[Federal Register Volume 79, Number 163 (Friday, August 22, 2014)]
[Notices]
[Pages 49764-49766]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-19934]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2014-OS-0123]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a New System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a new 
system of records, DHRA 14 DoD, entitled ``Commercial Travel 
Information Management System'' to its inventory of record systems 
subject to the Privacy Act of 1974, as amended.
    This system establishes a repository of DoD travel records 
consisting of travel booked within the Defense Travel System 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.
    To provide Web site registered guests an online customer support 
site for submitting inquiries regarding commercial travel within the 
DoD, including assistance with DTS.

DATES: Comments will be accepted on or before September 22, 2014. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Federal Docket Management System Office, 4800 Mark Center 
Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-3100.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT 
or at http://dpclo.defense.gov/.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on July 10, 2014, to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: August 19, 2014.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHRA 14 DoD

System name:
    Commercial Travel Information Management System.

System location:
    Network Enterprise Center, 1422 Sultan Road, Fort Detrick, MD 
21702-9200.
    Defense Enterprise Computing Center, 8705 Industrial Boulevard, 
Building 3900, Tinker AFB, OK 73145-3352.
    Back-up: Defense Travel Management Office, 4800 Mark Center Drive, 
Alexandria, VA 22350-9000.

Categories of individuals covered by the system:
    DoD civilian personnel; active, former, and retired military 
members; Reserve and National Guard personnel;

[[Page 49765]]

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 Web site guests submitting inquiries regarding DoD 
commercial travel.

Categories of records in the system:
    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, email 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.
    For foreign national civilians on invitational travel orders: 
Foreign Identification (ID) Number or Individual Taxpayer ID Number, 
name, date of birth, and passport information.
    For dependents who are accompanying the DoD sponsor on travel: 
Name, date of birth, and passport information.
    For registered Web site guests: Name, phone number, email 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.

Authority for maintenance of the system:
    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.

Purpose(s):
    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.
    To provide Web site registered guests an online customer support 
site for submitting inquiries regarding commercial travel within the 
DoD, including assistance with DTS.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) 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:
    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.
    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of records in the system:

Storage:
    Electronic storage media.

Retrievability:
    Name, email address, passport number, SSN, and/or DoD ID number.

Safeguards:
    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.

Retention and disposal:
    Maintained for six years and then destroyed.

System manager(s) and address:
    Deputy Director, Defense Travel Management Office, 4800 Mark Center 
Drive, Alexandria, VA 22350-9000.

Notification Procedure:
    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.
    Signed, written requests should contain full name and SSN (or 
passport number if a foreign national). Web site registered guests 
should provide full name and email address.

Record access procedures:
    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.
    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; Web site registered guests should provide full name and email 
address.

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents, and 
appealing initial agency determinations are contained in OSD 
Administrative

[[Page 49766]]

Instruction 81; 32 CFR part 311; or may be obtained from the system 
manager.

Record source categories:
    Individual, existing DoD system (DTS), commercial systems (Global 
Distribution System, Citi).

Exemptions claimed for the system:
    None.
[FR Doc. 2014-19934 Filed 8-21-14; 8:45 am]
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