whenever one of the following actions occurs or is proposed:
</p>
<p>(1) A significant increase or change in the number or type of individuals about whom records are maintained.
</p>
<p>(i) Only changes that alter significantly the character and purpose of the record system are considered alterations.
</p>
<p>(ii) Increases in numbers of individuals due to normal growth are not considered alterations unless they truly alter the character and purpose of the system.
</p>
<p>(iii) Increases that change significantly the scope of population covered (for example, expansion of a system of records covering a single command’s enlisted personnel to include all of the Component’s enlisted personnel would be considered an alteration).
</p>
<p>(iv) A reduction in the number of individuals covered is not an alteration, but only an amendment. (see &#167; 310.34(a).)
</p>
<p>(v) All changes that add new categories of individuals to system coverage require a change to the "Categories of individuals covered by the system" caption of the notice (see &#167; 310.32(e)) and may require changes to the "Purpose(s)" caption (see &#167; 310.32(h)).
</p>
<p>(2) An expansion in the types or categories of information maintained.
</p>
<p>(i) The addition of any new category of records not described under the "Categories of Records in the System" caption is considered an alteration.
</p>
<p>(ii) Adding a new data element that is clearly within the scope of the categories of records described in the existing notice is an amendment. (see &#167; 310.34(a)). An amended notice may not be required if the data element is clearly covered by the record category identified in the existing system notice.
</p>
<p>(iii) All changes under this criterion require a change to the "Categories of Records in the System" caption of the notice. (see &#167; 310.32(f)).
</p>
<p>(3) An alteration of how the records are organized or the manner in which the records are indexed and retrieved.
</p>
<p>(i) The change must alter the nature of use or scope of the records involved (for example, combining records systems in a reorganization).
</p>
<p>(ii) Any change under this criteria requires a change in the "Retrievability" caption of the system notice. (see &#167; 310.32(j)(2)).
</p>
<p>(iii) If the records are no longer retrieved by name or personal identifier cancel the system notice. (see &#167; 310.10(b)).
</p>
<p>(4) A change in the purpose for which the information in the system is used.
</p>
<p>(i) The new purpose must not be compatible with the existing purposes for which the system is maintained.
</p>
<p>(ii) If the use is compatible and reasonably expected, there is no change in purpose and no alteration occurs.
</p>
<p>(iii) Any change under this criterion requires a change in the "Purpose(s)" caption (see &#167; 310.32(h)) and may require a change in the "Authority for maintenance of the system" caption (see &#167; 310.32).
</p>
<p>(5) Changes that alter the computer environment (such as changes to equipment configuration, software, or procedures) so as to create the potential for greater or easier access.
</p>
<p>(i) Increasing the number of offices with direct access is an alteration.
</p>
<p>(ii) Software applications, such as operating systems and system utilities, that provide for easier access are considered alterations.
</p>
<p>(iii) The addition of an on-line capability to a previously batch-oriented system is an alteration.
</p>
<p>(iv) The addition of peripheral devices such as tape devices, disk devices, card readers, printers, and similar devices to an existing IT system constitute an amendment if system security is preserved. (see &#167; 310.34).
</p>
<p>(v) Changes to existing equipment configuration with on-line capability need not be considered alterations to the system if:
</p>
<p>(A) The change does not alter the present security posture; or
</p>
<p>(B) The addition of terminals does not extend the capacity of the current operating system and existing security is preserved.
</p>
<p>(vi) The connecting of two or more formerly independent automated systems or networks together creating a potential for greater access is an alteration.
</p>
<p>(vii) Any change under this caption requires a change to the "Storage" caption element of the systems notice. (see &#167; 310.32(j)(i)).
</p>
<p>(c) <i>Reports of new and altered systems.</i> (1) Components shall submit a report for all new or altered systems to the DPO consistent with the requirements of this subpart and in the format prescribed at appendix F of this part.
</p>
<p>(i) Components shall include the following when submitting an alteration for a system notice for publication in the <i>Federal Register</i>:
</p>
<p>(A) The system identifier and name. (see &#167; 310.32(b) and (c)).
</p>
<p>(B) A description of the nature and specific changes proposed.
</p>
<p>(ii) The full text of the system notice need not be submitted if the master registry contains a current system notice for the system. (see &#167; 310.32(q)).
</p>
<p>(2) The DPO coordinates all reports of new and altered systems with the Office of the Assistant Secretary of Defense (Legislative Affairs), Department of Defense.
</p>
<p>(3) The DPO prepares and sends a transmittal letter that forwards the report, as well as the new or altered system notice, to OMB and Congress.
</p>
<p>(4) The DPO shall publish in the <i>Federal Register</i> a system notice for new or altered systems.
</p>
<p>(d) <i>Time restrictions on the operation of a new or altered system.</i> (1) The reports, and the new or altered system notice, must be provided OMB and Congress at least 40 days prior to the operation of the new or altered system. The 40 day review period begins on the date the transmittal letters are signed and dated.
</p>
<p>(2) The system notice must be published in the <i>Federal Register</i> before a Component begins to operate the system (i.e., collect and use the information). If the new system has routine uses or the altered system adds a new routine use, no records may be disclosed pursuant to the routine use until the public has had 30 days to comment on the proposed use.
</p>
<p>(3) The time periods run concurrently.
</p>
<p>(e) <i>Exemptions for new systems.</i> See &#167; 310.30(e) for the procedures to follow in submitting exemption rules for a new system of records or for submitting an exemption rule for an existing system of records.
</p>
<p><b>&#167; 310.35
 Amendment and deletion of system notices.
</b></p>
<p>(a) <i>Criteria for an amended system notice.</i> (1) Certain minor changes to published systems notices are considered amendments and not alterations. (see &#167; 310.33(b)).
</p>
<p>(2) Amendments do not require a report of an altered system (see &#167; 310.33(c)), but must be published in the <i>Federal Register.</i>
</p>
<p>(b) <i>System notices for amended systems.</i> Components shall include the following when submitting an amendment for a system notice for publication in the <i>Federal Register</i>:
</p>
<p>(1) The system identifier and name. (see &#167; 310.32 (b) and (c)).
</p>
<p>(2) A description of the nature and specific changes proposed.
</p>
<p>(3) The full text of the system notice need not be submitted if the master registry contains a current system notice for the system. (see &#167; 310.32(q)).
</p>
<p>(c) <i>Deletion of system notices.</i> (1) Whenever a system is discontinued, combined into another system, or determined no longer to be subject to this part, a deletion notice is required.
</p>
<p>(2) The notice of deletion shall include:
</p>
<p>(i) The system identification and name.
</p>
<p>(ii) The reason for the deletion.
</p>
<p>(3) When the system is eliminated through combination or merger, identify the successor system or systems in the deletion notice.
</p>
<p>(d) <i>Submission of amendments and deletions for publication.</i> (1) Submit amendments and deletions to the DPO for transmittal to the <i>Federal Register</i> for publication.
</p>
<p>(2) Multiple deletions and amendments may be combined into a single submission.
</p><p><b>Subpart H--Training Requirements 
</b></p>

<p><b>&#167; 310.36
 Statutory training requirements.
</b></p>
<p>The Privacy Act (5 U.S.C. 552a) requires each Agency to establish rules of conduct for all persons involved in the design, development, operation, and maintenance of any system of record and to train these persons with respect to these rules.
</p>
<p><b>&#167; 310.37
 OMB training guidelines.
</b></p>
<p>The OMB guidelines (OMB Privacy Guidelines, 40 FR 28948 (July 9, 1975) require all agencies additionally to:
</p>
<p>(a) Instruct their personnel in their rules of conduct and other rules and procedures adopted in implementing the Act, to ensure that they are reminded of their specific responsibilities for safeguarding personally identifiable information, the rules for acquiring and using such information, and the penalties for non-compliance.
</p>
<p>(b) Incorporate training on the special requirements of the Act into both formal and informal (on-the-job) training programs.
</p>
<p><b>&#167; 310.38
 DoD training programs.
</b></p>
<p>(a) The training shall include information regarding information privacy laws, regulations, policies and procedures governing the Department’s collection, maintenance, use, or dissemination of personal information. The objective is to establish a culture of sensitivity to, and knowledge about, privacy issues involving individuals throughout the Department.
</p>
<p>(b) To meet these training requirements, Components may establish three general levels of training for those persons, to include contractor personnel, who are involved in any way with the design, development, operation, or maintenance of privacy protected systems of records. These are:
</p>
<p>(1) <i>Orientation.</i> Training that provides basic understanding of this part as it applies to the individual’s job performance. This training shall be provided to personnel, as appropriate, and should be a prerequisite to all other levels of training.
</p>
<p>(2) <i>Specialized training.</i> Training that provides information as to the application of specific provisions of this part to specialized areas of job performance. Personnel of particular concern include, but are not limited to medical, personnel, and intelligence specialists, finance officers, DoD personnel who may be expected to deal with the news media or the public, special investigators, paperwork managers, and other specialists (reports, forms, records, and related functions), computer systems development personnel, computer systems operations personnel, statisticians dealing with personal data and program evaluations, contractors that will either operate systems of records on behalf of the Component or will have access to such systems incident to performing the contract, and anyone responsible for implementing or carrying out functions under this part.
</p>
<p>(3) <i>Management.</i> Training designed to identify for responsible managers (such as, senior system managers, denial authorities, and decision-makers) considerations that they shall take into account when making management decisions regarding operational programs and activities having privacy implications.
</p>
<p>(c) Include Privacy Act training in other courses of training when appropriate. Stress individual responsibilities and advise individuals of their rights and responsibilities under this part to ensure that it is understood that, where personally identifiable information is involved, individuals should handle and treat the information as if it was their information.
</p>
<p><b>&#167; 310.39
 Training methodology and procedures.
</b></p>
<p>(a) Each DoD Component is responsible for the development of training procedures and methodology.
</p>
<p>(b) The DPO shall assist the Components in developing these training programs and may develop privacy training programs for use by all DoD Components.
</p>
<p>(c) Components shall conduct training as frequently as believed necessary so that personnel who are responsible for or are in receipt of information protected by 5 U.S.C. 552a are sensitive to the requirements of this part, especially the access, use, and dissemination restrictions. Components shall give consideration to whether annual training and/or annual certification should be mandated for all or specified personnel whose duties and responsibilities require daily interaction with personally identifiable information.
</p>
<p>(d) Components shall conduct training that reaches the widest possible audience. Web-based training and video conferencing have been effective means to provide such training.
</p>
<p><b>&#167; 310.40
 Funding for training.
</b></p>
<p>Each DoD Component shall fund its own privacy training program.
</p><p><b>Subpart I--Reports 
</b></p>

<p><b>&#167; 310.41
 Requirement for reports.
</b></p>
<p>The DPO shall establish requirements for DoD Privacy Reports and the DoD Components may be required to provide data.
</p>
<p><b>&#167; 310.42
 Suspense for submission of reports.
</b></p>
<p>The suspenses for submission of all reports shall be established by the DPO.
</p>
<p><b>&#167; 310.43
 Reports control symbol.
</b></p>
<p>Any report established by this subpart in support of the Privacy Program shall be assigned Report Control Symbol DD-COMP(A)1379.
</p><p><b>Subpart J--Inspections 
</b></p>

<p><b>&#167; 310.44
 Privacy Act inspections.
</b></p>
<p>During internal inspections, Component inspectors shall be alert for compliance with this part and for managerial, administrative, and operational problems associated with the implementation of the Defense Privacy Program. Programs shall be reviewed as frequently as considered necessary by Components or the Component Inspector General.
</p>
<p><b>&#167; 310.45
 Inspection reporting.
</b></p>
<p>(a) Document the findings of the inspectors in official reports that are furnished the responsible Component officials. These reports, when appropriate, shall reflect overall assets of the Component Privacy Program inspected, or portion thereof, identify deficiencies, irregularities, and significant problems. Also document remedial actions taken to correct problems identified.
</p>
<p>(b) Retain inspections reports and later follow-up reports in accordance with established records disposition standards. These reports shall be made available to the Privacy Program officials concerned upon request.</p>
<p><b>Subpart K--Privacy Act Violations 
</b></p>
<p><b>&#167; 310.46
 Administrative remedies.
</b></p>
<p>Any individual who believes he or she has a legitimate complaint or grievance against the Department of Defense or any DoD employee concerning any right granted by this part shall be permitted to seek relief through appropriate administrative channels.
</p>
<p><b>&#167; 310.47
 Civil actions.
</b></p>
<p>An individual may file a civil suit against a DoD Component if the individual believes his or her rights under the Act have been violated. (See 5 U.S.C. 552a(g).) 
</p>
<p><b>&#167; 310.48
 Civil remedies.
</b></p>
<p>In addition to specific remedial actions, the Privacy Act provides for the payment of damages, court costs, and attorney fees in some cases.
</p>
<p><b>&#167; 310.49
 Criminal penalties.
</b></p>
<p>(a) The Act also provides for criminal penalties. (See 5 U.S.C. 552a(i).) Any official or employee may be found guilty of a misdemeanor and fined not more than $5,000 if he or she willfully:
</p>
<p>(1) Discloses information from a system of records, knowing dissemination is prohibited to anyone not entitled to receive the information (see subpart E of this part); or
</p>
<p>(2) Maintains a system of records without publishing the required public notice in the <i>Federal Register.</i> (See subpart G of this part.)
</p>
<p>(b) Any person who knowingly and willfully requests or obtains access to any record concerning another individual under false pretenses may be found guilty of misdemeanor and fined up to $5,000.
</p>
<p><b>&#167; 310.50
 Litigation status sheet.
</b></p>
<p>Whenever a complaint citing the Privacy Act is filed in a U.S. District Court against the Department of Defense, a DoD Component, or any DoD employee, the responsible system manager shall notify the DPO. The litigation status sheet at appendix H to this part provides a standard format for this notification. The initial litigation status sheet forwarded shall, as a minimum, provide the information required by items 1 through 6 of the status sheet. A revised litigation status sheet shall be provided at each stage of the litigation. When a court renders a formal opinion or judgment, copies of the judgment and opinion shall be provided to the DPO with the litigation status sheet reporting that judgment or opinion.
</p>
<p><b>&#167; 310.51
 Lost, stolen, or compromised information.
</b></p>
<p>(a) When a loss, theft, or compromise of information occurs (see &#167; 310.14), the breach shall be reported to:
</p>
<p>(1) The United States Computer Emergency Readiness Team (US CERT) within one hour of discovering that a breach of personally identifiable information has occurred. Components shall establish procedures to ensure that US CERT reporting is accomplished in accordance with the guidance set forth at <i>http://www.us-cert.gov.</i>
</p>
<p>(i) The underlying incident that led to the loss or suspected loss of PII (e.g., computer incident, theft, loss of material, etc.) shall continue to be reported in accordance with established procedures (e.g., to designated Computer Network Defense (CND) Service Providers (reference (z)), law enforcement authorities, the chain of command, etc.).
</p>
<p>(ii) [Reserved]
</p>
<p>(2) The Senior Component Official for Privacy within 24 hours of discovering that a breach of personally identifiable information has occurred. The Senior Component Official for Privacy, or their designee, shall notify the Defense Privacy Office of the breach within 48 hours upon being notified that a loss, theft, or compromise has occurred. The notification shall include the following information:
</p>
<p>(i) Identify the Component/organization involved.
</p>
<p>(ii) Specify the date of the breach and the number of individuals impacted, to include whether they are DoD civilian, military, or contractor personnel; DoD civilian or military retirees; family members; other Federal personnel or members of the public, etc.
</p>
<p>(iii) Briefly describe the facts and circumstances surrounding the loss, theft, or compromise.
</p>
<p>(iv) Briefly describe actions taken in response to the breach, to include whether the incident was investigated and by whom; the preliminary results of the inquiry if then known; actions taken to mitigate any harm that could result from the breach; whether the affected individuals are being notified, and if this will not be accomplished within 10 working days, that action will be initiated to notify the Deputy Secretary (see &#167; 310.14); what remedial actions have been, or will be, taken to prevent a similar such incident in the future, e.g., refresher training conducted, new or revised guidance issued; and any other information considered pertinent as to actions to be taken to ensure that information is properly safeguarded.
</p>
<p>(2) The Component shall determine whether administrative or disciplinary action is warranted and appropriate for those individuals determined to be responsible for the loss, theft, or compromise.
</p><p><b>Subpart L--Computer Matching Program Procedures 
</b></p>
<p><b>&#167; 310.52
 General.
</b></p>
<p>(a) A computer matching program covers two kinds of matching programs (see OMB Matching Guidelines, 54 FR 25818 (June 19, 1989)). If covered, the matches are subject to the requirements of this subpart. The covered programs are:
</p>
<p>(1) Matches using records from Federal personnel or payroll systems of records, or
</p>
<p>(2) Matches involving Federal benefits program if:
</p>
<p>(i) To determine eligibility for a Federal benefit,
</p>
<p>(ii) To determine compliance with benefit program requirements, or
</p>
<p>(iii) To effect recovery of improper payments or delinquent debts under a Federal benefit program.
</p>
<p>(b) The requirements of this part do not apply if matches are:
</p>
<p>(1) Performed solely to produce aggregated statistical data without any personal identifiers. Personally identifying data can be used for purposes of conducting the match. However, the results of the match shall be stripped of any data that would identify an individual. Under no circumstances shall match results be used to take action against specific individuals.
</p>
<p>(2) Performed to support research or statistical projects. Personally identifying data can be used for purposes of conducting the match and the match results may contain identifying data about individuals. However, the match results shall not be used to make a decision that affects the rights, benefits, or privileges of specific individuals.
</p>
<p>(3) Performed by an agency, or a component thereof, whose principal function is the enforcement of criminal laws, subsequent to the initiation of a specific criminal or civil law enforcement investigation of a named individual or individuals.
</p>
<p>(i) The match must flow from an investigation already underway which focuses on a named person or persons. "Fishing expeditions" in which the subjects are generically identified, such as "program beneficiaries" are not covered.
</p>
<p>(ii) The match must be for the purpose of gathering evidence against the named individual or individuals.
</p>
<p>(4) Performed for tax information-related purposes.
</p>
<p>(5) Performed for routine administrative purposes using records relating to Federal personnel.
</p>
<p>(i) The records to be used in the match must predominantly relate to Federal personnel (i.e., the percentage of records in the system of records that are about Federal personnel must be greater than of any other category).
</p>
<p>(ii) The purpose of the match must not be for purposes of taking any adverse financial, personnel, disciplinary, or other unfavorable action against an individual.
</p>
<p>(6) Performed using only records from systems of records maintained by an agency.
</p>
<p>(i) The purpose of the match must not be for purposes of taking any adverse financial, personnel, disciplinary, or other unfavorable action against an individual.
</p>
<p>(ii) A match of DoD personnel using records in a system of records for purposes of identifying fraud, waste, and abuse is not covered.
</p>
<p>(7) Performed to produce background checks for security clearances of Federal or contractor personnel or performed for foreign counter-intelligence purposes.
</p>
<p><b>&#167; 310.53
 Computer matching publication and review requirements.
</b></p>
<p>(a) DoD Components shall identify the systems of records that will be used in the match to ensure the publication requirements of subpart G have been satisfied. If the match will require disclosure of records outside the Department of Defense, Components shall ensure a routine use has been established, and that the publication and review requirements have been met, before any disclosures are made (see subpart G of this part).
</p>
<p>(b) If a computer matching program is contemplated, the DoD Component shall contact the DPO and provide information regarding the contemplated match. The DoD DPO shall ensure that any proposed computer matching program satisfies the requirements of the Privacy Act (5 U.S.C. 552a) and OMB Matching Guidelines (54 FR 25818 (June 19, 1989)).
</p>
<p>(c) A computer matching agreement (CMA) shall be prepared by the Component, consistent with the requirements of &#167; 310.53 of this subpart and submitted to the DPO. If the CMA satisfies the requirements of the Privacy Act (5 U.S.C. 552a) and OMB Matching Guidelines (54 FR 25818 (June 19, 1989)), as well as this subpart, it shall be forwarded to the Defense Data Integrity Board (DIB) for approval or disapproval.
</p>
<p>(1) If the CMA is approved by the DIB, the DPO shall prepare and forward a report to both Houses of Congress and to OMB as required by, and consistent with, OMB Circular A-130, "Management of Federal Information Resources," February 8, 1996, as amended. Congress and OMB shall have 40 days to review and comment on the proposed match. Any comments received must be resolved before matching can take place.
</p>
<p>(2) If the CMA is approved by the DIB, the DPO shall prepare and forward a match notice as required by OMB Circular A-130, "Management of Federal Information Resources," February 8, 1996, as amended, for publication in the <i>Federal Register.</i> The public shall be given 30 days to comment on the proposed match. Any comments received must be resolved before matching can take place.
</p>
<p><b>&#167; 310.54
 Computer matching agreements (CMAs).
</b></p>
<p>(a) If a match is to be conducted internally within DoD, a memorandum of understanding (MOU) shall be prepared. It shall contain the same elements as a CMA, except as otherwise indicated in paragraph (b)(4)(ii) of this section.
</p>
<p>(b) A CMA shall contain the following elements:
</p>
<p>(1) <i>Purpose.</i> Why the match is being proposed and what will be achieved by conducting the match.
</p>
<p>(2) <i>Legal authority.</i> What is the Federal or state statutory or regulatory basis for conducting the match. The Privacy Act does not constitute independent authority for matching. Other legal authority shall be identified.
</p>
<p>(3) <i>Justification and expected results.</i> Explain why computer matching as opposed to some other administrative means is being proposed and what the expected results will be, including a specific estimate of any savings (see paragraph (b)(13) of this section).
</p>
<p>(4) <i>Records description.</i> Identify:
</p>
<p>(i) The system of records or non-Federal records. For DoD systems of records, provide the <i>Federal Register</i> citation for the system notice;
</p>
<p>(ii) The specific routine use in the system notice if records are to be disclosed outside the Department of Defense (see &#167; 310.22(c)). If records are disclosed within the Department of Defense for an internal match, disclosures are permitted pursuant to paragraph (a) of &#167; 310.22.
</p>
<p>(iii) The number of records involved;
</p>
<p>(iv) The data elements to be included in the match;
</p>
<p>(v) The projected start and completion dates of the match. CMAs remain in effect for 18 months but can be renewed for an additional 12 months provided:
</p>
<p>(A) The match will be conducted without any change, and
</p>
<p>(B) Each party to the match certifies in writing that the program has been conducted in compliance with the CMA or MOU.
</p>
<p>(vi) How frequently will the records be matched.
</p>
<p>(5) <i>Records accuracy assessment.</i> Provide an assessment by the source and recipient agencies as to the quality of the information that will be used for the match. The poorer the quality, the more likely that the program will not be cost-effective.
</p>
<p>(6) <i>Notice procedures.</i> Identify what direct and indirect means will be used to inform individuals that matching will take place.
</p>
<p>(i) <i>Direct notice.</i> Indicate whether the individual is advised that matching may be conducted when he or she applies for a Federal benefit program. Such an advisory should normally be part of the Privacy Act Statement that is contained in the application for benefits. Individual notice sometimes is provided by a separate notice that is furnished the individual upon receipt of the benefit.
</p>
<p>(ii) <i>Indirect notice.</i> Indicate whether the individual is advised that matching may be conducted by constructive notice. Indirect or constructive notice is achieved by publication of a routine use in the <i>Federal Register</i> when the matching is between agencies or is achieved by publication of the match notice in the <i>Federal Register.</i>
</p>
<p>(7) <i>Verification procedures.</i> Explain how information produced as a result of the match will be independently verified to ensure any adverse information obtained is that of the individual identified in the match.
</p>
<p>(8) <i>Due process procedures.</i> Describe what procedures will be used to notify individuals of any adverse information uncovered as a result of the match and to give such individuals an opportunity to either explain the information or how to contest the information. No adverse action shall be taken against the individual until the due process procedures have been satisfied.
</p>
<p>(i) Unless other statutory or regulatory authority provides for a longer period of time, the individual shall be given 30 calendar days from the date of the notice to respond to the notice.
</p>
<p>(ii) If an individual contacts the agency within the notice period and indicates his or her acceptance of the validity of the adverse information, the agency may take final action. If the period expires without a response, the agency may take final action.
</p>
<p>(iii) If the agency determines that there is a potentially significant effect on public health or safety, it may take appropriate action notwithstanding the due process provisions.
</p>
<p>(9) <i>Security procedures.</i> Describe the administrative, technical, and physical safeguards that will be established to preserve and protect the privacy and confidentiality of the records involved in the match. The level of security must be commensurate with the level of the sensitivity of the records.
</p>
<p>(10) <i>Records usage, duplication, and redisclosure restrictions.</i> Describe any restrictions imposed by the source agency or by statute or regulation on the collateral uses of the records. Recipient agencies may not use the records obtained for matching purposes for any other purpose absent a specific statutory requirement or where the disclosure is essential to the conduct of the matching program.
</p>
<p>(11) <i>Disposition procedures.</i> Clearly state that the records used in the match will be retained only for the time required for conducting the match. Once the matching purpose has been achieved, the records will be destroyed unless the records must be retained as directed by other legal authority. Unless the source agency requests that the records be returned, identify the means by which destruction will occur, i.e., shredding, burning, electronic erasure, etc.
</p>
<p>(12) <i>Comptroller General access.</i> Include a statement that the Comptroller General may have access to all records of the recipient agency to monitor or verify compliance with the terms of the CMA.
</p>
<p>(13) <i>Cost-benefit analysis.</i> (i) A cost-benefit analysis shall be conducted for the proposed computer matching program unless:
</p>
<p>(A) The Data Integrity Board waives the requirement, or
</p>
<p>(B) The matching program is required by a specific statute.
</p>
<p>(ii) The analysis must demonstrate that the program is likely to be cost-effective. This analysis is to ensure agencies are following sound management practices. The analysis provides an opportunity to examine the programs and to reject those that will only produce marginal results.
</p><p><b>Appendix A to Part 310--Safeguarding Personally Identifiable Information (PII)
</b></p>
<p>(See &#167; 310.13 of Subpart B) </p>
<p><b>A. General
</b></p>
<p>1. The IT environment subjects personal information to special hazards as to unauthorized compromise, alteration, dissemination, and use. Therefore, special considerations must be given to safeguarding personal information in IT systems consistent with the requirements of DoD Directive 8500.1 and DoD Instruction 8500.2.
</p>
<p>2. Personally identifiable information must also be protected while it is being processed or accessed in computer environments outside the data processing installation (such as, remote job entry stations, terminal stations, minicomputers, microprocessors, and similar activities).
</p>
<p>3. IT facilities authorized to process classified material have adequate procedures and security for the purposes of this Regulation. However, all unclassified information subject to this Regulation must be processed following the procedures used to process and access information designated "For Official Use Only." (See DoD 5200.1-R.) 
</p><p><b>B. Risk Management and Safeguarding Standards
</b></p>
<p>1. Establish administrative, technical, and physical safeguards that are adequate to protect the information against unauthorized disclosure, access, or misuse. (See OMB Circular A-130 and DoD Instruction 8500.2.)
</p>
<p>2. Tailor safeguards to the type of system, the nature of the information involved, and the specific threat to be countered.
</p><p><b>C. Minimum Administrative Safeguards
</b></p>
<p>The minimum safeguarding standards as set forth in &#167; 310.13(b) apply to all personal data within any IT system. In addition:
</p>
<p>1. Consider the following when establishing IT safeguards:
</p>
<p>a. The sensitivity of the data being processed, stored and accessed.
</p>
<p>b. The installation environment.
</p>
<p>c. The risk of exposure.
</p>
<p>d. The cost of the safeguard under consideration.
</p>
<p>2. Label or designate media products containing personal information that do not contain classified material in such a manner as to alert those using or handling the information of the need for special protection. Designating products "For Official Use Only" in accordance with the requirements of DoD 5200.1-R satisfies this requirement.
</p>
<p>3. Mark and protect all computer products containing classified data in accordance with the requirements of DoD 5200.1-R and DoD Directive 8500.1.
</p>
<p>4. Mark and protect all computer products containing "For Official Use Only" material in accordance with the requirements of DoD 5200.1-R.
</p>
<p>5. Ensure that safeguards for protected information stored at secondary sites are appropriate.
</p>
<p>6. If there is a computer failure, restore all protected information being processed at the time of the failure using proper recovery procedures to ensure data integrity.
</p>
<p>7. Train personnel involved in processing information subject to this Regulation in proper safeguarding procedures.
</p><p><b>D. Physical Safeguards
</b></p>
<p>1. For all unclassified facilities, areas, and devices that process information subject to this Regulation, establish physical safeguards that protect the information against reasonably identifiable threats that could result in unauthorized access or alteration.
</p>
<p>2. Develop access procedures for unclassified computer rooms, tape libraries, micrographic facilities, decollating shops, product distribution areas, or other direct support areas that process or contain personal information subject to this Regulation that control adequately access to these areas.
</p>
<p>3. Safeguard on-line devices directly coupled to IT systems that contain or process information from systems of records to prevent unauthorized disclosure, use, or alteration.
</p>
<p>4. Dispose of paper records following appropriate record destruction procedures. (See &#167; 310.13(c) and DoD 5200.1-R.) 
</p><p><b>E. Technical Safeguards
</b></p>
<p>1. Components are to ensure that all PII not explicitly cleared for public release is protected according to Confidentially Level Sensitive, as established in DoD Instruction 8500.2. In addition, all DoD information and data owners shall conduct risk assessments of compilations of PII and identify those needing more stringent protection for remote access or mobile computing.
</p>
<p>2. Encrypt unclassified personal information in accordance with current Information Assurance (IA) policies and procedures, as issued.
</p>
<p>3. Remove personal data stored on magnetic storage media by methods that preclude reconstruction of the data.
</p>
<p>4. Ensure that personal information is not inadvertently disclosed as residue when transferring magnetic media between activities.
</p>
<p>5. Only DoD authorized devices shall be used for remote access. Any remote access, whether for user or privileged functions, must conform to IA controls specified in DoD Instruction 8500.2.
</p>
<p>6. Remote access for processing PII should comply with the latest IA policies and procedures.
</p>
<p>7. Minimize access to data fields necessary to accomplish an employee’s task-normally, access shall be granted only to those data elements (fields) required for the employee to perform his or her job rather than granting access to the entire database.
</p>
<p>8. Do not totally rely on proprietary software products to protect personnel data during processing or storage.
</p><p><b>F. Special Procedures
</b></p>
<p>1. Managers shall:
</p>
<p>a. Prepare and submit for publication all system notices and amendments and alterations thereto. (See &#167; 310.30(f).)
</p>
<p>b. Identify required controls and individuals authorized access to PII and maintain updates to the access authorizations.
</p>
<p>c. When required, ensure Privacy Impact Assessments are prepared consistent with the requirements of the DoD Deputy Chief Information Officer Memorandum, "DoD Privacy Impact Assessment Guidance," October 28, 2005.
</p>
<p>d. Train all personnel whose official duties require access to the system of records in the proper safeguarding and use of the information and ensure that they receive Privacy Act training.
</p><p><b>G. Record Disposal
</b></p>
<p>1. Dispose of records subject to this Regulation so as to prevent compromise. (See &#167; 310.13(c).) Magnetic tapes or other magnetic medium may be cleared by degaussing, overwriting, or erasing. (See DoD Memorandum, "Disposition of Unclassified DoD Computer Hard Drives," June 4, 2001.)
</p>
<p>2. Do not use respliced waste computer products containing personal data.
</p><p><b>Appendix B to Part 310--Sample Notification Letter 
</b></p>
<p>(See &#167; 310.14 of subpart C)
</p>
<p>Dear Mr. John Miller:
</p>
<p>On January 1, 2006, a Department of Defense (DoD) laptop computer was stolen from the parked car of a DoD employee in Washington, DC after normal duty hours while the employee was running a personal errand. The laptop contained personally identifying information on 100 DoD employees who were participating in the xxx Program. The compromised information is the name, social security number, residential address, date of birth, office and home email address, office and home telephone numbers of the Program participants.
</p>
<p>The theft was immediately reported to local and DoD law enforcement authorities who are now conducting a joint inquiry into the loss.
</p>
<p>We believe that the laptop was the target of the theft as opposed to any information that the laptop might contain. Because the information in the laptop was password protected and encrypted, we also believe that the probability is low that the information will be acquired and used for an unlawful purpose. However, we cannot say with certainty that this might not occur. We therefore believe that you should consider taking such actions as are possible to protect against the potential that someone might use the information to steal your identity.
</p>
<p>You should be guided by the actions recommended by the Federal Trade Commission at its Web site at <i>http://www.consumer.gov/idtheft/con_steps.htm.</i> The FTC urges that you immediately place an initial fraud alert on your credit file. The Fraud alert is for a period of 90 days, during which, creditors are required to contact you before a new credit card is issued or an existing card changed. The site also provides other valuable information that can be taken now or in the future if problems should develop.
</p>
<p>The DoD takes this loss very seriously and is reviewing its current policies and practices with a view of determining what must be changed to preclude a similar occurrence in the future. At a minimum, we will be providing additional training to personnel to ensure that they understand that personally identifiable information must at all times be treated in a manner that preserves and protects the confidentiality of the data.
</p>
<p>We deeply regret and apologize for any inconvenience and concern this theft may cause you.
</p>
<p>Should you have any questions, please call ______.
</p>
<p>Sincerely,
</p>
<p>Signature Block 
</p>
        <p>(Directorate level or higher)</p>

</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
        
<regulations id="reg2" toc="yes">
<regulationsTitle number="32">
<heading> National Defense </heading>
<regulationsChapter number="I">
<heading> Office of the Secretary of Defense </heading>
<regulationsPart number="311">
<heading> OFFICE OF THE SECRETARY OF DEFENSE AND JOINT STAFF PRIVACY PROGRAM </heading>
<xhtmlContent>
        
        
        <p>Sec.</p>
        <p>311.1 Purpose. </p>
        <p>311.2 Applicability. </p>
        <p>311.3 Definitions. </p>
        <p>311.4 Policy. </p>
        <p>311.5 Responsibilities. </p>
        <p>311.6 Procedures. </p>
        <p>311.7 OSD/JS Privacy Office Processes. </p>
        <p>311.8 Procedures for exemptions.</p>

        <p><b>Authority:</b> 5 U.S.C. 552a.
        </p>
        <p><b>Source:</b> 74 FR 56114, Oct. 30, 2009, unless otherwise noted.
        </p>
        <p>
            <b>
                &#167; 311.1
                Purpose.
            </b>
        </p>
        <p>
            This part revises 32 CFR part 311 to update Office of the Secretary of Defense (OSD) and Joint Staff (JS) policy, assigns responsibilities, and prescribes procedures for the effective administration of the Privacy Program in OSD and the JS. This part supplements and implements part 32 CFR part 310, the DoD Privacy Program.
        </p>
        <p>
            <b>
                &#167; 311.2
                Applicability.
            </b>
        </p>
        <p>
            This part:
        </p>
        <p>
            (a) Applies to OSD, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, and all other activities serviced by Washington Headquarters Services (WHS) that receive privacy program support from OSD/JS Privacy Office, Executive Services Directorate (ESD), WHS (hereafter referred to collectively as the "WHS-Serviced Components)."
        </p>
        <p>
            (b) Covers systems of records maintained by the WHS-Serviced Components and governs the maintenance, access, change, and release information contained in those systems of records, from which information about an individual is retrieved by a personal identifier.
        </p>
        <p>
            <b>
                &#167; 311.3
                Definitions.
            </b>
        </p>
        <p>
            (a) <i>Access.</i> The review of a record or a copy of a record or parts thereof in a system of records by any individual.
        </p>
        <p>
            (b) <i>Computer matching program.</i> A program that matches the personal records in computerized databases of two or more Federal agencies.
        </p>
        <p>
            (c) <i>Disclosure.</i> The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or Government Agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian.
        </p>
        <p>
            (d) <i>Individual.</i> A living person who is a citizen of the United States or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual. Members of the United States Armed Forces are "individuals." Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not "individuals" when acting in an entrepreneurial capacity with the Department of Defense but are "individuals" otherwise (<i>e.g.,</i> security clearances, entitlement to DoD privileges or benefits, <i>etc.</i>).
        </p>
        <p>
            (e) <i>Individual access.</i> Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian.
        </p>
        <p>
            (f) <i>Maintain.</i> To maintain, collect, use, or disseminate records contained in a system of records.
        </p>
        <p>
            (g) <i>Personal information.</i> Information about an individual that identifies, links, relates, or is unique to, or describes him or her, <i>e.g.,</i> a social security number; age; military rank; civilian grade; marital status; race; salary; home/office phone numbers; other demographic, biometric, personnel, medical, and financial information, <i>etc.</i> Such information also is known as <i>personally identifiable information</i> (<i>i.e.,</i> information which can be used to distinguish or trace an individual's identity, such as their name, social security number, date and place of birth, mother's maiden name, biometric records, including any other personal information which is linked or linkable to a specified individual).
        </p>
        <p>
            (h) <i>Record.</i> Any item, collection, or grouping of information, whatever the storage media (<i>e.g.,</i> paper, electronic, <i>etc.</i>), about an individual that is maintained by a WHS-Serviced Component, including, but not limited to, his or her education, financial transactions, medical history, criminal or employment history, and that contains his or her name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph.
        </p>
        <p>
            (i) <i>System manager.</i> A WHS-Serviced Component official who has overall responsibility for a system of records. The system manager may serve at any level in OSD. Systems managers are indicated in the published systems of records notices. If more than one official is indicated as a system manager, initial responsibility resides with the manager at the appropriate level (<i>i.e.,</i> for local records, at the local activity).
        </p>
        <p>
            (j) <i>System of records.</i> A group of records under the control of a WHS-Serviced Component from which personal information about an individual is retrieved by the name of the individual or by some other identifying number, symbol, or other identifying particular assigned, that is unique to the individual.
        </p>
        <p>
            <b>
                &#167; 311.4
                Policy.
            </b>
        </p>
        <p>
            It is DoD policy, in accordance with 32 CFR part 310, that:
        </p>
        <p>
            (a) Personal information contained in any system of records maintained by any DoD organization shall be safeguarded. To the extent authorized by section 552a of title 5, United States Code, commonly known and hereafter referred to as the "Privacy Act" and Appendix I of Office of Management and Budget Circular No. A-130 (available at <i>http://www.whitehouse.gov/omb/assets/omb/circulars/a130/a130trans4.pdf</i>), an individual shall be permitted to know what existing records pertain to him or her consistent with 32 CFR part 310.
        </p>
        <p>
            (b) Each office maintaining records and information about individuals shall ensure that this data is protected from unauthorized collection, use, dissemination and/or disclosure of personal information. These offices shall permit individuals to have access to and have a copy made of all or any portion of records about them, except as provided in 32 CFR 310.17 and 310.18. The individuals will also have an opportunity to request that such records be amended as provided by 32 CFR 310.19 . Individuals requesting access to their records shall receive concurrent consideration under section 552 of title 5, United States Code (commonly known and hereafter referred to as the "Freedom of Information Act").
        </p>
        <p>
            (c) Necessary records of a personal nature that are individually identifiable will be maintained in a manner that complies with the law and DoD policy. Any information collected by WHS-Serviced Components must be as accurate, relevant, timely, and complete as is reasonable to ensure fairness to the individual. Adequate safeguards must be provided to prevent misuse or unauthorized release of such information, consistent with the Privacy Act.
        </p>
        <p>
            <b>
                &#167; 311.5
                Responsibilities.
            </b>
        </p>
        <p>
            (a) The Director, WHS, under the authority, direction, and control of the Director, Administration and Management, shall:
        </p>
        <p>
            (1) Direct and administer the OSD/JS Privacy Program for the WHS-Serviced Components.
        </p>
        <p>
            (2) Ensure implementation of and compliance with standard and procedures established in 32 CFR part 310.
        </p>
        <p>
            (3) Coordinate with the WHS General Counsel on all WHS-Serviced Components denials of appeals for amending records and review actions to confirm denial of access to records.
        </p>
        <p>
            (4) Provide advice and assistance to the WHS-Serviced Components on matters pertaining to the Privacy Act.
        </p>
        <p>
            (5) Direct the OSD/JS Privacy Office to implement all aspects of 32 CFR part 310 as directed in &#167; 311.7 of this part.
        </p>
        <p>
            (b) The Heads of the WHS-Serviced Components shall:
        </p>
        <p>
            (1) Designate an individual in writing as the point of contact for Privacy Act matters and advise the Chief, OSD/JS Privacy Office, of names of officials so designated.
        </p>
        <p>
            (2) Designate an official in writing to deny initial requests for access to an individual's records or changes to records and advise the Chief, OSD/JS Privacy Office of names of officials so designated.
        </p>
        <p>
            (3) Provide opportunities for appointed personnel to attend periodic Privacy Act training.
        </p>
        <p>
            (4) Report any new record system, or changes to an existing system, to the Chief, OSD/JS Privacy Office at least 90 days before the intended use of the system.
        </p>
        <p>
            (5) Formally review each system of records notice on a biennial basis and update as necessary.
        </p>
        <p>
            (6) In accordance with 32 CFR 310.12, include appropriate Federal Acquisition Regulation clause (48 CFR 24.104) in all contracts that provide for contractor personnel to access WHS-Serviced Component records systems covered by the Privacy Act.
        </p>
        <p>
            (7) Review all implementing guidance prepared by the WHS-Serviced Components as well as all forms or other methods used to collect information about individuals to ensure compliance with 32 CFR part 310.
        </p>
        <p>
            (8) Establish administrative processes in WHS-Serviced Component organizations to comply with the procedures listed in this part and 32 CFR part 310.
        </p>
        <p>
            (9) Coordinate with WHS General Counsel on all proposed denials of access to records.
        </p>
        <p>
            (10) Provide justification to the OSD/JS Privacy Office when access to a record is denied in whole or in part.
        </p>
        <p>
            (11) Provide the record to the OSD/JS Privacy Office when the initial denial of a request for access to such record has been appealed by the requester or at the time of initial denial if an appeal seems likely.
        </p>
        <p>
            (12) Maintain an accurate administrative record documenting the actions resulting in a denial for access to a record or for the correction of a record. The administrative record should be maintained so it can be relied upon and submitted as a complete record of proceedings if litigation occurs in accordance with 32 CFR part 310.
        </p>
        <p>
            (13) Ensure all personnel are aware of the requirement to take appropriate Privacy Act training as required by 32 CFR part 310 and the Privacy Act.
        </p>
        <p>
            (14) Forward all requests for access to records received directly from an individual to the OSD/JS Freedom of Information Act Requester Service Center for processing under 32 CFR part 310 and 32 CFR part 286.
        </p>
        <p>
            (15) Maintain a record of each disclosure of information (other than routine use) from a system of records as required by 32 CFR part 310.
        </p>
        <p>
            <b>
                &#167; 311.6
                Procedures.
            </b>
        </p>
        <p>
            (a) <i>Publication of Notice in the</i> <i>Federal Register.</i> (1) A notice shall be published in the <i>Federal Register</i> of any record system meeting the definition of a system of records in 32 CFR 310.4.
        </p>
        <p>
            (2) The Heads of the WHS-Serviced Component shall submit notices for new or revised systems of records to the Chief, OSD/JS Privacy Office, for review at least 90 days prior to desired implementation.
        </p>
        <p>
            (3) The Chief, OSD/JS Privacy Office shall forward completed notices to the Defense Privacy Office (DPO) for review in accordance with 32 CFR 310.30. Publication in the <i>Federal Register</i> starts a 30-day comment window which provides the public with an opportunity to submit written data, views, or arguments to the DPO for consideration before a system of record is established or modified.
        </p>
        <p>
            (b) <i>Access to Systems of Records Information.</i> (1) As provided in the Privacy Act, records shall be disclosed only to the individual they pertain to and under whose individual name or identifier they are filed, unless exempted by the provisions in 32 CFR 310.31. If an individual is accompanied by a third party, the individual shall be required to furnish a signed access authorization granting the third party access according to 32 CFR 310.17.
        </p>
        <p>
            (2) Individuals seeking access to records that pertain to themselves, and that are filed by name or other personal identifier, may submit the request in person or by mail, in accordance with these procedures:
        </p>
        <p>
            (i) Any individual making a request for access to records in person shall provide personal identification to the appropriate system owner, as identified in the system of records notice published in the <i>Federal Register,</i> to verify the individual's identity according to 32 CFR 310.17.
        </p>
        <p>
            (ii) Any individual making a request for access to records by mail shall address such request to the OSD/JS FOIA Requester Service Center, Office of Freedom of Information, 1155 Pentagon, Washington, DC 20301-1155. To verify his or her identity, the requester shall include either a signed notarized statement or an unsworn declaration in the format specified by 32 CFR part 286.
        </p>
        <p>
            (iii) All requests for records shall describe the record sought and provide sufficient information to enable the material to be located (<i>e.g.,</i> identification of system of records, approximate date it was initiated, originating organization, and type of document).
        </p>
        <p>
            (iv) All requesters shall comply with the procedures in 32 CFR part 310 for inspecting and/or obtaining copies of requested records.
        </p>
        <p>
            (v) If the requester is not satisfied with the response, he or she may file a written appeal as provided in paragraph (f)(8) of this section. The requester must provide proof of identity by showing a driver's license or similar credentials.
        </p>
        <p>
            (3) There is no requirement that an individual be given access to records that are not in a group of records that meet the definition of a system of records in the Privacy Act. (For an explanation of the relationship between the Privacy Act and the Freedom of Information Act, and for guidelines to ensure requesters are given the maximum amount of information authorized by both Acts, <i>see</i> 32 CFR part 310.17
        </p>
        <p>
            (4) Granting access to a record containing personal information shall not be conditioned upon any requirement that the individual state a reason or otherwise justify the need to gain access.
        </p>
        <p>
            (5) No verification of identity shall be required of an individual seeking access to records that are otherwise available to the public.
        </p>
        <p>
            (6) Individuals shall not be denied access to a record in a system of records about themselves because those records are exempted from disclosure under 32 CFR part 286. Individuals may only be denied access to a record in a system of records about themselves when those records are exempted from the access provisions of 32 CFR 310.26.
        </p>
        <p>
            (7) Individuals shall not be denied access to their records for refusing to disclose their Social Security Number (SSN), unless disclosure of the SSN is required by statute, by regulation adopted before January 1, 1975, or if the record's filing identifier and only means of retrieval is by SSN (Privacy Act, note).
        </p>
        <p>
            (c) <i>Access to Records or Information Compiled for Law Enforcement Purposes.</i>
        </p>
        <p>
            (1) Requests are processed under 32 CFR part 310 and 32 CFR part 286 to give requesters a greater degree of access to records on themselves.
        </p>
        <p>
            (2) Records (including those in the custody of law enforcement activities) that have been incorporated into a system of records exempted from the access conditions of 32 CFR part 310, will be processed in accordance with 32 CFR 286.12. Individuals shall not be denied access to records solely because they are in the exempt system. They will have the same access that they would receive under 32 CFR part 286. (<i>See also</i> 32 CFR 310.17.)
        </p>
        <p>
            (3) Records systems exempted from access conditions will be processed under 32 CFR 310.26 or 32 CFR 286.12, depending upon which regulation gives the greater degree of access. (<i>See also</i> 32 CFR 310.17.)
        </p>
        <p>
            (4) Records systems exempted from access under 32 CFR 310.27 that are temporarily in the hands of a non-law enforcement element for adjudicative or personnel actions, shall be referred to the originating agency. The requester will be informed in writing of this referral.
        </p>
        <p>
            (d) <i>Access to Illegible, Incomplete, or Partially Exempt Records.</i> (1) An individual shall not be denied access to a record or a copy of a record solely because the physical condition or format of the record does not make it readily available (<i>e.g.,</i> deteriorated state or on magnetic tape). The document will be prepared as an extract, or it will be exactly recopied.
        </p>
        <p>
            (2) If a portion of the record contains information that is exempt from access, an extract or summary containing all of the information in the record that is releasable shall be prepared.
        </p>
        <p>
            (3) When the physical condition of the record makes it necessary to prepare an extract for release, the extract shall be prepared so that the requester will understand it.
        </p>
        <p>
            (4) The requester shall be informed of all deletions or changes to records.
        </p>
        <p>
            (e) <i>Access to Medical Records.</i> (1) Medical records shall be disclosed to the individual and may be transmitted to a medical doctor named by the individual concerned.
        </p>
        <p>
            (2) The individual may be charged reproduction fees for copies or records as outlined in 32 CFR 310.20.
        </p>
        <p>
            (f) <i>Amending and Disputing Personal Information in Systems of Records.</i>
        </p>
        <p>
            (1) The Head of a WHS-Serviced Component, or designated official, shall allow individuals to request amendment to their records to the extent that such records are not accurate, relevant, timely, or complete.
        </p>
        <p>
            (2) Requests shall be submitted in person or by mail to the office designated in the system of records notice. They should contain, as a minimum, identifying information to locate the record, a description of the items to be amended, and the reason for the change. Requesters shall be required to provide verification of their identity as stated in paragraphs (b)(2)(i) and (b)(2)(ii) of this section to ensure that they are seeking to amend records about themselves and not, inadvertently or intentionally, the records of others.
        </p>
        <p>
            (3) Requests shall not be rejected nor required to be resubmitted unless additional information is essential to process the request.
        </p>
        <p>
            (4) The appropriate system manager shall mail a written acknowledgment to an individual's request to amend a record within 10 workdays after receipt. Such acknowledgment shall identify the request and may, if necessary, request any additional information needed to make a determination. No acknowledgment is necessary if the request can be reviewed and processed and if the individual can be notified of compliance or denial within the 10-day period. Whenever practical, the decision shall be made within 30 working days. For requests presented in person, written acknowledgment may be provided at the time the request is presented.
        </p>
        <p>
            (5) The Head of a WHS-Serviced Component, or designated official, shall promptly take one of three actions on requests to amend the records:
        </p>
        <p>
            (i) If the WHS-Serviced Component official agrees with any portion or all of an individual's request, he or she will proceed to amend the records in accordance with existing statutes, regulations, or administrative procedures and inform the requester of the action taken in accordance with 32 CFR 310.19. The WHS-Serviced Component official shall also notify all previous holders of the record that the amendment has been made and shall explain the substance of the correction.
        </p>
        <p>
            (ii) If the WHS-Serviced Component official disagrees with all or any portion of a request, the individual shall be informed promptly of the refusal to amend a record, the reason for the refusal, and the procedure to submit an appeal as described in paragraph (f)(8) of this section.
        </p>
        <p>
            (iii) If the request for an amendment pertains to a record controlled and maintained by another Federal agency, the request shall be referred to the appropriate agency and the requester advised of this.
        </p>
        <p>
            (6) When personal information has been disputed by the requestor, the Head of a WHS-Serviced Component, or designated official, shall:
        </p>
        <p>
            (i) Determine whether the requester has adequately supported his or her claim that the record is inaccurate, irrelevant, untimely, or incomplete.
        </p>
        <p>
            (ii) Limit the review of a record to those items of information that clearly bear on any determination to amend the record, and shall ensure that all those elements are present before a determination is made.
        </p>
        <p>
            (7) If the Head of a WHS-Serviced Component, or designated official, after an initial review of a request to amend a record, disagrees with all or any portion of the request to amend a record, he or she shall:
        </p>
        <p>
            (i) Advise the individual of the denial and the reason for it.
        </p>
        <p>
            (ii) Inform the individual that he or she may appeal the denial.
        </p>
        <p>
            (iii) Describe the procedures for appealing the denial, including the name and address of the official to whom the appeal should be directed. The procedures should be as brief and simple as possible.
        </p>
        <p>
            (iv) Furnish a copy of the justification of any denial to amend a record to the OSD/JS Privacy Office.
        </p>
        <p>
            (8) If an individual disagrees with the initial WHS-Serviced Component determination, he or she may file an appeal. If the record is created and maintained by a WHS-Serviced Component, the appeal should be sent to the Chief, OSD/JS Privacy Office, WHS, 1155 Defense Pentagon, Washington, DC 20301-1155.
        </p>
        <p>
            (9) If, after review, the Chief, OSD/JS Privacy Office, determines the system of records should not be amended as requested, the Chief, OSD/JS Privacy Office, shall provide a copy of any statement of disagreement to the extent that disclosure accounting is maintained in accordance with 32 CFR 310.25 and shall advise the individual:
        </p>
        <p>
            (i) Of the reason and authority for the denial.
        </p>
        <p>
            (ii) Of his or her right to file a statement of the reason for disagreeing with the OSD/JS Privacy Office's decision.
        </p>
        <p>
            (iii) Of the procedures for filing a statement of disagreement.
        </p>
        <p>
            (iv) That the statement filed shall be made available to anyone the record is disclosed to, together with a brief statement by the WHS-Serviced Component summarizing its reasons for refusing to amend the records.
        </p>
        <p>
            (10) If the Chief, OSD/JS Privacy Office, determines that the record should be amended in accordance with the individual's request, the WHS-Serviced Component shall amend the record, advise the individual, and inform previous recipients where a disclosure accounting has been maintained in accordance with 32 CFR 310.25.
        </p>
        <p>
            (11) All appeals should be processed within 30 workdays after receipt by the proper office. If the Chief, OSD/JS Privacy Office, determines that a fair and equitable review cannot be made within that time, the individual shall be informed in writing of the reasons for the delay and of the approximate date the review is expected to be completed.
        </p>
        <p>
            (g) <i>Disclosure of Disputed Information.</i> (1) If the OSD/JS Privacy Office determines the record should not be amended and the individual has filed a statement of disagreement under paragraph (f)(8) of this section, the WHS-Serviced Component shall annotate the disputed record so it is apparent to any person to whom the record is disclosed that a statement has been filed. Where feasible, the notation itself shall be integral to the record. Where disclosure accounting has been made, the WHS-Serviced Component shall advise previous recipients that the record has been disputed and shall provide a copy of the individual's statement of disagreement in accordance with 32 CFR 310.21.
        </p>
        <p>
            (i) This statement shall be maintained to permit ready retrieval whenever the disputed portion of the record is disclosed.
        </p>
        <p>
            (ii) When information that is the subject of a statement of disagreement is subsequently disclosed, the WHS-Serviced Component designated official shall note which information is disputed and provide a copy of the individual's statement.
        </p>
        <p>
            (2) The WHS-Serviced Component shall include a brief summary of its reasons for not making a correction when disclosing disputed information. Such statement shall normally be limited to the reasons given to the individual for not amending the record.
        </p>
        <p>
            (3) Copies of the WHS-Serviced Component summary will be treated as part of the individual's record; however, it will not be subject to the amendment procedure outlined in paragraph (f) of this section.
        </p>
        <p>
            (h) <i>Penalties.</i> (1) <i>Civil Action.</i> An individual may file a civil suit against the WHS-Serviced Component or its employees if the individual feels certain provisions of the Privacy Act have been violated.
        </p>
        <p>
            (2) <i>Criminal Action.</i> (i) Criminal penalties may be imposed against an officer or employee of a WHS-Serviced Component for these offenses listed in the Privacy Act:
        </p>
        <p>
            (A) Willful unauthorized disclosure of protected information in the records;
        </p>
        <p>
            (B) Failure to publish a notice of the existence of a record system in the <i>Federal Register</i>; and
        </p>
        <p>
            (C) Requesting or gaining access to the individual's record under false pretenses.
        </p>
        <p>
            (ii) An officer or employee of a WHS-Serviced Component may be fined up to $5,000 for a violation as outlined in paragraphs (h)(2)(i)(A) through (h)(2)(i)(C) of this section.
        </p>
        <p>
            (i) <i>Litigation Status Sheet.</i> Whenever a complaint citing the Privacy Act is filed in a U.S. District Court against the Department of Defense, a WHS-Serviced Component, or any employee of a WHS-Serviced Component, the responsible system manager shall promptly notify the OSD/JS Privacy Office, which shall notify the DPO. The litigation status sheet in Appendix H of 32 CFR part 310 provides a standard format for this notification. (The initial litigation status sheet shall, as a minimum, provide the information required by items 1 through 6). A revised litigation status sheet shall be provided at each stage of the litigation. When a court renders a formal opinion or judgment, copies of the judgment or opinion shall be provided to the OSD/JS Privacy Office with the litigation status sheet reporting that judgment or opinion.
        </p>
        <p>
            (j) <i>Computer Matching Programs.</i> 32 CFR 310.52 prescribes that all requests for participation in a matching program (either as a matching agency or a source agency) be submitted to the DPO for review and compliance. The WHS-Serviced Components shall submit a courtesy copy to the OSD/JS Privacy Office at the time of transmittal to the DPO.
        </p>
        <p>
            <b>
                &#167; 311.7
                OSD/JS Privacy Office Processes.
            </b>
        </p>
        <p>
            The OSD/JS Privacy Office shall:
        </p>
        <p>
            (a) Exercise oversight and administrative control of the OSD/JS Privacy Program for the WHS-Serviced Components.
        </p>
        <p>
            (b) Provide guidance and training to the WHS-Serviced Components as required by 32 CFR 310.37.
        </p>
        <p>
            (c) Collect and consolidate data from the WHS-Serviced Components and submit reports to the DPO, as required by 32 CFR 310.40 or otherwise requested by the DPO.
        </p>
        <p>
            (d) Coordinate and consolidate information for reporting all record systems, as well as changes to approved systems, to the DPO for final processing to the Office of Management and Budget, the Congress, and the <i>Federal Register,</i> as required by 32 CFR part 310.
        </p>
        <p>
            (e) In coordination with DPO, serve as the appellate authority for the WHS-Serviced Components when a requester appeals a denial for access as well as when a requester appeals a denial for amendment or initiates legal action to correct a record.
        </p>
        <p>
            (f) Refer all matters about amendments of records and general and specific exemptions under 32 CFR 310.19, 310.28 and 310.29 to the proper WHS-Serviced Components.
        </p>
        <p>
            <b>
                &#167; 311.8
                Procedures for exemptions.
            </b>
        </p>
 <p>(a) <i>General information.</i> The Secretary of Defense designates those Office of the Secretary of Defense (OSD) systems of records which will be exempt from certain provisions of the Privacy Act. There are two types of exemptions, general and specific. The general exemption authorizes the exemption of a system of records from all but a few requirements of the Act. The specific exemption authorizes exemption of a system of records or portion thereof, from only a few specific requirements. If an OSD Component originates a new system of records for which it proposes an exemption, or if it proposes an additional or new exemption for an existing system of records, it shall submit the recommended exemption with the records system notice as outlined in &#167; 311.6. No exemption of a system of records shall be considered automatic for all records in the system. The systems manager shall review each requested record and apply the exemptions only when this will serve significant and legitimate Government purpose.
</p>
<p>(b) <i>General exemptions.</i> The general exemption provided by 5 U.S.C. 552a(j)(2) may be invoked for protection of systems of records maintained by law enforcement activities. Certain functional records of such activities are not subject to access provisions of the Privacy Act of 1974. Records identifying criminal offenders and alleged offenders consisting of identifying data and notations of arrests, the type and disposition of criminal charges, sentencing, confinement, release, parole, and probation status of individuals are protected from disclosure. Other records and reports compiled during criminal investigations, as well as any other records developed at any stage of the criminal law enforcement process from arrest to indictment through the final release from parole supervision are excluded from release.
</p>
<p>(1) <i>System identifier and name:</i> DWHS P42.0, DPS Incident Reporting and Investigations Case Files.
</p>
<p>(i) <i>Exemption.</i> Portions of this system that fall within 5 U.S.C. 552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a, Sections (c)(3) and (4); (d)(1) through (d)(5); (e)(1) through (e)(3); (e)(5); (f)(1) through (f)(5); (g)(1) through (g)(5); and (h) of the Act.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2).
</p>
<p>(iii) <i>Reason:</i> The Defense Protective Service is the law enforcement body for the jurisdiction of the Pentagon and immediate environs. The nature of certain records created and maintained by the DPS requires exemption from access provisions of the Privacy Act of 1974. The general exemption, 5 U.S.C. 552a(j)(2), is invoked to protect ongoing investigations and to protect from access criminal investigation information contained in this record system, so as not to jeopardize any subsequent judicial or administrative process taken as a result of information contained in the file.
</p>
<p>(2) <i>System identifier and name:</i> JS006.CND, Department of Defense Counternarcotics C4I System.
</p>
<p>(i) <i>Exemption:</i> Portions of this system that fall within 5 U.S.C. 552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a, section (c) (3) and (4); (d)(1) through (d)(5); (e)(1) through (e)(3); (e)(4)(G) and (e)(4)(H); (e)(5); (f)(1) through (f)(5); (g)(1) through (g)(5) of the Act.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2).
</p>
<p>(iii) <i>Reason:</i> From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede USSOUTHCOM’s criminal law enforcement.
</p>
<p>(iv) For subsections (c)(4) and (d) because notification would alert a subject to the fact that an investigation of that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy.
</p>
<p>(v) From subsections (e)(4)(G) and (H) because this system of records is exempt from the access provisions of subsection (d) pursuant to subsection (j).
</p>
<p>(vi) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going criminal investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(vii) For compatibility with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness and completeness cannot apply to this record system. Information gathered in criminal investigations is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation.
</p>
<p>(viii) From subsection (e)(1) because the nature of the criminal investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to USSOUTHCOM’s close liaison and working relationships with the other Federal, as well as state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies.
</p>
<p>(ix) From subsection (e)(2) because collecting information to the greatest extent possible directly from the subject individual may or may not be practicable in a criminal investigation. The individual may choose not to provide information and the law enforcement process will rely upon significant information about the subject from witnesses and informants.
</p>
<p>(x) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal investigation. The effect would be somewhat inimical to established investigative methods and techniques.
</p>
<p>(xi) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the criminal investigative process. It is the nature of criminal law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significant as further investigation brings new details to light.
</p>
<p>(xii) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to criminal law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations.
</p>
<p>(3)-(15) [Reserved]
</p>
<p>(16) System identifier and name: DWHS E06, Enterprise Correspondence Control System (ECCS).
</p>
<p>(i) <i>Exemption:</i> During the staffing and coordination of actions to, from, and within components in conduct of daily business, exempt materials from other systems of records may in turn become part of the case record in this document control system. To the extent that copies of exempt records from those "other" systems of records are entered into this system, the Office of the Secretary of Defense hereby claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a (j)(2) and (k)(1) through (k)(7).
</p>
<p>(iii) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(c) <i>Specific exemptions.</i> All systems of records maintained by any OSD Component shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to subsection (k)(1) of that section to the extent that the system contains any information properly classified under Executive Order 11265, ‘National Security Information,’ dated June 28, 552a(d) pursuant to subsection (k)(1) of that section to the extent that the system contains any information properly classified under E.O. 11265, ‘National Security Information,’ dated June 28, 1979, as amended, and required by the Executive Order to be kept classified in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions may contain isolated information which has been properly classified. The Secretary of Defense has designated the following OSD system of records described below specifically exempted from the appropriate provisions of the Privacy Act pursuant to the designated authority contained therein:
</p>
<p>(1) <i>System identifier and name:</i> DGC 16, Political Appointment Vetting Files.
</p>
<p>(i) <i>Exemption.</i> Portions of this system of records that fall within the provisions of 5 U.S.C. 552a(k)(5) may be exempt from the following subsections (d)(1) through (d)(5).
</p>
<p>(ii) <i>Authority.</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons.</i> From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government’s continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source.
</p>
<p>(2) <i>System identifier and name:</i> DWHS P28, The Office of the Secretary of Defense Clearance File.
</p>
<p>(i) <i>Exemption.</i> This system of records is exempt from subsections (c)(3) and (d) of 5 U.S.C. 552a, which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information but only to the extent that disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning the specific information which would reveal the identity of the source.
</p>
<p>(ii) <i>Authority.</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons.</i> This exemption is required to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government’s continued access to information from persons who would otherwise refuse to give it.
</p>
<p>(3) <i>System identifier and name:</i> DGC 04, Industrial Personnel Security Clearance Case Files.
</p>
<p>(i) <i>Exemption.</i> All portions of this system which fall under 5 U.S.C. 552a(k)(5) are exempt from the following provisions of title 5 U.S.C. 552a: (c)(3); (d).
</p>
<p>(ii) <i>Authority.</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons.</i> This system of records is exempt from subsections (c)(3) and (d) of section 552a of 5 U.S.C. which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence, or prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning whether specific information would reveal the identity of a source. This exemption is required in order to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government’s continued access to information from persons who would otherwise refuse to give it.
</p>
<p>(4) <i>System identifier and name:</i> DWHS P32, Standards of Conduct Inquiry File.
</p>
<p>(i) <i>Exemption.</i> This system of records is exempted from subsections (c)(3) and (d) of 5 U.S.C. 552a, which would require the disclosure of: Investigatory material compiled for law enforcement purposes; or investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, or Federal contracts, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. If any individual is denied any right, privilege, or benefit that he would otherwise be entitled by Federal law, or otherwise be eligible, as a result of the maintenance of investigatory material compiled for law enforcement purposes, the material shall be provided to that individual, except to the extent that its disclosure would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source.
</p>
<p>(ii) <i>Authority.</i> 5 U.S.C. 552a(k)(2) and (5).
</p>
<p>(iii) <i>Reasons.</i> These exemptions are necessary to protect the confidentiality of the records compiled for the purpose of: enforcement of the conflict of interest statutes by the Department of Defense Standards of Conduct Counselor, General Counsel, or their designees; and determining suitability, eligibility or qualifications for Federal civilian employment, military service, or Federal contracts of those alleged to have violated or caused others to violate the Standards of Conduct regulations of the Department of Defense.
</p>
<p>(5) <i>System identifier and name:</i> DUSDP 02, Special Personnel Security Cases.
</p>
<p>(i) <i>Exemption:</i> All portions of this system which fall under 5 U.S.C. 552a(k)(5) are exempt from the following provisions of 5 U.S.C. 552a: (c)(3); (d).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons:</i> This system of records is exempt from subsections (c)(3) and (d) of 5 U.S.C. 552a which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning whether specific information would reveal the identity of a source. This exemption is required in order to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government’s continued access to information from persons who would otherwise refuse to give it.
</p>
<p>(6) <i>System identifier and name:</i> DODDS 02.0, Educator Application Files.
</p>
<p>(i) <i>Exemption.</i> All portions of this system which fall within 5 U.S.C. 552a(k)(5) may be exempt from the following provisions of 5 U.S.C. 552a: (c)(3); (d).
</p>
<p>(ii) <i>Authority.</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons.</i> It is imperative that the confidential nature of evaluation and investigatory material on teacher application files furnished the Department of Defense Dependent Schools (DoDDS) under promises of confidentiality be exempt from disclosure to the individual to insure the candid presentation of information necessary to make determinations involving applicants suitability for DoDDS teaching positions.
</p>
<p>(7) System identifier and name: DGC 20, DoD Presidential Appointee Vetting File.
</p>
<p>(i) <i>Exemption:</i> Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Portions of this system of records that may be exempt pursuant to 5 U.S.C. 552a(k)(5) are subsections (d)(1) through (d)(5).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reason:</i> From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government’s continued access to information from persons who otherwise might refuse to give it.
</p>
<p>(8) <i>System identifier and name:</i> DWHS P29, Personnel Security Adjudications File.
</p>
<p>(i) <i>Exemption:</i> Portions of this system of records that fall within the provisions of 5 U.S.C. 552a(k)(5) may be exempt from the following subsections (d)(1) through (d)(5).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons.</i> From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government’s continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source.
</p>
<p>(9) <i>System identifier and name:</i> JS004SECDIV, Joint Staff Security Clearance Files.
</p>
<p>(i) <i>Exemption:</i> Portions of this system of records are exempt pursuant to the provisions of 5 U.S.C. 552a(k)(5) from subsections 5 U.S.C. 552a(d)(1) through (d)(5).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons:</i> From subsections (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government’s continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source.
</p>
<p>(10) <i>System identifier and name:</i> DFMP 26, Vietnamese Commando Compensation Files.
</p>
<p>(i) <i>Exemption:</i> Information classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(1).
</p>
<p>(iii) <i>Reasons:</i> From subsection 5 U.S.C. 552a(d) because granting access to information that is properly classified pursuant to E.O. 12958, as implemented by DoD 5200.1-R, may cause damage to the national security.
</p>
<p>(11) <i>System identifier and name:</i> DUSP 11, POW/Missing Personnel Office Files.
</p>
<p>(i) <i>Exemption:</i> Information classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(1).
</p>
<p>(iii) <i>Reasons:</i> From subsection 5 U.S.C. 552a(d) because granting access to information that is properly classified pursuant to E.O. 12958, as implemented by DoD 5200.1-R, may cause damage to the national security.
</p>
<p>(12) <i>System identifier and name:</i> DFOISR 05, Freedom of Information Act Case Files.
</p>
<p>(i) <i>Exemption:</i> During the processing of a Freedom of Information Act request, exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those ‘other’ systems of records are entered into this system, the Office of the Secretary of Defense claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7).
</p>
<p>(iii) <i>Reasons:</i> Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(13) <i>System identifier and name:</i> DFOISR 10, Privacy Act Case Files.
</p>
<p>(i) <i>Exemption:</i> During the processing of a Privacy Act request (which may include access requests, amendment requests, and requests for review for initial denials of such requests), exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those ‘other’ systems of records are entered into this system, the Office of the Secretary of Defense hereby claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7).
</p>
<p>(iii) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(14) System identifier and name: DHRA 02, PERSEREC Research Files.
</p>
<p>(i) <i>Exemption:</i> (A) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p>
<p>(B) Therefore, portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(5) from the following subsections of 5 U.S.C. 552a(c)(3), (d), and (e)(1).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) Reasons: (A) From subsection (c)(3) and (d) when access to accounting disclosures and access to or amendment of records would cause the identity of a confidential source to be revealed. Disclosure of the source’s identity not only will result in the Department breaching the promise of confidentiality made to the source, but it will impair the Department’s future ability to compile investigatory material for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts, or access to classified information. Unless sources can be assured that a promise of confidentiality will be honored, they will be less likely to provide information considered essential to the Department in making the required determinations.
</p>
<p>(B) From (e)(1) because in the collection of information for investigatory purposes, it is not always possible to determine the relevance and necessity of particular information in the early stages of the investigation. In some cases, it is only after the information is evaluated in light of other information that its relevance and necessity becomes clear. Such information permits more informed decisionmaking by the Department when making required suitability, eligibility, and qualification determinations.
</p>
<p>(15) System identifier and name: DCIFA 01, CIFA Operational and Analytical Records.
</p>
<p>(i) <i>Exemptions:</i> This system of records is a compilation of information from other Department of Defense and U.S. Government systems of records. To the extent that copies of exempt records from those ‘other’ systems of records are entered into this system, OSD hereby claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7).
</p>
<p>(iii) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent (1) such provisions have been identified and an exemption claimed for the original record and (2) the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions are claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, and to preserve the confidentiality and integrity of Federal evaluation materials. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(16) <i>System identifier and name:</i> DMDC 15 DoD, Armed Services Military Accession Testing.
</p>
<p>(i) <i>Exemption:</i> Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service or military service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(d).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(6).
</p>
<p>(iii) <i>Reasons:</i> (A) An exemption is required for those portions of the Skill Qualification Test system pertaining to individual item responses and scoring keys to preclude compromise of the test and to ensure fairness and objectivity of the evaluation system.
</p>
<p>(B) From subsection (d)(1) when access to those portions of the Skill Qualification Test records would reveal the individual item responses and scoring keys. Disclosure of the individual item responses and scoring keys will compromise the objectivity and fairness of the test as well as the validity of future tests resulting in the Department being unable to use the testing battery as an individual assessment tool.
</p>
<p>(17) <i>System identifier and name:</i> DMDC 11, Investigative Records Repository.
</p>
<p>(i) <i>Exemptions:</i> (A) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.
</p>
<p>(B) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).
</p>
<p>(C) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p>
<p>(D) Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2), (k)(3), or (k)(5) may be exempt from the following subsections of 5 U.S.C. 552(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(2), (k)(3), or (k)(5).
</p>
<p>(iii) <i>Reasons:</i> (A) From subsection (c)(3) because it will enable the Department to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources’ identity would be held in confidence (or prior to the effective date of the Act, under an implied promise).
</p>
<p>(B) From subsections (e)(1), (e)(4(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the source’s identity would be held in confidence (or prior to the effective date of the Act, under an implied promise).
</p>
<p>(C) From subsections (d) and (f) because requiring OSD to grant access to records and agency rules for access and amendment of records would unfairly impede the agency’s investigation of allegations of unlawful activities. To require OSD to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on-going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(18) <i>System identifier and name:</i> DMDC 12 DoD, Joint Personnel Adjudication System (JPAS).
</p>
<p>(i) <i>Exemption:</i> Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(5).
</p>
<p>(iii) <i>Reasons:</i> (A) from subsections (c)(3) and (d) when access to accounting disclosure and access to or amendment of records would cause the identity of a confidential source to be revealed. Disclosure of the source’s identity not only will result in the Department breaching the promise of confidentiality made to the source but it will impair the Department’s future ability to compile investigatory material for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts, or access to classified information. Unless sources can be assured that a promise of confidentiality will be honored, they will be less likely to provide information considered essential to the Department in making the required determinations.
</p>
<p>(B) From subsection (e)(1) because in the collection of information for investigatory purposes, it is not always possible to determine the relevance and necessity of particular information in the early stages of the investigation. It is only after the information is evaluated in light of other information that its relevance and necessity becomes clear. Such information permits more informed decision-making by the Department when making required suitability, eligibility, and qualification determinations.
</p>
<p>(19) System identifier and name: DA&amp;M 01, Civil Liberties Program Case Management System.
</p>
<p>(i) <i>Exemptions:</i> Records contained in this System of Records may be exempted from the requirements of subsections (c)(3); (d)(1), (2), (3), and (4); (e)(1) and (e)(4)(G), (H), and (I); and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(1). Records may be exempted from these subsections or, additionally, from the requirements of subsections (c)(4); (e)(2), (3), and (8) of the Privacy Act of 1974 consistent with any exemptions claimed under 5 U.S.C. 552a (j)(2) or (k)(1), (k)(2), or (k)(5) by the originator of the record, provided the reason for the exemption remains valid and necessary. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and is published at 32 CFR part 311.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a (j)(2), (k)(1), (k)(2), or (k)(5).
</p>
<p>(iii) <i>Reasons:</i> (A) From subsections (c)(3) (accounting of disclosures) because an accounting of disclosures from records concerning the record subject would specifically reveal an intelligence or investigative interest on the part of the Department of Defense and could result in release of properly classified national security or foreign policy information.
</p>
<p>(B) From subsections (d)(1), (2), (3) and (4) (record subject’s right to access and amend records) because affording access and amendment rights could alert the record subject to the investigative interest of law enforcement agencies or compromise sensitive information classified in the interest of national security. In the absence of a national security basis for exemption, records in this system may be exempted from access and amendment to the extent necessary to honor promises of confidentiality to persons providing information concerning a candidate for position. Inability to maintain such confidentiality would restrict the free flow of information vital to a determination of a candidate’s qualifications and suitability.
</p>
<p>(C) From subsection (e)(1) (maintain only relevant and necessary records) because in the collection of information for investigatory purposes, it is not always possible to determine the relevance and necessity of particular information in the early stages of the investigation. It is only after the information is evaluated in light of other information that its relevance and necessity becomes clear. In the absence of a national security basis for exemption under subjection (k)(1), records in this system may be exempted from the relevance requirement pursuant to subjection (k)(5) because it is not possible to determine in advance what exact information may assist in determining the qualifications and suitability of a candidate for position. Seemingly irrelevant details, when combined with other data, can provide a useful composite for determining whether a candidate should be appointed.
</p>
<p>(D) From subsections (e)(4)(G) and (H) (publication of procedures for notifying subject of the existence of records about them and how they may access records and contest contents) because the system is exempted from subsection (d) provisions regarding access and amendment, and from the subsection (f) requirement to promulgate agency rules. Nevertheless, the Office of the Secretary of Defense has published notice concerning notification, access, and contest procedures because it may, in certain circumstances, determine it appropriate to provide subjects access to all or a portion of the records about them in this system of records.
</p>
<p>(E) From subsection (e)(4)(I) (identifying sources of records in the system of records) because identifying sources could result in disclosure of properly classified national defense or foreign policy information, intelligence sources and methods, and investigatory techniques and procedures. Notwithstanding its proposed exemption from this requirement the Office of the Secretary of Defense identifies record sources in broad categories sufficient to provide general notice of the origins of the information it maintains in this system of records.
</p>
<p>(F) From subsection (f) (agency rules for notifying subjects to the existence of records about them, for accessing and amending records, and for assessing fees) because the system is exempt from subsection (d) provisions regarding access and amendment of records by record subjects. Nevertheless, the Office of the Secretary of Defense has published agency rules concerning notification of a subject in response to his request if any system of records named by the subject contains a record pertaining to him and procedures by which the subject may access or amend the records. Notwithstanding exemption, the Office of the Secretary of Defense may determine it appropriate to satisfy a record subject’s access request.
</p>
<p>(20) <i>System identifier and name:</i> DMDC 13 DoD, Defense Clearance and Investigations Index.
</p>
<p>(i) <i>Exemptions:</i> Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2) may be exempt from the following subjections of 5 U.S.C. 552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (I) and (f).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(2).
</p>
<p>(iii) <i>Reasons:</i> (A) From subsection (c)(3) because it will enable OSD components to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources’ identity would be held in confidence (or prior to the effective date of the Act, under an implied promise).
</p>
<p>(B) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources’ identity would be held in confidence (or prior to the effective date of the Act, under an implied promise).
</p>
<p>(C) From subsections (d) and (f) because requiring OSD to grant access to records and agency rules for access and amendment of records would unfairly impede the investigation of allegations of unlawful activities. To require OSD to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on-going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(21) System identifier and name: DWHS E05, Mandatory Declassification Review Files.
</p>
<p>(i) <i>Exemption:</i> Information classified under E.O. 13526, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1).
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(1).
</p>
<p>(iii) <i>Reasons:</i> From subsection 5 U.S.C. 552a(d) because granting access to information that is properly classified pursuant to E.O. 13526, as implemented by DoD 5200.1-R, may cause damage to the national security.
</p>
<p>(22) System identifier and name: DPFPA 05, Computer Aided Dispatch and Records Management System (CAD/RMS).
</p>
<p>(i) <i>Exemptions:</i> Portions of this system that fall within 5 U.S.C. 552a(j)(2) and/or (k)(2) are exempt from the following provisions of 5 U.S.C. 552a, section (c)(3) and (4); (d); (e)(1) through (e)(3); (e)(4)(G) through (I); (e)(5); (e)(8); (f) and (g) of the Act, as applicable.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2) and (k)(2).
</p>
<p>(iii) <i>Reasons:</i> (A) From subsections (c)(3) and (4) because making available to a record subject the accounting of disclosure from records concerning him or her would specifically reveal any investigative interest in the individual. Revealing this information could reasonably be expected to compromise ongoing efforts to investigate a known or suspected offender by notifying the record subject that he or she is under investigation. This information could also permit the record subject to take measures to impede the investigation, e.g., destroy evidence, intimidate potential witnesses, or flee the area to avoid or impede the investigation.
</p>
<p>(B) From subsection (d) because these provisions concern individual access to and amendment of certain records contained in this system, including law enforcement and investigatory records. Compliance with these provisions could alert the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of law enforcement agencies; compromise sensitive information related to national security; interfere with the overall law enforcement process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; could identify a confidential source or disclose information which would constitute an unwarranted invasion of another’s personal privacy; reveal a sensitive investigative or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses. Amendment of these records would interfere with ongoing law enforcement investigations and analysis activities and impose an excessive administrative burden by requiring investigations, analyses, and reports to be continuously reinvestigated and revised.
</p>
<p>(C) From subsections (e)(1) through (e)(3) because it is not always possible to determine what information is relevant and necessary at an early stage in a given investigation. Also, because DoD and other agencies may not always know what information about a known or suspected offender may be relevant to law enforcement for the purpose of conducting an operational response.
</p>
<p>(D) From subsections (e)(4)(G) through (I) (Agency Requirements) because portions of this system are exempt from the access and amendment provisions of subsection (d).
</p>
<p>(E) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the criminal investigative process. It is the nature of criminal law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significant as further investigation brings new details to light.
</p>
<p>(F) From subsection (e)(8) because the requirement to serve notice on an individual when a record is disclosed under compulsory legal process could unfairly hamper law enforcement processes. It is the nature of law enforcement that there are instances where compliance with these provisions could alert the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of intelligence or law enforcement agencies; compromise sensitive information related to national security; interfere with the overall law enforcement process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; reveal a sensitive investigative or intelligence technique; or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses.
</p>
<p>(G) From subsection (f) because requiring the Agency to grant access to records and establishing agency rules for amendment of records would compromise the existence of any criminal, civil, or administrative enforcement activity. To require the confirmation or denial of the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to the existence of an on-going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of the record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(H) From subsection (g) for compatibility with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness and completeness cannot apply to this record system. Information gathered in criminal investigations if often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation.
</p>
<p>(23) System identifier and name: DMDC 17 DoD, Continuous Evaluation Records for Personnel Security.
</p>
<p>(i) Exemption: In the course of carrying out records checks for continuous evaluation, exempt records from other systems of records may in turn become part of the case records maintained in this system. To the extent that copies of exempt records from those `other’ systems of records are maintained into this system, OSD claims the same exemptions for the records from those `other’ systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(ii) Authority: 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(5), (k)(6), and (k)(7).
</p>
<p>(iii) Reasons: Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent that such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now maintained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy; to avoid interference during the conduct of criminal, civil, or administrative actions or investigations; to ensure protective services provided the President and others are not compromised; to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations; to preserve the confidentiality and integrity of Federal testing materials; and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(24) System identifier and name: DPFPA 06, Internal Affairs Records System.
</p>
<p>(i) Exemptions: Portions of this system that fall within 5 U.S.C. 552a(j)(2) and/or (k)(2) are exempt from the following provisions of 5 U.S.C. 552a, section (c)(3) and (4); (d); (e)(1) through (e)(3); (e)(4)(G) through (I); (e)(5); (f) and (g) of the Act, as applicable.
</p>
<p>(ii) Authority: 5 U.S.C. 552a(j)(2) and (k)(2).
</p>
<p>(iii) Reasons:
</p>
<p>(A) From subsections (c)(3) and (4) because making available to a record subject the accounting of disclosure of investigations concerning him or her would specifically reveal an investigative interest in the individual. Revealing this information would reasonably be expected to compromise open or closed administrative or civil investigation efforts to a known or suspected offender by notifying the record subject that he or she is under investigation. This information could also permit the record subject to take measures to impede the investigation, <i>e.g.,</i> destroy evidence, intimidate potential witnesses, or flee the area to avoid or impede the investigation.
</p>
<p>(B) From subsection (d) because these provisions concern individual access to and amendment of open or closed investigation records contained in this system, including law enforcement and investigatory records. Compliance with these provisions would provide the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of the Pentagon Force Protection Agency; compromise sensitive information related to national security; interfere with the overall law enforcement process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; could identify a confidential informant or disclose information which would constitute an unwarranted invasion of another’s personal privacy; reveal a sensitive investigative or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses. Amendment of investigative records would interfere with open or closed administrative or civil law enforcement investigations and analysis activities and impose an excessive administrative burden by requiring investigations, analyses, and reports to be continuously reinvestigated and revised.
</p>
<p>(C) From subsections (e)(1) through (e)(3) because it is not always possible to determine what information is relevant and necessary in open or closed investigations.
</p>
<p>(D) From subsections (e)(4)(G) through (I) (Agency Requirements) because portions of this system are exempt from the access and amendment provisions of subsection (d).
</p>
<p>(E) From subsection (e)(5) because the requirement that investigative records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the criminal, administrative, or civil investigative process. It is the nature of Internal Affairs investigations to uncover the commission of illegal acts and administrative violations. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significant as further investigation brings new details to light.
</p>
<p>(F) From subsection (f) because requiring the Agency to grant access to records and establishing agency rules for amendment of records would compromise the existence of any criminal, civil, or administrative enforcement activity. To require the confirmation or denial of the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to the existence of an on-going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of the record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(G) From subsection (g) for compatibility with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal, administrative and civil investigations, standards of accuracy, relevance, timeliness and completeness cannot apply to open or closed investigations in this record system. Information gathered in criminal investigations is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation.
</p>
<p>(25) <i>System identifier and name:</i> DPFPA 07, Counterintelligence Management Information System (CIMIS).
</p>
<p>(i) <i>Exemptions:</i> Portions of this system that fall within 5 U.S.C. 552a (k)(2) are exempt from the following provisions of 5 U.S.C. 552a, section (c)(3); (d); (e)(1); (e)(4) (G) through (I); and (f) of the Act, as applicable.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(k)(2).
</p>
<p>(iii) <i>Reasons:</i>
</p>
<p>(A) From subsections (c)(3) because making available to a record subject the accounting of disclosure from records concerning him or her would specifically reveal any investigative interest in the individual. Revealing this information could reasonably be expected to compromise ongoing efforts to investigate a known or suspected offender by notifying the record subject that he or she is under investigation. This information could also permit the record subject to take measures to impede the investigation, <i>e.g.,</i> destroy evidence, intimidate potential witnesses, or flee the area to avoid or impede the investigation.
</p>
<p>(B) From subsection (d) because these provisions concern individual access to and amendment of certain records contained in this system, including counterintelligence, law enforcement, and investigatory records. Compliance with these provisions could alert the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of agencies; compromise sensitive information related to national security; interfere with the overall counterintelligence and investigative process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; could identify a confidential source or disclose information which would constitute an unwarranted invasion of another’s personal privacy; reveal a sensitive investigation or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses. Amendment of these records would interfere with ongoing counterintelligence investigations and analysis activities and impose an excessive administrative burden by requiring investigations, analyses, and reports to be continuously reinvestigated and revised.
</p>
<p>(C) From subsection (e)(1) because it is not always possible to determine what information is relevant and necessary at an early stage in a given investigation. Also, because Pentagon Force Protection Agency and other agencies may not always know what information about a known or suspected offender may be relevant to for the purpose of conducting an operational response.
</p>
<p>(D) From subsections (e)(4)(G) through (I) (Agency Requirements) because portions of this system are exempt from the access and amendment provisions of subsection (d).
</p>
<p>(E) From subsection (f) because requiring the Agency to grant access to records and establishing agency rules for amendment of records would compromise the existence of any criminal, civil, or administrative enforcement activity. To require the confirmation or denial of the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to the existence of an on-going investigation.
</p>
<p>Counterintelligence investigations would be jeopardized by agency rules requiring verification of the record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(26) <i>System identifier and name:</i> DMDC 16 DoD, Identity Management Engine for Security and Analysis (IMESA).
</p>
<p>(i) <i>Exemption:</i> To the extent that copies of exempt records from JUSTICE/FBI-001, National Crime Information Center (NCIC) are entered into the Interoperability Layer Service records, the OSD hereby claims the same exemptions, (j)(2) and (k)(3), for the records as claimed in JUSTICE/FBI-001, National Crime Information Center (NCIC). Pursuant to 5 U.S.C. 552a portions of this system that fall within (j)(2) and (k)(3) are exempt from the following provisions of 5 U.S.C. 552a, section (c)(3) and (4); (d); (e)(1) through (3); (e)(4)(G) through (I); (e)(5) and (8); (f); and (g) (as applicable) of the Act.
</p>
<p>(ii) <i>Authority:</i> 5 U.S.C. 552a(j)(2) and (k)(3).
</p>
<p>(iii) <i>Reasons:</i> (A) from subsection (c)(3) because making available to a record subject the accounting of disclosure from records concerning him or her would specifically reveal any investigative interest in the individual. Revealing this information could reasonably be expected to compromise ongoing efforts to investigate a known or suspected terrorist by notifying the record subject that he or she is under investigation. This information could also permit the record subject to take measures to impede the investigation, <i>e.g.,</i> destroy evidence, intimidate potential witnesses, or flee the area to avoid or impede the investigation.
</p>
<p>(B) From subsection (c)(4) because portions of this system are exempt from the access and amendment provisions of subsection (d).
</p>
<p>(C) From subsection (d) because these provisions concern individual access to and amendment of certain records contained in this system, including law enforcement, counterterrorism, investigatory, and intelligence records. Compliance with these provisions could alert the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of intelligence or law enforcement agencies; compromise sensitive information related to national security; interfere with the overall law enforcement process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; could identify a confidential source or disclose information which would constitute an unwarranted invasion of another’s personal privacy; reveal a sensitive investigative or intelligence technique; or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses. Amendment of these records would interfere with ongoing counterterrorism, law enforcement, or intelligence investigations and analysis activities and impose an impossible administrative burden by requiring investigations, analyses, and reports to be continuously reinvestigated and revised.
</p>
<p>(D) From subsection (e)(1) because it is not always possible to determine what information is relevant and necessary to complete an identity comparison between the individual seeking access and a known or suspected terrorist. Also, because DoD and other agencies may not always know what information about an encounter with a known or suspected terrorist will be relevant to law enforcement for the purpose of conducting an operational response.
</p>
<p>(E) From subsection (e)(2) because application of this provision could present a serious impediment to counterterrorism, law enforcement, or intelligence efforts in that it would put the subject of an investigation, study, or analysis on notice of that fact, thereby permitting the subject to engage in conduct designed to frustrate or impede that activity. The nature of counterterrorism, law enforcement, or intelligence investigations is such that vital information about an individual frequently can be obtained only from other persons who are familiar with such individual and his/her activities. In such investigations, it is not feasible to rely upon information furnished by the individual concerning his own activities.
</p>
<p>(F) From subsection (e)(3) to the extent that this subsection is interpreted to require DoD to provide notice to an individual if DoD or another agency receives or collects information about that individual during an investigation or from a third party. Should this subsection be so interpreted, exemption from this provision is necessary to avoid impeding counterterrorism, law enforcement, or intelligence efforts by putting the subject of an investigation, study, or analysis on notice of that fact, thereby permitting the subject to engage in conduct intended to frustrate or impede the activity.
</p>
<p>(G) From subsection (e)(4)(G), (e)(4)(H), and (e)(4)(I) (Agency Requirements) because portions of this system are exempt from the access and amendment provisions of subsection (d).
</p>
<p>(H) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness could unfairly hamper law enforcement processes. It is the nature of law enforcement to uncover the commission of illegal acts at diverse stages. It is often impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further details are brought to light.
</p>
<p>(I) From subsection (e)(8) because the requirement to serve notice on an individual when a record is disclosed under compulsory legal process could unfairly hamper law enforcement processes. It is the nature of law enforcement that there are instances where compliance with these provisions could alert the subject of an investigation of the fact and nature of the investigation, and/or the investigative interest of intelligence or law enforcement agencies; compromise sensitive information related to national security; interfere with the overall law enforcement process by leading to the destruction of evidence, improper influencing of witnesses, fabrication of testimony, and/or flight of the subject; reveal a sensitive investigative or intelligence technique; or constitute a potential danger to the health or safety of law enforcement personnel, confidential informants, and witnesses.
</p>
<p>(J) From subsection (f) because requiring the Agency to grant access to records and establishing agency rules for amendment of records would unfairly impede the agency’s law enforcement mission. To require the confirmation or denial of the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to the existence of an on-going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of the record, disclosure of the record to the subject, and record amendment procedures.
</p>
<p>(K) From subsection (g) to the extent that the system is exempt from other specific subsections of the Privacy Act.
</p>
    <p>
        (27) <i>System identifier and name</i>: DMDC 24 DoD, Defense Information System for Security (DISS).
    </p>
    <p>
        (i) <i>Exemption</i>: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.
    </p>
    <p>
        (ii) <i>Authority</i>: 5 U.S.C. 552a(k)(5).
    </p>
    <p>
        (iii)<i> Reasons</i>: (A) from subsections (c)(3) and (d) when access to accounting disclosure and access to or amendment of records would cause the identity of a confidential source to be revealed.  Disclosure of the source’s identity not only will result in the Department breaching the promise of confidentiality made to the source but it will impair the Department’s future ability to compile investigatory material for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts, or access to classified information.  Unless sources can be assured that a promise of confidentiality will be honored, they will be less likely to provide information considered essential to the Department in making the required determinations.
    </p>
    <p>(B) From subsection (e)(1) because in the collection of information for investigatory purposes, it is not always possible to determine the relevance and necessity of particular information in the early stages of the investigation.  It is only after the information is evaluated in light of other information that its relevance and necessity becomes clear.  Such information permits more informed decision-making by the Department when making required suitability, eligibility, and qualification determinations.</p>


    <p>[74 FR 58205, Nov. 12, 2009, as amended at 74 FR 55778, Oct. 29, 2009; 76 FR 22612, Apr. 22, 2011; 76 FR 57645, Sept. 16, 2011; 76 FR 58104, Sept. 20, 2011; 77 FR 15586, Mar. 16, 2012; 77 FR 15588, 15589, Mar. 16, 2012; 77 FR 16676, Mar. 22, 2012; 79 FR 64507, 64508, Oct. 30, 2014; 79 FR 66291, Nov. 7, 2014; 80 FR 58608, 58610, Sept. 30, 2015; 80 FR 79259, Dec. 21, 2015; 81 FR 38951, June 15, 2016]
        </p>
    </xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
<regulations id="reg3" toc="yes">
<regulationsTitle number="32">
<heading>National Defense</heading>
<regulationsChapter number="I">
<heading> Department of Defense </heading>
<regulationsPart number="312">
<heading> OFFICE OF THE INSPECTOR GENERAL (OIG) PRIVACY PROGRAM</heading>
<xhtmlContent>
<p>Sec.
</p>
<p>312.1 Purpose.
</p>
<p>312.2 Definitions.
</p>
<p>312.3 Procedure for requesting information.
</p>
<p>312.4 Requirements for identification.
</p>
<p>312.5 Access by subject individuals.
</p>
<p>312.6 Fees.
</p>
<p>312.7 Request for correction or amendment.
</p>
<p>312.8 OIG review of request for amendment.
</p>
<p>312.9 Appeal of initial amendment decision.
</p>
<p>312.10 Disclosure of OIG records to other than subject.
</p>
<p>312.11 Penalties.
</p>
<p>312.12 Exemptions.
</p>
<p>312.13 Ownership of OIG investigative records.
</p>
<p>312.14 Referral of records.
</p>
<p><b>Authority:</b> Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a).
</p>
<p><b>Source:</b> 56 FR 51976, Oct. 17, 1991, unless otherwise noted.
</p><p><b>&#167; 312.1
 Purpose.</b>
</p>
<p>Pursuant to the requirements of the Privacy Act of 1974 (5 U.S.C. 552a) and 32 CFR part 310--DoD Privacy Program, the following rules of procedures are established with respect to access and amendment of records maintained by the Office of the Inspector General (OIG) on individual subjects of these records.
</p>
<p>[68 FR 37969, June 26, 2003]
</p><p><b>&#167; 312.2 
 Definitions.</b>
</p>
<p>(a) All terms used in this part which are defined in 5 U.S.C. 552a shall have the same meaning herein.
</p>
<p>(b) As used in this part, the term "agency" means the Office of the Inspector General (OIG), Department of Defense.
</p><p><b>&#167; 312.3
 Procedure for requesting information.</b>
</p>
<p>Individuals should submit written inquiries regarding all OIG files to the Office of Communications and Congressional Liaison, ATTN: FOIA/PA Office, 400 Army Navy Drive, Arlington, VA 22202-4704. Individuals making a request in person must provide acceptable picture identification, such as a current driver’s license.
</p>
<p>[68 FR 37969, June 26, 2003]
</p><p><b>&#167; 312.4 
 Requirements for identification.</b>
</p>
<p>Only upon proper identification will any individual be granted access to records which pertain to him/her. Identification is required both for accurate record identification and to avoid disclosing records to unauthorized individuals. Requesters must provide their full name and as much information as possible about the record being sought in order that a proper search for records can be accomplished. Inclusion of a telephone number for the requester is recommended to expedite certain matters. Requesters applying in person must provide an identification with photograph, such as a driver’s license, military identification card, building pass, etc.
</p>
<p>[59 FR 2746, Jan. 19, 1994]
</p><p><b>&#167; 312.5 
 Access by subject individuals.</b>
</p>
<p>(a) No individual will be allowed access to any information compiled or maintained in reasonable anticipation of civil or criminal actions or proceedings or otherwise exempt under &#167; 312.12. Requests for pending investigations will be denied and the requester instructed to forward another request giving adequate time for the investigation to be completed. Requesters shall be provided the telephone number so they can call and check on the status in order to know when to resubmit the request.
</p>
<p>(b) Any individual may authorize the OIG to provide a copy of his/her records to a third part. This authorization must be in writing, must designate the recipient by name, must specify the records or portion to be provided to the recipient, and should accompany the initial request to the OIG.
</p>
<p>[56 FR 51976, Oct. 17, 1991, as amended at 59 FR 2746, Jan. 19, 1994]
</p><p><b>&#167; 312.6 
 Fees.</b>
</p>
<p>Requesters will be charged only for the reproduction of requested documents and special postal methods, such as express mail, if applicable. There will be no charge for the first copy of a record provided to any individual. Thereafter, fees will be computed as set forth in appropriate DoD Directives and Regulations.
</p><p><b>&#167; 312.7 
 Request for correction or amendment.</b>
</p>
<p>(a) Requests to correct or amend a file shall be addressed to the system manager in which the file is located. The request must reasonably describe the record to be amended, the items to be changed as specifically as possible, the type of amendment (e.g., deletion, correction, amendment), and the reason for amendment. Reasons should address at least one of the following categories: Accuracy, relevance, timeliness, completeness, fairness. The request should also include appropriate evidence which provide a basis for evaluating the request. Normally all documents submitted, to include court orders, should be certified. Amendments under this part are limited to correcting factual matters and not matters of official judgment or opinions, such as performance ratings, promotion potential, and job performance appraisals. 
</p>
<p>(b) Requirements of identification as outlined in &#167; 312.4 apply to requests to correct or amend a file. 
</p>
<p>(c) Incomplete requests shall not be honored, but the requester shall be contacted for the additional information needed to process the request. 
</p>
<p>(d) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Any amendments or changes to these records normally are made through the specific procedures established for the amendment of such records. 
</p>
<p>(e) Nothing in the amendment process is intended or designed to permit a collateral attack upon what has already been the subject of a judicial or quasi-judicial determination. However, while the individual may not attack the accuracy of the judicial or quasi-judicial determination, he or she may challenge the accuracy of the recording of that action.
</p><p><b>&#167; 312.8 
 OIG review of request for amendment. </b>
</p>
<p>(a) A written acknowledgement of the receipt of a request for amendment of a record will be provided to the requester within 20 working days, unless final action regarding approval or denial will constitute acknowledgement.
</p>
<p>(b) Where there is a determination to grant all or a portion of a request to amend a record, the record shall be promptly amended and the requesting individual notified. Individuals, agencies or DoD components shown by disclosure accounting records to have received copies of the record, or to whom disclosure has been made, will be notified of the amendment by the responsible OIG official. 
</p>
<p>(c) Where there is a determination to deny all or a portion of a request to amend a record, OIG will promptly advise the requesting individual of the specifics of the refusal and the reasons; and inform the individual that he/she may request a review of the denial(s) from the OIG designated official. 
</p>
<p>[56 FR 51976, Oct. 17, 1991, as amended at 69 FR 7366, Feb. 17, 2004]
</p><p><b>&#167; 312.9 
 Appeal of initial amendment decision. </b>
</p>
<p>(a) All appeals on an initial amendment decision should be addressed to the Office of Communications and Congressional Liaison, ATTN: FOIA/PA Office, 400 Army Navy Drive, Arlington, VA 22202-4704. The appeal should be concise and should specify the reasons the requester believes that the initial amendment action by the OIG was not satisfactory. Upon receipt of the appeal, the designated official will review the request and make a determination to approve or deny the appeal.
</p>
<p>(b) If the OIG designated official decides to amend the record, the requester and all previous recipients of the disputed information will be notified of the amendment. If the appeal is denied, the designated official will notify the requester of the reason of the denial, of the requester’s right to file a statement of dispute disagreeing with the denial, that such statement of dispute will be retained in the file, that the statement will be provided to all future users of the file, and that the requester may file suit in a federal district court to contest the OIG decision not to amend the record. 
</p>
<p>(c) The OIG designated official will respond to all appeals within 30 working days or will notify the requester of an estimated date of completion if the 30 day limit cannot be met. 
</p>
<p>[56 FR 51976, Oct. 17, 1991, as amended at 68 FR 37969, June 26, 2003]
</p><p><b>&#167; 312.10 
 Disclosure of OIG records to other than subject. </b>
</p>
<p>No record containing personally identifiable information within a OIG system of records shall be disclosed by any means to any person or agency outside the Department of Defense, except with the written consent of the individual subject of the record or as provided for in the Act and DoD 5400.11-R (32 CFR part 286a). 
</p><p><b>&#167; 312.11 
 Penalties. </b>
</p>
<p>(a) An individual may bring a civil action against the OIG to correct or amend the record, or where there is a refusal to comply with an individual request or failure to maintain any records with accuracy, relevance, timeliness and completeness, so as to guarantee fairness, or failure to comply with any other provision of the Privacy Act. The court may order correction or amendment of records. The court may enjoin the OIG from withholding the records and order the production of the record. 
</p>
<p>(b) Where it is determined that the action was willful or intentional with respect to 5 U.S.C. 552a(g)(1) (C) or (D), the United States shall be liable for the actual damages sustained, but in no case less than the sum of $1,000 and the costs of the action with attorney fees. 
</p>
<p>(c) Criminal penalties may be imposed against an officer or employee of the OIG who discloses material, which he/she knows is prohibited from disclosure, or who willfully maintains a system of records without compliance with the notice requirements. 
</p>
<p>(d) Criminal penalties may be imposed against any person who knowingly and willfully requests or obtains any record concerning another individual from an agency under false pretenses.
</p>
<p>(e) All of these offenses are misdemeanors with a fine not to exceed $5,000. 
</p><p><b>&#167; 312.12
 Exemptions.</b>
</p>
<p>(a) <i>Exemption for classified records.</i> Any record in a system of records maintained by the Office of the Inspector General which falls within the provisions of 5 U.S.C. 552a(k)(1) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G) through (I) and (f) to the extent that a record system contains any record properly classified under Executive Order 12958 and that the record is required to be kept classified in the interest of national defense or foreign policy. This specific exemption rule, claimed by the Inspector General under authority of 5 U.S.C. 552a(k)(1), is applicable to all systems of records maintained, including those individually designated for an exemption herein as well as those not otherwise specifically designated for an exemption, which may contain isolated items of properly classified information 
</p>
<p>(b) The Inspector General of the Department of Defense claims an exemption for the following record systems under the provisions of 5 U.S.C. 552a(j) and (k)(1)-(k)(7) from certain indicated subsections of the Privacy Act of 1974. The exemptions may be invoked and exercised on a case-by-case basis by the Deputy Inspector General for Investigations or the Director, Communications and Congressional Liaison Office, and the Chief, Freedom of Information/Privacy Act Office, which serve as the Systems Program Managers. Exemptions will be exercised only when necessary for a specific, significant and legitimate reason connected with the purpose of the records system.
</p>
<p>(c) No personal records releasable under the provisions of The Freedom of Information Act (5 U.S.C. 552) will be withheld from the subject individual based on these exemptions. 
</p>
<p>(d) <i>System Identifier:</i> CIG-04 
</p>
<p>(1) <i>System name:</i> Case Control System. 
</p>
<p>(2) <i>Exemption:</i> Any portion of this system which falls within the provisions of 5 U.S.C. 552a(j)(2) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H), (I), (e)(5), (e)(8), (f), and (g). 
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(j)(2). 
</p>
<p>(4) <i>Reasons:</i> From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede OIG’s criminal law enforcement. 
</p>
<p>(5) From subsection (c)(4) and (d), because notification would alert a subject to the fact that an open investigation on that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. 
</p>
<p>(6) From subsection (e)(1) because the nature of the criminal and/or civil investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to OIG’s close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. 
</p>
<p>(7) From subsection (e)(2) because collecting information to the fullest extent possible directly from the subject individual may or may not be practical in a criminal and/or civil investigation. 
</p>
<p>(8) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal and/or civil investigation. The effect would be somewhat adverse to established investigative methods and techniques. 
</p>
<p>(9) From subsection (e)(4) (G) through (I) because this system of records is exempt from the access provisions of subsection (d). 
</p>
<p>(10) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the investigative process. It is the nature of law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light. 
</p>
<p>(11) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations. 
</p>
<p>(12) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(13) For comparability with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness, and completeness cannot apply to this record system. Information gathered in an investigation is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation.
</p>
<p>(e) <i>System Identification:</i> CIG-06.
</p>
<p>(1) <i>System name:</i> Investigative Files. 
</p>
<p>(2) <i>Exemption:</i> Any portion of this system which falls within the provisions of 5 U.S.C. 552a(j)(2) may be exempt from the following subsections of 5 U.S.C. 552a (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4) (G), (H), (I), (e)(5), (e)(8), (f), and (g).
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(j)(2).
</p>
<p>(4) <i>Reasons:</i> From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede OIG’s criminal law enforcement.
</p>
<p>(5) From subsection (c)(4) and (d), because notification would alert a subject to the fact that an open investigation on that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. 
</p>
<p>(6) From subsection (e)(1) because the nature of the criminal and/or civil investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to OIG’s close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. 
</p>
<p>(7) From subsection (e)(2) because collecting information to the fullest extent possible directly from the subject individual may or may not be practical in a criminal and/or civil investigation.
</p>
<p>(8) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal and/or civil investigation. The effect would be somewhat adverse to established investigative methods and techniques.
</p>
<p>(9) From subsection (e)(4) (G) through (I) because this system of records is exempt from the access provisions of subsection (d). 
</p>
<p>(10) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the investigative process. It is the nature of law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light.
</p>
<p>(11) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations.
</p>
<p>(12) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(13) For comparability with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness, and completeness cannot apply to this record system. Information gathered in an investigation is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation. 
</p>
<p>(f) <i>System identifier:</i> CIG-15.
</p>
<p>(1) <i>System name:</i> Departmental Inquiries Case System.
</p>
<p>(2) <i>Exemption:</i> Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Any portions of this system which fall under the provisions of 5 U.S.C. 552a(k)(2) may be exempt from the following subsection of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I).
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(k)(2).
</p>
<p>(4) <i>Reasons:</i> From subsection (c)(3) because disclosures from this system could interfere with the just, thorough and timely resolution of the compliant or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents.
</p>
<p>(5) From subsection (d) because disclosures from this system could interfere with the just thorough and timely resolution of the compliant or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Disclosures could also subject sources and witnesses to harassment or intimidation which jeopardize the safety and well-being of themselves and their families.
</p>
<p>(6) From subsection (e)(1) because the nature of the investigation function creates unique problems in prescribing specific parameters in a particular case as to what information is relevant or necessary. Due to close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another government agency. It is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies.
</p>
<p>(7) From subsection (e)(4) (G) through (H) because this system of records is exempt from the access provisions of subsection (d).
</p>
<p>(8) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(g) <i>System Identifier:</i> CIG-16.
</p>
<p>(1) <i>System name:</i> DOD Hotline Program Case Files.
</p>
<p>(2) <i>Exemption:</i> Any portions of this system of records which fall under the provisions of 5 U.S.C. 552a(k)(2) and (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (H), and (f).
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(k)(2) and (k)(5).
</p>
<p>(4) <i>Reasons:</i> From subsection (c)(3) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents.
</p>
<p>(5) From subsection (d) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Disclosures could also subject sources and witnesses to harassment or intimidation which jeopardize the safety and well-being of themselves and their families.
</p>
<p>(6) From subsection (e)(1) because the nature of the investigation functions creates unique problems in prescribing specific parameters in a particular case as to what information is relevant or necessary. Due to close liaison and working relationships with other Federal, state, local, and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another government agency. It is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies.
</p>
<p>(7) From subsection (e)(4)(G) through (H) because this system of records is exempt from the access provisions of subsection (d).
</p>
<p>(8) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(h) <i>System Identifier:</i> CIG 01.
</p>
<p>(1) <i>System name:</i> Privacy Act and Freedom of Information Act Case Files.
</p>
<p>(2) <i>Exemption:</i> During the processing of a Freedom of Information Act (FOIA) and Privacy Act (PA) request, exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those "other" systems of records are entered into this system, the Inspector General, DoD, claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7).
</p>
<p>(4) <i>Reasons:</i> Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(i) <i>System Identifier:</i> CIG-21
</p>
<p>(1) <i>System name:</i> Congressional Correspondence Tracking System.
</p>
<p>(2) <i>Exemption:</i> During the processing of a Congressional inquiry, exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those "other" systems of records are entered into this system, the Inspector General, DoD, claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary system of which they are a part.
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7)
</p>
<p>(4) <i>Reasons:</i> Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(j) <i>System identifier:</i> CIG 23
</p>
<p>(1) <i>System name:</i> Public Affairs Files.
</p>
<p>(2) <i>Exemption:</i> During the course of processing a General Counsel action, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those ‘other’ systems of records are entered into the Public Affairs Files, the Office of the Inspector General hereby claims the same exemptions for the records from those ‘other’ systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
</p>
<p>(3) <i>Authority:</i> 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7).
</p>
<p>(4) <i>Reasons:</i> Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent (1) such provisions have been identified and an exemption claimed for the original record and (2) the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.
</p>
<p>(k) <i>System identifier:</i> CIG-29.
</p>
<p>(1) <i>System Name:</i> Privacy and Civil Liberties Complaint Reporting System.
</p>
<p>(2) <i>Exemptions:</i> Any portion of this record system which falls within the provisions of 5 U.S.C. 552a (j)(2), (k)(2)and (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I).
</p>
<p>(3) Authority: 5 U.S.C. 552a(j)(2), (k)(2), and (k)(5).
</p>
<p>(4) Reasons: To ensure the integrity of the privacy and civil liberties process. The execution requires that information be provided in a free and open manner without fear of retribution or harassment in order to facilitate a just, thorough, and timely resolution of the complaint or inquiry. Disclosures from this system can enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying, or fabricating evidence or documents. In addition, disclosures can subject sources and witnesses to harassment or intimidation which may cause individuals not to seek redress for wrongs through privacy and civil liberties channels for fear of retribution or harassment. There is a clear need to protect national security information from inadvertent disclosure.
</p>
<p>[56 FR 51976, Oct. 17, 1991, as amended at 57 FR 24547, June 10, 1992; 61 FR 2916, Jan. 30, 1996; 64 FR 72929, Dec. 29, 1999; 68 FR 37969, June 26, 2003; 69 FR 7366, Feb. 17, 2004; 71 FR 64632, Nov. 3, 2006; 79 FR 25506, May 5, 2014]
</p><p><b>&#167; 312.13
 Ownership of OIG investigative records.</b>
</p>
<p>(a) Criminal and or civil investigative reports shall not be retained by DoD recipient organizations. Such reports are the property of OIG and are on loan to the recipient organization for the purpose for which requested or provided. All copies of such reports shall be destroyed within 180 days after the completion of the final action by the requesting organization.
</p>
<p>(b) Investigative reports which require longer periods of retention may be retained only with the specific written approval of OIG.
</p><p><b>&#167; 312.14
 Referral of records.</b>
</p>
<p>An OIG system of records may contain records other DoD Components or Federal agencies originated, and who may have claimed exemptions for them under the Privacy Act of 1974. When any action is initiated on a portion of any several records from another agency which may be exempt, consultation with the originating agency or component will be affected. Documents located within OIG system of records coming under the cognizance of another agency will be referred to that agency for review and direct response to the requester.</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
<regulations id="reg4" toc="yes">
<regulationsTitle number="32">
<heading>National Defense</heading>
<regulationsChapter number="I">
<heading> Department of Defense </heading>
<regulationsPart number="313">
<heading> THE CHAIRMAN OF THE JOINT CHIEFS OF STAFF AND THE JOINT STAFF PRIVACY PROGRAM </heading>
<xhtmlContent>
<p><b>Authority:</b> Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). 
</p><p><b>&#167; 313.1
 Source of regulations.</b>
</p>
<p>The Office of the Joint Chiefs of Staff is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. 
</p>
<p>[40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, as amended at 56 FR 57802, Nov. 14, 1991] </p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
    
<regulations id="reg5" toc="yes">
<regulationsTitle number="32">
<heading>National Defense</heading>
<regulationsChapter number="I">
<heading> Department of Defense </heading>
<regulationsPart number="314">
<heading>DEFENSE ADVANCED RESEARCH PROJECTS AGENCY, PRIVACY ACT OF 1974</heading>
<xhtmlContent> 
<p><b>Authority:</b> Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). 
</p><p><b>&#167; 314.1
 Source of regulations. </b>
</p>
<p>The Defense Advanced Research Projects Agency is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. 
</p>
    <p>
        [40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, as amended at 56 FR 57802, Nov. 14, 1991]
    </p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>

<regulations id="reg6" toc="yes">
<regulationsTitle number="32">
<heading>National Defense</heading>
<regulationsChapter number="I">
<heading> Department of Defense </heading>
<regulationsPart number="315">
<heading>UNIFORMED SERVICES UNIVERSITY OF HEALTH SCIENCES, PRIVACY ACT OF 1974</heading>
<xhtmlContent>
 
<p><b>Authority:</b> Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). 
</p><p>
        <b>
            &#167; 315.1
            Source of regulations.
        </b> 
</p>
<p>The Uniformed Services University of the Health Sciences, is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. 
</p>
    <p>
        [40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, as amended at 56 FR 57802, Nov. 14, 1991]
    </p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>

    
<regulations id="reg7" toc="yes">
<regulationsTitle number="32">
<heading>National Defense</heading>
<regulationsChapter number="I">
<heading> Department of Defense </heading>
<regulationsPart number="317">
<heading>DCAA PRIVACY ACT PROGRAM</heading>
<xhtmlContent>
<p>Sec.
</p>
<p>317.1 Purpose.
</p>
<p>317.2 Applicability and scope.
</p>
<p>317.3 Policy.
</p>
<p>317.4 Responsibilities.
</p>
<p>317.5 Procedures.
</p>
<p>317.6 Procedures for exemptions.
</p>
<p><b>Authority:</b> Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a).
</p>
<p><b>Source:</b> 80 FR 12559, Mar. 10, 2015, unless otherwise noted.
</p><p>
        <b>
            &#167; 317.1
            Purpose.
        </b>
    </p>
<p>This part provides policies and procedures for the Defense Contract Audit Agency’s (DCAA) implementation of the Privacy Act of 1974 (5 U.S.C. 552a) and 32 CFR part 310, and is intended to promote uniformity within DCAA.
</p>
    <p>
        <b>
            &#167; 317.2
            Applicability and scope.
        </b>
    </p>
<p>(a) This part applies to all DCAA organizational elements and takes precedence over all regional regulatory issuances that supplement the DCAA Privacy Program.
</p>
<p>(b) This part shall be made applicable by contract or other legally binding action to contractors whenever a DCAA contract provides for the operation of a system of records or portion of a system of records to accomplish an Agency function.
</p>
    <p>
    <b>&#167; 317.3
 Policy.
</b></p>
<p>(a) It is DCAA policy that personnel will comply with the DCAA Privacy Program; the Privacy Act of 1974; and the DoD Privacy Program (32 CFR part 310). Strict adherence is necessary to ensure uniformity in the implementation of the DCAA Privacy Program and create conditions that will foster public trust. It is also Agency policy to safeguard personal information contained in any system of records maintained by DCAA organizational elements and to make that information available to the individual to whom it pertains to the maximum extent practicable.
</p>
<p>(b) DCAA policy specifically requires that DCAA organizational elements:
</p>
<p>(1) Collect, maintain, use, and disseminate personal information only when it is relevant and necessary to achieve a purpose required by statute or Executive Order.
</p>
<p>(2) Collect personal information directly from the individuals to whom it pertains to the greatest extent practical.
</p>
<p>(3) Inform individuals who are asked to supply personal information for inclusion in any system of records:
</p>
<p>(i) The authority for the solicitation.
</p>
<p>(ii) Whether furnishing the information is mandatory or voluntary.
</p>
<p>(iii) The intended uses of the information.
</p>
<p>(iv) The routine disclosures of the information that may be made outside of DoD.
</p>
<p>(v) The effect on the individual of not providing all or any part of the requested information.
</p>
<p>(4) Ensure that records used in making determinations about individuals and those containing personal information are accurate, relevant, timely, and complete for the purposes for which they are being maintained before making them available to any recipients outside of DoD, other than a Federal agency, unless the disclosure is made under DCAA Regulation 5410.8, DCAA Freedom of Information Act Program.
</p>
<p>(5) Keep no record that describes how individuals exercise their rights guaranteed by the First Amendment to the U.S. Constitution, unless expressly authorized by statute or by the individual to whom the records pertain or is pertinent to and within the scope of an authorized law enforcement activity.
</p>
<p>(6) Notify individuals whenever records pertaining to them are made available under compulsory legal processes, if such process is a matter of public record.
</p>
<p>(7) Establish safeguards to ensure the security of personal information and to protect this information from threats or hazards that might result in substantial harm, embarrassment, inconvenience, or unfairness to the individual.
</p>
<p>(8) Establish rules of conduct for DCAA personnel involved in the design, development, operation, or maintenance of any system of records and train them in these rules of conduct.
</p>
<p>(9) Assist individuals in determining what records pertaining to them are being collected, maintained, used, or disseminated.
</p>
<p>(10) Permit individual access to the information pertaining to them maintained in any system of records, and to correct or amend that information, unless an exemption for the system has been properly established for an important public purpose.
</p>
<p>(11) Provide, on request, an accounting of all disclosures of the information pertaining to them except when disclosures are made:
</p>
<p>(i) To DoD personnel in the course of their official duties.
</p>
<p>(ii) Under DCAA Regulation 5410.8, DCAA Freedom of Information Act Program.
</p>
<p>(iii) To another agency or to an instrumentality of any governmental jurisdiction within or under control of the United States conducting law enforcement activities authorized by law.
</p>
<p>(12) Advise individuals on their rights to appeal any refusal to grant access to or amend any record pertaining to them, and file a statement of disagreement with the record in the event amendment is refused.
</p><p>
        <b>
            &#167; 317.4
            Responsibilities.
        </b>
    </p>
<p>(a) The Assistant Director, Resources has overall responsibility for the DCAA Privacy Act Program and will serve as the sole appellate authority for appeals to decisions of respective initial denial authorities.
</p>
<p>(b) The Chief, Administrative Management Division under the direction of the Assistant Director, Resources, shall:
</p>
<p>(1) Establish, issue, and update policies for the DCAA Privacy Act Program; monitor compliance with this part; and provide policy guidance for the DCAA Privacy Act Program.
</p>
<p>(2) Resolve conflicts that may arise regarding implementation of DCAA Privacy Act policy.
</p>
<p>(3) Designate an Agency Privacy Act Advisor, as a single point of contact, to coordinate on matters concerning Privacy Act policy.
</p>
<p>(4) Make the initial determination to deny an individual’s written Privacy Act request for access to or amendment of documents filed in Privacy Act systems of records. This authority cannot be delegated.
</p>
<p>(c) The DCAA Privacy Act Advisor under the supervision of the Chief, Administrative Management Division shall:
</p>
<p>(1) Manage the DCAA Privacy Act Program in accordance with this part and applicable DCAA policies, as well as DoD and Federal regulations.
</p>
<p>(2) Provide guidelines for managing, administering, and implementing the DCAA Privacy Act Program.
</p>
<p>(3) Implement and administer the Privacy Act program at the Headquarters.
</p>
<p>(4) Ensure that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information.
</p>
<p>(5) Prepare promptly any required new, amended, or altered system notices for systems of records subject to the Privacy Act and submit them to the Defense Privacy Office for subsequent publication in the <i>Federal Register</i>.
</p>
<p>(6) Conduct training on the Privacy Act program for Agency personnel.
</p>
<p>(d) Heads of Principal Staff Elements are responsible for:
</p>
<p>(1) Reviewing all regulations or other policy and guidance issuances for which they are the proponent to ensure consistency with the provisions of this part.
</p>
<p>(2) Ensuring that the provisions of this part are followed in processing requests for records.
</p>
<p>(3) Forwarding to the DCAA Privacy Act Advisor, any Privacy Act requests received directly from a member of the public, so that the request may be administratively controlled and processed.
</p>
<p>(4) Ensuring the prompt review of all Privacy Act requests, and when required, coordinating those requests with other organizational elements.
</p>
<p>(5) Providing recommendations to the DCAA Privacy Act Advisor regarding the releasability of DCAA records to members of the public, along with the responsive documents.
</p>
<p>(6) Providing the appropriate documents, along with a written justification for any denial, in whole or in part, of a request for records to the DCAA Privacy Act Advisor. Those portions to be excised should be bracketed in red pencil, and the specific exemption or exemptions cites which provide the basis for denying the requested records.
</p>
<p>(e) The General Counsel is responsible for:
</p>
<p>(1) Ensuring uniformity is maintained in the legal position, and the interpretation of the Privacy Act; 32 CFR part 310; and this part.
</p>
<p>(2) Consulting with DoD General Counsel on final denials that are inconsistent with decisions of other DoD components, involve issues not previously resolved, or raise new or significant legal issues of potential significance to other Government agencies.
</p>
<p>(3) Providing advice and assistance to the Assistant Director, Resources; Regional Directors; and the Regional Privacy Act Officer, through the DCAA Privacy Act Advisor, as required, in the discharge of their responsibilities.
</p>
<p>(4) Coordinating Privacy Act litigation with the Department of Justice.
</p>
<p>(5) Coordinating on Headquarters denials of initial requests.
</p>
<p>(f) Each Regional Director is responsible for the overall management of the Privacy Act program within their respective regions. Under his/her direction, the Regional Resources Manager is responsible for the management and staff supervision of the program and for designating a Regional Privacy Act Officer. Regional Directors will, as designee of the Director, make the initial determination to deny an individual’s written Privacy Act request for access to or amendment of documents filed in Privacy Act systems of records. This authority cannot be delegated.
</p>
<p>(g) Regional Privacy Act Officers will:
</p>
<p>(1) Implement and administer the Privacy Act program throughout the region.
</p>
<p>(2) Ensure that the collection, maintenance, use, or dissemination of records of identifiable personal information is in compliance with this part to assure that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information.
</p>
<p>(3) Prepare input for the annual Privacy Act Report when requested by the DCAA Information and Privacy Advisor.
</p>
<p>(4) Conduct training on the Privacy Act program for regional and FAO personnel.
</p>
<p>(5) Provide recommendations to the Regional Director through the Regional Resources Manager regarding the releasability of DCAA records to members of the public.
</p>
<p>(h) Managers, Field Audit Offices (FAOs) will:
</p>
<p>(1) Ensure that the provisions of this part are followed in processing requests for records.
</p>
<p>(2) Forward to the Regional Privacy Act Officer, any Privacy Act requests received directly from a member of the public, so that the request may be administratively controlled and processed.
</p>
<p>(3) Ensure the prompt review of all Privacy Act requests, and when required, coordinating those requests with other organizational elements.
</p>
<p>(4) Provide recommendation to the Regional Privacy Act Officer regarding the releasability of DCAA records to members of the public, along with the responsive documents.
</p>
<p>(5) Provide the appropriate documents, along with a written justification for any denial, in whole or in part, of a request for records to the Regional Privacy Act Officer. Those portions to be excised should be bracketed in red pencil, and the specific exemption or exemptions cited which provide the basis for denying the requested records.
</p>
<p>(i) DCAA Employees will:
</p>
<p>(1) Not disclose any personal information contained in any system of records, except as authorized by this part.
</p>
<p>(2) Not maintain any official files which are retrieved by name or other personal identifier without first ensuring that a notice for the system has been published in the <i>Federal Register</i>.
</p>
<p>(3) Report any disclosures of personal information from a system of records or the maintenance of any system of records that are not authorized by this part to the appropriate Privacy Act officials for their action.
</p><p><b>&#167; 317.5
 Procedures.
</b></p>
<p>Procedures for processing material in accordance with the Privacy Act of 1974 are outlined in DoD 5400.11-R, DoD Privacy Program (32 CFR part 310).
</p><p><b>&#167; 317.6
 Procedures for exemptions.
</b></p>
<p>(a) <i>General information.</i> There are two types of exemptions, general and specific. The general exemption authorizes the exemption of a system of records from all but a few requirements of the Privacy Act. The specific exemption authorizes exemption of a system of records or portion thereof, from only a few specific requirements. If a new system of records originates for which an exemption is proposed, or an additional or new exemption for an existing system of records is proposed, the exemption shall be submitted with the system of records notice. No exemption of a system of records shall be considered automatic for all records in the system. The systems manager shall review each requested record and apply the exemptions only when this will serve significant and legitimate Government purposes.
</p>
<p>(b) <i>Specific exemptions.</i> (1) System identifier and name: RDCAA 900.1, DCAA Internal Review Case Files
</p>
<p>(i) Exemption: Any portions of this system of records which fall under the provisions of 5 U.S.C. 552a(k)(2) and (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (H), and (f).
</p>
<p>(ii) Authority: 5 U.S.C. 552a(k)(2) and (k)(5)
</p>
<p>(iii) Reason: (A) From subsection (c)(3) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents.
</p>
<p>(B) From subsection (d) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Disclosures could also subject sources and witnesses to harassment or intimidation which jeopardize the safety and well-being of themselves and their families.
</p>
<p>(C) From subsection (e)(1) because the nature of the investigation functions creates unique problems in prescribing specific parameters in a particular case as to what information is relevant or necessary. Due to close liaison and working relationships with other Federal, state, local, foreign country law enforcement agencies, and other governmental agencies, information may be received which may relate to a case under the investigative jurisdiction of another government agency. It is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies.
</p>
<p>(D) From subsection (e)(4)(G) through (H) because this system of records is exempt from the access provisions of subsection (d).
</p>
<p>(E) From subsection (f) because the agency’s rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system.
</p>
<p>(2) [Reserved]</p>

</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>

<regulations id="reg8" toc="yes">
<regulationsTitle number="48">
<heading> Federal Acquisition Regulations System </heading>
<regulationsChapter number="2">
<heading> Department of Defense </heading>
<regulationsPart number="224">
<heading> PROTECTION OF PRIVACY AND FREEDOM OF INFORMATION </heading>
<xhtmlContent>
<p><b>Subpart 224.1--Protection of Individual Privacy
</b></p>
<p>Sec.
</p>
<p>224.103 Procedures.
</p>
<p><b>Authority:</b> 41 U.S.C. 421 and 48 CFR chapter 1.
</p>
<p><b>Source:</b> 56 FR 36367, July 31, 1991, unless otherwise noted.</p>
<p><b>Subpart 224.1--Protection of Individual Privacy
</b></p>
<p>224.103 Procedures.
</p>
<p>(b)(2) DoD rules and regulations are contained in DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R, Department of Defense Privacy Program.
</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
</agency>
</pai>
