[Federal Register Volume 84, Number 138 (Thursday, July 18, 2019)]
[Notices]
[Pages 34373-34379]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-15242]
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DEPARTMENT OF DEFENSE
Department of the Army
[Docket ID: USA-2019-HQ-0024]
Privacy Act of 1974; System of Records
AGENCY: Department of the Army, DoD.
ACTION: Notice of a modified System of Records.
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SUMMARY: The Department of the Army proposes to modify a System of
Records Notice (SORN), Army Personnel Systems (APS), A0600-8-104 AHRC.
This system of records is comprised of Human Resources (HR) information
required to manage a Soldier's career from initial accession through
separation, and for life for retirees. Currently APS records are
managed by 36 information technology (IT) systems that are linked to
seven System of Records Notices (SORNs). In a cost saving effort to
eliminate redundant functions and discordant IT systems, the Army is
transitioning HR and military pay records for Soldiers to the
Integrated Personnel and Pay System-Army (IPPS-A).
DATES: This notice is effective upon publication; however, comments on
the Routine Uses will be accepted on or before August 19, 2019. The
Routine Uses are effective are effective at the close of the comment
period.
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.
[[Page 34374]]
Mail: Department of Defense, Office of the Chief
Management Officer, Directorate for Oversight and Compliance, 4800 Mark
Center Drive, Mailbox #24, Alexandria, VA 22350-1700.
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. Tracy Rogers, Department of the
Army, U.S. Army Records Management and Declassification Agency,
ATTENTION: Army Privacy and Civil Liberties Office, 9301 Chapek Road
(Building 1458), Fort Belvoir, VA 22060-5605, or by calling 571-515-
0248.
SUPPLEMENTARY INFORMATION: Currently the APS is a virtual network of
disparate IT systems and electronic record sets that collectively
document personnel actions over the course of a Soldier's military
service. As the Army's new enterprise personnel and pay system, IPPS-A
will organize, collect, and maintain fragmented HR records in a single
IT system. These records are currently maintained in 44 IT systems of
which 36 are linked to seven existing HR SORNs (including this notice).
The IPPS-A will fully subsume the 36 systems and partially subsume
records from eight additional HR and military pay systems. The system
provides a single record of service for each Soldier. It will provide
Combatant Commanders real-time accurate force strength and readiness,
better tracking of personnel into and out of theaters of operations,
and will enhance mission planning and support. IPPS-A is designed to
fully integrate military personnel and pay capabilities for the Active
Army, Army National Guard, and Army Reserves. When fully deployed,
Soldiers will have access to view segments of their APS records via
IPPS-A and initiate select personnel actions. In addition, IPPS-A will
provide new functionality which will enable HR professionals to manage
military pay actions for Soldiers. Through the initiative known as the
Military Pay (MilPay) Transition, the scope of the APS will expand to
include data from the Defense Finance and Accounting Services (DFAS)
required to administer military pay actions. IPPS-A's ability to
combine personnel and pay functions (e.g., a promotion or call to
Active Duty) will address current inefficiencies caused by complex
interfaces among outdated and disparate HR systems. As a result, IPPS-A
will leave fewer opportunities for error and will become the
authoritative and comprehensive source of Army personnel and pay
functions. When fully implemented, IPPS-A will provide a secure, web-
based integrated personnel and pay system to support the Army's
peacetime and wartime readiness requirements for human resource
management.
This notice merges six other existing Army HR SORNs: A0600-8 AHRC,
Individual Ready, Standby, and Retired Reserve Personnel Information
System; A0600-8-23 AHRC, Standard Installation/Division Personnel
System; A0600-8a PEO EIS, Integrated Personnel and Pay System--Army
Records; A0614-200 AHRC, Classification and Reclassification of
Soldiers; A0680-31a AHRC, Officer Personnel Management Information
System; A0680-31b AHRC Enlisted Personnel Management Information
System. These SORNs were thoroughly reviewed and the information has
been properly incorporated in this notice. The six notices identified
for consolidation will be rescinded after this notice goes into effect.
The DoD is publishing the notice in its entirety to comply with current
standards and formatting requirements prescribed in OMB Circular A-108,
``Federal Agency Responsibilities for Review, Reporting, and
Publication Under the Privacy Act.''
The Department of the Army's notices for system of records subject
to the Privacy Act of 1974, as amended, have been published in the
Federal Register and are available from the address in the FOR FURTHER
INFORMATION CONTACT section or from the Defense Privacy, Civil
Liberties, and Transparency Division website at https://dpcld.defense.gov/.
The proposed systems reports, as required by the Privacy Act, as
amended, were submitted on May 7, 2019, to the House Committee on
Oversight and Government Reform, the Senate Committee on Homeland
Security and Governmental Affairs, and the Office of Management and
Budget (OMB) pursuant to OMB Circular No. A-108, ``Federal Agency
Responsibilities for Review, Reporting, and Publication Under the
Privacy Act,'' December 23, 2016 (December 23, 2016, 81 FR 94424).
Dated: July 12, 2019.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Army Personnel Systems (APS), A0600-8-104 AHRC.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Primary location: U.S. Army Human Resources Command, 1600 Spearhead
Division Avenue, Fort Knox, KY 40122-5500. Secondary locations: U.S.
Army Reserve Command G-1, 4710 Knox Street, Fort Bragg, NC 28310-5010.
Army National Guard Readiness Center, 111 South George Mason Drive,
Arlington, VA 22204-1382. General Officer Management Office, Office of
the Chief of Staff, Army, 200 Pentagon, Washington, DC 20310-0200. Fort
Hood Garrison, Directorate of Human Resources, 18010 Battalion Ave, Ft.
Hood, TX 76544.
SYSTEM MANAGER(S):
Director of Military Personnel Management, Army G1, U.S. Army Human
Resources Command, 1600 Spearhead Division Avenue, AHRC-PDV, Fort Knox,
KY 40122-5500. Project Manager, Integrated Personnel and Pay System-
Army (IPPS-A), IPPS-A Product Management Office (PMO), U.S. Army
Program Executive Office Enterprise Information Systems, James Polk
Building, 2521 South Clark Street Arlington, VA 22202.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. Subtitle A, General Military Law, Part II, Personnel
(Chapters 31-41, 43, 45, 47-51, 53, 55-61, 63, 65, 67, 69, 71, 73, 75-
77, 79, 80, 87-88) and Part III, Training and education (Chapters 101-
107, 109-112); 10 U.S.C. 7013, Secretary of the Army; 10 U.S.C.
Subtitle B, Army, Part II, Personnel (Chapters 711, 713, 715, 719, 721,
723, 725, 729, 733, 735, 737, 741, 743, 745, 749) and Part III,
Training (Chapters 751, 753, 757); 10 U.S.C. Subtitle E, Reserve
Components, Part II, Personnel Generally (Chapters 1201-1225), Part
III, Promotion and Retention of Officers on the Reserve Active Status
List, (Chapters 1401-1411), and Part IV, Training for Reserve
Components and Educational Assistance Programs (Chapters 1601-1611); 18
U.S.C. 3771, Crime victims' rights; 37 U.S.C., Pay and Allowances Of
the Uniformed Services; Department of Defense Directive (DoDD) 1030.01,
Victim and Witness Assistance; DoDD 1200.7, Screening the Ready
Reserve;
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DoDD 1300.22, Mortuary Affairs Policy; Department of Defense
Instruction (DoDI) 1235.12, Accessing the Reserve Components (RC); DoDI
1300.15, Military Funeral Support; DoDI 1300.18, Department of Defense
(DoD) Personnel Casualty Matters, Policies, and Procedures; DoDI
1300.19, DoD Joint Officer Management (JOM) Program; DoDI 1304.30,
Enlisted Personnel Management Plan (EPMP) Procedures; DoDI 1310.01,
Rank and Seniority of Commissioned Officers; DoDI 1320.04, Military
Officer Actions Requiring Presidential, Secretary of Defense, Or Under
Secretary of Defense for Personnel and Readiness Approval or Senate
Confirmation; DoDI 1320.14, Commissioned Officer Promotion Program
Procedures; DoDI 1332.18, Disability Evaluation System (DES); DoDI
1332.35, Transition Assistance Program (TAP) for Military Personnel;
DoDI 1336.05, Automated Extract of Active Duty Military Personnel
Records; DoDI 1336.08, Military Human Resource Records Life Cycle
Management; DoD 1352.01, Management of Regular and Reserve Retired
Military Members; DoD 7000.14-R, Department of Defense Financial
Management Regulation (DoD FMR); DoDI 7730.54, Reserve Components
Common Personnel Data System (RCCPDS); Army Regulation (AR) 37-104-4,
Military Pay and Allowances Policy; AR 55-46, Travel Overseas; AR 55-
355, Military Traffic Management Regulation; AR 135-133, Ready Reserve
Screening, Qualification Records System, and Change of Address
Reporting; AR 135-155, Promotion of Commissioned Officers and Warrant
Officers Other Than General Officers; AR 140-1, Mission, Organization,
and Training; AR-140-9, Entry on Active Duty or Active Duty for
Training (ROTC Officers); AR 140-10, Assignments, Attachments, Details,
and Transfers; AR 140-50, Officer Candidate School, Army Reserve; AR
140-111, U.S. Army Reserve Reenlistment Program; AR 140-145, Individual
Mobilization Augmentation Program; AR 600-8, Military Human Resources
Management; AR 600-8-6, Personnel Accounting and Strength Reporting; AR
600-8-7, Retirement Services Program; AR 600-8-10; Leaves and Passes;
AR 600-8-14, Identification Cards for Members of the Uniformed
Services, their Family Members and Other Eligible Personnel; AR 600-8-
19, Enlisted Promotions and Reductions; AR 600-8-22, Military Awards;
AR 600-8-24, Officer Transfers and Discharges; AR 600-8-29, Officer
Promotions; AR 600-37, Unfavorable Information; AR 600-43,
Conscientious Objection; AR 600-81, Soldier for Life--Transition
Assistance Program; AR 600-85, The Army Substance Abuse Program; AR
600-101, Personnel Processing (In-, Out-, Soldier Readiness, and
Deployment Cycle); AR 600-8-104, Army Military Human Resource Records
Management; AR 600-8-111, Wartime Replacement Operations; AR 601-10,
Management and recall to Active Duty of retired Soldiers of the Army in
Support of Mobilization and Peacetime Operations; AR 601-100,
Appointment of Commissioned and Warrant Officers in the Regular Army;
AR 601-210, Regular Army and Reserve Components Enlistment Program; AR
601-280, Army Retention Program; AR 608-18, The Family Advocacy
Program; AR 608-75, Exceptional Family Member Program; AR 614-30,
Overseas Service; AR 614-100, Officer Assignment Policies, Details, and
Transfers; AR 614-200, Enlisted Assignments and Utilization Management;
AR 621-5, Army Continuing Education System; AR 623-3, Evaluation
Reporting System; AR 630-10, Absent Without Leave, Desertion, and
Administration of Personnel Involved in Court Proceedings; AR 635-40,
Disability Evaluation for Retention, Retirement, or Separation; AR 635-
200, Active Duty Enlisted Separations; AR 638-2, Army Mortuary Affairs
Program; AR 638-8, Army Casualty Program; AR 640-30, Official Army
Photographs; AR 930-4, Army Emergency Relief; and Executive Order 9397
(SSN).
PURPOSE(S) OF THE SYSTEM:
The APS provides human resources capabilities in support of
peacetime and wartime readiness requirements for the Army. The records
in APS are created and maintained to manage the Soldier's career,
administer benefits, historically document military service, and to
safeguard the Soldier's rights while in service of the nation. Army
leaders and commanders rely on APS information to make recommendations
and document decisions pertaining to advancements, job classification,
retention, assignments, recognition, disciplinary actions, and other
personnel actions. The Army Human Resources Command and Army personnel
offices at all echelons of command use the information in this system
of records to manage all aspects of an individual's Army career to
include: Accession, retention, job classification, benefits, duty
assignments, deployments, career progression, performance evaluations,
military training, separation or retirement, and military awards and
decorations. Further, with implementation of the Military Pay
Transition, APS will include management of Soldier's pay entitlements,
allowances, and recording of indebtedness to the Federal government.
The Army will leverage the capabilities of the Integrated Personnel
and Pay System-Army (IPPS-A) to perform most automated personnel
functions. As the Army's enterprise information technology system for
human resource management, IPPS-A will be the primary repository for
APS data. IPPS-A provides a platform to streamline human resource
business processes, assess manpower trends, administer readiness
functions, and perform longitudinal statistical analyses necessary for
force management. When fully implemented, IPPS-A will provide a secure,
web-based integrated personnel and pay system to support the Army's
peacetime and wartime readiness requirements.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All members of the United States Army to include: Active Army,
National Guard, Reserve, Military Technicians (Title 5 and Title 32),
U.S. Military Academy Cadets, and Army Reserve Officers' Training Corps
contracted cadets, Officer Candidates, and Enlisted basic trainees; all
former members of the United States Army who were separated by
discharge, retirement, death, or other termination of military status.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personally identifying data to include: Full name and other names
used; Social Security Number (SSN) or individual tax payer
identification number (ITIN); DoD Identification (DoD ID) number;
gender; date and place of birth; race and ethnic origin; height,
weight, eye color; blood type; official and identification photographs;
government issued passport number; driver's license number; and Army
Knowledge Online (AKO) login;
Other personal data to include: Marital status; citizenship and
immigration status; religious preference; home and mobile telephone
number; home and mailing address; state of permanent residence;
personal email address; languages spoken; emergency contact
information; and survivor beneficiary information (amounts of coverage;
dates of beginning and ending eligibility);
Dependent family member data to include: Family members' full name
and other names used; SSN or ITIN; DoD ID number; gender; date and
place of birth; marital status; citizenship and immigration status;
dependent
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eligibility and enrollment forms; government issued passport number;
home, mobile and work telephone number; and home and work address. For
spouses who are members of the uniformed services, military personnel
data to include: Service, rank/grade; organization and unit of
assignment; personnel category code; assignment preferences and duty
status;
Duty and employment data to include: Pay grade and rank; military
occupational specialty and skill qualification identifier; official
duty title; security clearance level and investigation type; unit of
assignment; duty phone number and address; military or civilian
supervisor's name and contact information; official and AKO email
addresses. Civil service occupational series, civilian pay plan, and
grade for Military Technicians;
Military personnel data to include: Performance reports; promotion
selection data; officer commissioning and appointment documents;
warrant officer appointments; enlisted accession and reenlistment
documents; job classification documentation; aptitude test results;
skill and special qualifications; military service computation dates;
duty assignment history and projections; duty command of assignment;
effective date of duty assignment; deployment information; expiration
of term of service; retirement and separation documentation; field/
application for active duty; Guard and Reserve activations and
retirement points; discharge and separation reviews; application for
correction of military records; personnel and medical board
determinations; background investigation data; moral and personnel
waivers; special duty applications; enlistment bonus contracts;
language/foreign language qualifications; benefits eligibility and
enrollments; awards and decorations; adverse actions and misconduct
determinations; Uniform Code of Military Justice (UCMJ) actions
summarizing court martial; conscientious objector reports; Absent
Without Leave (AWOL) and deserter reports; and other related personnel
orders and military service information.
Education data to include: Civilian education information
pertaining to education level, transcripts, professional
certifications, and licenses. Military education information pertaining
to courses attended, attendance dates and completion status, and
special recognitions;
Medical readiness data to include: Casualty incident reports;
physical health assessment data; physical profile qualification and
limitations; physical fitness testing results; disability
determinations; substance abuse referrals; and behavioral health
profiles.
Pay and compensation data to include: Earnings and allowances;
special pay and bonuses; travel authorizations and vouchers; payroll
deductions; allotments; garnishments; indebtedness and tax levy
documentation; savings bond information; Thrift Savings Plan (TSP)
enrollment; payroll computations, payroll balances and history; direct
deposit information (financial institution name, routing number,
account number); leave requests and balances; and substantiating
documents that establish, support, reduce, or cancel entitlements.
RECORD SOURCE CATEGORIES:
The individual; supervisors and commanders; third parties when
information furnished relates to the individual's military service; the
individual's Official Military Personnel File, military medical
records, and other official Army records. Personnel, pay, and benefit
data is also received from records maintained by DoD and Uniformed
Service agencies to include: The Defense Manpower Data Center, Defense
Finance and Accounting Service, Defense Health Agency, and Defense POW/
MIA Accounting Agency. Information may also be provided by education
and financial institutions, law enforcement agencies, the American Red
Cross, the Office of Personnel Management, Department of Veteran
Affairs, Department of Homeland Security, Department of Treasury, and
other Federal, state and local agencies.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
Section 552a(b) of the Privacy Act of 1974, as amended, the records
contained in this system may specifically be disclosed outside the DoD
as a routine use pursuant to 5 U.S.C. Section 552a(b)(3) as follows:
a. To the Office of the President of the United States of America
for the purpose of exchanging required information relating to White
House Fellows, regular Army promotions, aides, and related support
functions staffed by Army members.
b. To officials and employees of the Office of the Sergeant at Arms
of the United States House of Representatives for the purpose of the
performance of their official duties related to the verification of the
active duty military service of Members of Congress. Access is limited
to those portions of the member's record required to verify time in
service.
c. To the Department of State for the purpose of documenting
persona non grata status, attach[eacute] assignments, and related
administration of personnel assigned and performing duty with the
Department of State.
d. To the Bureau of Citizenship and Immigration Services,
Department of Homeland Security, for the purposes of making alien
admission and naturalization inquiries; and facilitating the
verification of individuals who may be eligible for expedited
naturalization (Pub. L. 108-136, Section 1701, and E.O. 13269,
Expedited Naturalization).
e. To the Social Security Administration for the purpose of
substantiating applicant's credit for social security compensation, to
report earned wages by members for the Federal Insurance Contribution
Act (FICA), accounting or tax audits, and death notices.
f. To the Department of Treasury for the purpose of providing
information on check issues and electronic funds transfers.
g. To the Department of Treasury, Bureau of the Fiscal Service for
the purpose of facilitating distribution of pay for personnel in
trainee status using EZpay and to provide deployed personnel with the
option to utilize EagleCash.
h. To the Internal Revenue Service for the purpose of reporting
taxable earnings and taxes withheld, accounting, and tax audits, and to
compute or resolve tax liability or tax levies.
i. To the National Finance Center, Office of Thrift Savings Plan
(TSP), for the purpose of starting, changing, or stopping of
contributions to the individual's TSP as well as how the individual
wants the investments to be made in the various TSP Funds.
j. To State Agencies for the purpose of supporting State Veteran
Affairs activities.
k. To the Social Security Administration, Office of Disability and
Insurance Security Programs, for the purpose of expediting disability
processing of wounded military service members and veterans.
l. To the Department of Labor for the purpose of determinining
eligibility for unemployment compensation for former Service members
who have applied for unemployment through state or territory government
benefit offices.
m. To officials and employees of the Department of Health and Human
Services for the purpose of the performance of their official duties
related to eligibility, notification, and
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assistance in obtaining benefits for which members, former members, or
retirees may be eligible.
n. To the Selective Service System 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. Chapter 49).
o. To the American Red Cross for the purpose of providing emergency
notification and financial relief to members of the Armed Forces,
retirees, family members or survivors.
p. To military relief societies (Army Emergency Relief, Navy-Marine
Corps Relief Society, Air Force Aid Society, and Coast Guard Mutual
Assistance, Inc.) for the purpose of providing financial assistance and
other relief-related services to military personnel and their
dependents.
q. To consumer reporting agencies for the purpose of disclosures
pursuant to 5 U.S.C. 552a(b)(12) 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. Disclosure is limited to information necessary to
establish the identity of the individual, including name, address, and
taxpayer identification number (Social Security Number); 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.
r. To federal and state licensing authorities and civilian
certification boards, committees and/or ecclesiastical endorsing
organizations for the purposes of professional credentialing (licensing
and certification) of lawyers, chaplains, health professionals, and
other certifications identified by the Department of Defense.
s. To Federal agencies, their contractors and grantees, and to
private organizations, such as the National Academy of Sciences, for
the purposes of conducting personnel and/or health-related research in
the interest of the Federal government and the public. When not
considered mandatory, the names and other identifying data will be
eliminated from records used for such research studies.
t. To the widow or widower, dependent, or next-of-kin of deceased
members for the purpose of settling the affairs of the deceased member.
The individuals will have to verify relationship by providing a birth
certificate, marriage license, death certificate, or court document as
requested/required to prove identity.
u. 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 this system of
records.
v. To designated officers and employees of Federal, State, local,
territorial or tribal, international, or foreign agencies maintaining
civil, criminal, enforcement, or other pertinent information, such as
current licenses, if necessary to obtain information relevant and
necessary 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.
w. To designated officers and employees of Federal, State, local,
territorial, tribal, international, or foreign agencies in connection
with the hiring or retention of an employee, the conduct of a
suitability or security investigation, 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 and the Department deems
appropriate.
x. To contractors whose employees require suitability
determinations, security clearances, and/or access to classified
national security information, for the purpose of ensuring that the
employer is appropriately informed about information that relates to
and/or may impact a particular employee or employee applicant's
suitability or eligibility to be granted a security clearance and/or
access to classified national security information.
y. To a former DoD employee for the purpose of responding to an
official inquiry by a Federal, State, local, territorial or tribal
entity or professional licensing authority, in accordance with
applicable DoD regulations; or for the purpose of facilitating
communications with a former employee that may be necessary for
personnel-related or other official purposes where the DoD requires
information and/or consultation assistance from the former employee
regarding a matter within that person's former area of responsibility.
z. To foreign or international law enforcement, security, or
investigatory 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.
aa. To State and local taxing authorities with which the Secretary
of the Treasury has entered into agreements under 5 U.S.C. 5516, 5517,
or 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. The information to be disclosed is
information normally contained in Internal Revenue Service (IRS) Form
W-2.
bb. To any person, organization or governmental entity (e.g., local
governments, first responders, American Red Cross, etc.), in order to
notify them of or respond to a serious and imminent terrorist or
homeland security threat or natural or manmade disaster as is necessary
and relevant for the purpose of guarding against or responding to such
threat or disaster.
cc. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
dd. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in conjunction with
other information, indicates a violation or potential violation of law,
whether criminal, civil, or regulatory in nature.
ee. To any component of the Department of Justice for the purpose
of representing the DoD, or its components, officers, employees, or
members in pending or potential litigation to which the record is
pertinent.
ff. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the DoD or other
Agency representing the DoD determines that the records are relevant
and necessary to the proceeding; or in an appropriate proceeding before
an administrative or adjudicative body when the adjudicator determines
the records to be relevant to the proceeding.
gg. 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.
hh. To a Member of Congress or staff acting upon the Member's
behalf when the Member or staff requests the information on behalf of,
and at the
[[Page 34378]]
request of, the individual who is the subject of the record.
ii. To appropriate agencies, entities, and persons when (1) the DoD
suspects or has confirmed that there has been a breach of the system of
records; (2) the DoD has determined that as a result of the suspected
or confirmed breach there is a risk of harm to individuals, the DoD
(including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with the DoD's efforts to respond to the suspected
or confirmed breach or to prevent, minimize, or remedy such harm.
jj. To another Federal agency or Federal entity, when the DoD
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in paper and electronic storage media, in
accordance with the safeguards as stated below.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved primarily by use of the individual's name,
SSN, DoD ID number, and/or date of birth.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
All records in the APS are maintained in accordance with Army
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration. The retention periods
for information in this system of records varies from temporary to
permanent.
Personnel-type orders are maintained by the Army office of records
for two years, then transferred to the Washington National Records
Center and destroyed after 54 years.
Approved military award case files that are related to wartime and/
or combat activities are treated as permanent and offered to the
National Archives and Records Administration 20 years after the close
of the conflict to which they relate.
Military pay records, due to the Military Pay Transition, the
disposition is pending until the National Archives and Records
Administration has approved the retention and disposition schedule,
treat as permanent. Individuals with pay dates prior to 1 January 2019
should refer to Defense Finance and Accounting Service system of
records notices T7340, Defense Joint Military Pay System-Active
Component and T7344, Defense Joint Military Pay System-Reserve
Component.
Certain items not considered rights and interests records are
maintained in the current filing area until no longer needed, but no
longer than six years. Upon expiration, documents are purged and
destroyed.
Certain items that evidences benefits or significant personnel
actions are filed in the individual's Official Military Personnel
Record for permanent retention (see Army system of records notice
A0600-8-104b AHRC, Official Military Personnel Record).
Records are disposed of according to the provisions of 44 U.S.C.,
Chapter 33, Disposal of Records and DoD Manual 5200.01, Volume 4, DoD
Information Security Program: Controlled Unclassified Information
(CUI).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper and electronic records are protected in accordance with
policies in DoD Manual 5200.01, Volume 4, DoD Information Security
Program: Controlled Unclassified Information (CUI). Electronic records
are also protected in accordance with policies in DoDI 8510.01, DoD
Risk Management Framework (RMF) for DoD Information Technology (IT).
Records are stored in secured buildings, physical access requires
identification and is limited to individuals having an official
requirement for entry. System data are encrypted, and access to data
and data storage is controlled and limited to authorized personnel who
are properly trained, screened, and cleared for need-to-know, and
access is further restricted by requiring use of a Common Access Card
and PIN and/or strong passwords that are changed periodically according
to DoD and Army security policies.
In-depth physical, technical, and administrative controls have been
established to safeguard electronic data. Users are required to
successfully undergo and complete a National Agency Check with
Inquiries along with a credit check. Role-based access to the system is
managed by the HRC access control procedures and policies. All aspects
of privacy, security, configuration, operations, data retention, and
disposal are documented to ensure privacy and security are consistently
enforced and maintained.
RECORDS ACCESS PROCEDURES:
Individuals seeking access to records about them contained in this
system should contact their supporting military personnel division or
address written inquiries to the commander of the organization to which
the service member is assigned as follows:
For information on active duty, retired and non-unit reserve
personnel contact the U.S. Army Human Resources Command, Attn: AHRC-
PDR-H, 1600 Spearhead Division Avenue, Fort Knox, KY 40122-5500.
For information on reserve personnel assigned to Troop Program
Units contact U.S. Army Reserve Command G-1, 4710 Knox Street, Fort
Bragg, NC 28310-5010.
For information on Army National Guard personnel contact the
National Guard Bureau, Army National Guard Readiness Center, 111 South
George Mason Drive, Arlington, VA 22204-1382.
For information on General Officers contact the General Officer
Management Office, Office of the Chief of Staff, Army, 200 Pentagon,
Washington, DC 20310-0200.
For information on discharged and deceased personnel contact the
National Personnel Records Center, 1 Archives Drive, St. Louis, MO
63138-1002.
Individuals should provide the full name, SSN, DoD ID number or
service identification number if applicable, current address, telephone
number, and 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:
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).''
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).''
CONTESTING RECORD PROCEDURES:
The Army's rules for accessing records, contesting contents, and
appealing initial agency determinations are contained in 32 CFR part
310 or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking access to records about them contained in this
system
[[Page 34379]]
should contact their supporting military personnel division or address
written inquiries to the commander of the organization to which the
service member is assigned as follows:
For information on active duty, retired and non-unit reserve
personnel, contact the U.S. Army Human Resources Command, Attn: AHRC-
PDR-H, 1600 Spearhead Division Avenue, Fort Knox, KY 40122-5500.
For information on reserve personnel assigned to Troop Program
Units contact U.S. Army Reserve Command G-1, 4710 Knox Street, Fort
Bragg, NC 28310-5010.
For information on Army National Guard personnel contact the
National Guard Bureau, Army National Guard Readiness Center, 111 South
George Mason Drive, Arlington, VA 22204-1382.
For information on General Officers contact the General Officer
Management Office, Office of the Chief of Staff, Army, 200 Pentagon,
Washington, DC 20310-0200.
For information on discharged and deceased personnel contact the
National Personnel Records Center, 1 Archives Drive, St. Louis, MO
63138-1002. Individuals should provide the full name, SSN, DoD ID
number or service identification number if applicable, current address,
telephone number, and 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:
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).''
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).''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
July 30, 2013, 78 FR 45914; January 6, 2004, 69 FR 790; December 8,
2000, 65 FR 77002; December 19, 1997, 62 FR 66606; February 22, 1993,
58 FR 10166.
[FR Doc. 2019-15242 Filed 7-17-19; 8:45 am]
BILLING CODE 5001-06-P