[Federal Register Volume 84, Number 225 (Thursday, November 21, 2019)]
[Notices]
[Pages 64281-64283]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-25203]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2019-OS-0130]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice of a modified System of Records.

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SUMMARY: The Office of the Secretary of Defense (OSD) is modifying a 
System of Records Notice (SORN), titled ``Defense Institute of Security 
Assistance Management (DISAM) Information System Mission (DISM),'' DSCA 
05. This modified system will provide efficient administration of U.S. 
and international students, Defense Institute of Security Cooperation 
Studies (DISCS) personnel and guest lecturers. The system also provides 
personnel the ability to submit requests and make arrangements for 
travel, and to use a relational database to record, manage and report 
information about students, personnel, and travel, including reports of 
annual training for foreign nationals. Records are also used as a 
management tool for statistical analysis, tracking, reporting to 
Congress, evaluating program effectiveness, and conducting research.

DATES: This notice is effective upon publication; however, comments on 
the Routine Uses will be accepted on or before December 23, 2019. The 
Routine Uses 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.
    * Mail: Department of Defense, Office of the Chief Management 
Officer, Directorate for Oversight and Compliance, 4800 Mark Center 
Drive, Mailbox #24, Suite 08D09, 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. Luz D. Ortiz, Chief, Records, 
Privacy and Declassification Division (RPDD), 1155 Defense Pentagon, 
Washington, DC 20301-1155, or by phone at (571) 372-0478.

SUPPLEMENTARY INFORMATION: The OSD is modifying a system of records 
subject to the Privacy Act of 1974, 5 U.S.C. 552a. This notice serves 
to update the SORN for DISM, DSCA 05.
    The OSD is modifying this SORN by updating the system name, 
purpose, routine uses, storage of records, retention and disposal of 
records, record access procedures, contesting record procedures, and 
notification procedures sections to better align the SORN with 
guidelines provided in Office of Management and Budget (OMB) Circular 
A-108, ``Federal Agency Responsibilities for Review, Reporting, and 
Publication under the Privacy Act.''
    The DoD 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 the Defense Privacy, Civil Liberties and Transparency 
Division website at http://dpcld.defense.gov.
    The proposed systems reports, as required by the Privacy Act, as 
amended, were submitted on September 20, 2019, to the House Committee 
on Oversight and Reform, the Senate Committee on Homeland Security and 
Governmental Affairs, and the OMB pursuant to Section 6 to OMB Circular 
No. A-108, ``Federal Agency Responsibilities for Review, Reporting, and 
Publication under the Privacy Act,''

[[Page 64282]]

revised December 23, 2016 (December 23, 2016, 81 FR 94424).

    Dated: November 15, 2019.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Institute of Security Assistance Management (DISAM) 
Information System Mission (DISM), DSCA 05.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Defense Institute of Security Cooperation Studies (DISCS), 2475 K. 
Street, Bldg. 52, Wright-Patterson AFB, OH 45433-7641.

SYSTEM MANAGER(S):
    DISM System Administrator; Defense Institute of Security 
Cooperation Studies, 2475 K. Street, Bldg. 52, Wright-Patterson AFB, OH 
45433-7641; email: dsca.ncr.lmo.mbx.info@mail.mil">dsca.ncr.lmo.mbx.info@mail.mil.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 134, Under Secretary of Defense for Policy; Public Law 
97-195, Foreign Assistance and Arms Export Act of 1961, as amended; DoD 
Directive (DoDD) 5105.65, Defense Security Cooperation Agency (DSCA); 
DSCA Security Assistance Management Manual, Chapter 10, International 
Training; DoDD 5132.03, DoD Policy and Responsibilities Relating to 
Security Cooperation; Army Regulation 12-15, SECNAVINST 4950.4B, AFI 
16-105, Joint Security Cooperation Education and Training; and E.O. 
9397, (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:
    The DISCS DISM contains several applications to efficiently manage 
the administrative activities of U.S. and international students, DISCS 
personnel and guest lecturers. Also, the system allows personnel to 
submit requests and make arrangements for travel. Finally, the system 
uses a relational database to record, manage and report information 
about students, personnel, and travel, including reports of annual 
training. Records are also used as a management tool for statistical 
analysis, tracking, reporting to Congress, evaluating program 
effectiveness, and conducting research.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DISCS civilian, military, and contractor personnel, U.S. Federal 
agency employees, students, and guest speakers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    DISCS Personnel data: Full name, DoD Identification Number (DoD 
ID), gender, date of birth, home address, personal cell phone and work 
numbers, work domain name, work email address, arrival and departure 
dates, duty hours, emergency point of contact information, position 
title, funding source, directorate and office names, employment status, 
academic rank and degree, salary, job series, civilian grade, military 
Joint Manpower Program rank and number, date of rank, service branch, 
occupational specialty code and description, military evaluation dates, 
tour completion date, recall order, DoD billet manning document number, 
height and weight, security clearance type, issue and expiration dates, 
investigation type and date, IT level, supervisor name, list of DoD 
annual training requirements, training completion dates and year 
required, faculty member, function and program type;
    DISCS Personnel Travel data: Traveler's name, government point of 
contact information, request number, agency directorate, priority and 
requirement types, purpose of travel, group and class type, order and 
voucher numbers, voucher check and Military Interdepartmental Purchase 
Request (MIPR) dates, funding source, source organization, departure 
and arrival information, travel location cost information, DoD status 
of travel request, administrative notes and comments.
    Student data: Full name, student and DoD ID, gender, date of birth, 
nationality, organization and mailing addresses, work number, position 
title, hotel confirmation number, country name, combatant command, 
student type, area of expertise and duty type, civilian grade, service 
branch, military rank, diploma, test scores, supervisor name, personal 
and work email addresses, and work number, course type, registration 
date, level and status, certificates, student and registrar comments, 
administrative notes and emergency point of contact information.
    Guest Speaker data: Full name, position title, gender, Social 
Security Number (SSN) (for non-DoD guest speakers only), DoD ID, home, 
cell phone, and work numbers, fax number, email and mailing address, 
employment status, security clearance type, military rank, civilian 
grade, course information, honorarium, DISCS host name, and funding 
information.

RECORD SOURCE CATEGORIES:
    Information contained in this system is obtained from the DISCS 
personnel, individuals via DISCS student registration and guest speaker 
forms, and travel request forms, including by administrators with 
access to DoD personnel and security related databases.

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. 
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):
    a. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the DoD when necessary to accomplish 
an agency function related to this system of records.
    b. 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.
    c. 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.
    d. 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 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.
    e. 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.
    f. 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 request of, the individual who is the subject of the record.
    g. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or confirms a breach of the system of records; (2) the DoD 
determines as a result of the suspected or confirmed breach there is a 
risk of harm to individuals, the DoD (including its

[[Page 64283]]

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.
    h. To another Federal agency or Federal entity, when the DoD 
determines 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:
    The records are stored in electronic format on secure servers with 
access restricted by the use of Common Access Cards (CACs), pin 
numbers, and/or card swipe protocols. Physical access is limited 
through the use of locks, guards, card swipe, and other administrative 
procedures.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records may be retrieved by name of individual, DoD ID, 
student ID, or SSN.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are cut off on closure of study or event and 
destroyed 25 years after cut off.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records are maintained in a controlled facility. Physical entry is 
restricted by the use of locks, and is accessible only to authorized 
personnel. Access to records is also 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 
electronic data is restricted by centralized access control to include 
the use of CAC, pin numbers (which are changed periodically), file 
permissions, and audit logs.

RECORD ACCESS PROCEDURES:
    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. 
Signed, written requests should include the full name, current address 
and telephone number, and the name and number of this system of records 
notice. In addition, the requester must provide either 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).''

CONTESTING RECORD PROCEDURES:
    The DoD rule for accessing records, contesting contents, and 
appealing initial agency determinations are published in 32 CFR part 
310 or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to Defense Institute of Security Cooperation Studies, 
ATTN: Director of Organizational Support, 2475 K Street, Wright-
Patterson AFB, OH 45433-7641. Signed, written requests should include 
the full name, current address and telephone number, and the name and 
number of this system of records notice. In addition, the requester 
must provide either 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).''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    June 7, 2016, 81 FR 36526.

[FR Doc. 2019-25203 Filed 11-20-19; 8:45 am]
 BILLING CODE 5001-06-P