[Federal Register Volume 87, Number 104 (Tuesday, May 31, 2022)]
[Notices]
[Pages 32384-32389]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-11610]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2022-OS-0064]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, Department of Defense (DoD).

ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the DoD is 
modifying and reissuing a current system of records titled, ``Defense 
Enrollment Eligibility Reporting Systems (DEERS),'' DMDC 02 DoD. This 
system of records was originally established by the Defense Manpower 
Data Center to collect and maintain records that are used to manage the 
issuance of DoD identification cards, manage physical and logical 
access to DoD facilities and to provide a database for determining DoD 
entitlements and privileges. Additionally, DEERS is used to support DoD 
healthcare management programs, assess manpower and support personnel 
and readiness functions. This system of records notice (SORN) is being 
updated to support additional information sharing of records outside of 
the DoD in order to streamline the DoD identification card issuance 
process. In addition, it clarifies the routine use governing the data 
sharing DoD utilizes in support of the Public Service Forgiveness loan 
program and it expands the routine use governing the data sharing in 
support of the Unemployment Compensation for Ex-service members to 
state workforce agencies, or to the Department of Labor contractors or 
grantees. This modification revises the routine uses. The new routine 
use will allow DoD to disclose information to the Government Publishing 
Office (GPO).

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before June 30, 
2022. The Routine Uses are effective at the close of the comment 
period.

ADDRESSES: You may submit comments, identified by docket number and 
title, by either of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow 
the instructions for submitting comments.
    * Mail: Department of Defense, Office of the Assistant to the 
Secretary of Defense for Privacy, Civil Liberties, and Transparency, 
Regulatory Directorate, 4800 Mark Center Drive, Attn: 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 https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mr. Sam Peterson, DMDC Privacy 
Officer, DMDC Privacy Office, DoD Center, 400 Gigling Road, Monterey, 
CA 93955; [email protected]; (831) 583-2400.

SUPPLEMENTARY INFORMATION:

I. Background

    The DEERS system of records is used to manage the issuance of DoD 
badges and identification cards, i.e., Common Access Cards (CACs) or 
beneficiary identification cards. In addition, this system of records 
is used to authenticate and identify DoD affiliated personnel (e.g., 
contractors) and manage physical and logical access to DoD facilities. 
This modification will allow DoD Identification (ID) cardholders to 
request renewal of their CAC online as part of a pilot program. The 
pilot program postures the GPO to more efficiently produce and 
distribute the DoD ID cards on behalf of and in conjunction with DoD. 
Implementation of the online DoD ID card issuance capability presents 
an opportunity for increased convenience for cardholders and overall 
cost savings to the Department. In support of this initiative and 
subject to public comment, DoD is adding new routine use (KK) for this 
system of records. This routine use would allow for disclosure of 
information to the GPO to facilitate GPO's role in supporting the 
production and distribution of CAC cards on behalf of the DoD.
    Additionally, subject to public comment, the DoD is modifying 
existing routine use (F), which currently permits disclosures of 
information to entities engaged in financial and legal transactions 
with Service members. The modification will clarify and broaden this 
routine use to support disclosures to these same entities to facilitate 
communication with Service members and to support student loan 
forgiveness programs.
    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Office of the Assistant to the Secretary of Defense for Privacy, Civil 
Liberties, and Transparency (OATSD(PCLT)) website at https://dpcld.defense.gov/privacy.

II. Privacy Act

    Under the Privacy Act, a ``system of records'' is a group of 
records under the control of an agency from which information is 
retrieved by the name of an individual or by some identifying number, 
symbol, or other identifying particular assigned to the individual. In 
the Privacy Act, an individual is defined as a U.S. citizen or lawful 
permanent resident.
    In accordance with 5 U.S.C. 552a(r) and Office of Management and 
Budget (OMB) Circular No. A-108, OATSD(PCLT) has provided a report of 
this system of records to the OMB and to Congress.


[[Page 32385]]


    Dated: May 25, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Enrollment Eligibility Reporting Systems (DEERS), DMDC 02 
DoD.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    DMDC at DISA DECC Columbus, 3990 East Broad St., Bldg. 23, 
Columbus, OH 43213-0240.

SYSTEM MANAGER:
    The system manager is Deputy Director, Defense Manpower Data 
Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-
6771. Email: [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. App. 3, Inspector General Act of 1978; 5 U.S.C. Chapter 
90, Federal 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. 987, Terms of Consumer Credit Extended to Members and 
Dependents; 20 U.S.C. 1070h, Scholarships for Veteran's Dependents; 31 
U.S.C. 3512(c), Executive Agency Accounting and Other Financial 
Management Reports and Plan; 38 U.S.C. Chapter 19, Subchapter III, 
Service members' Group Life Insurance; 42 U.S.C. 18001 note, Patient 
Protection and Affordable Care Act (Pub. L. 111-148); 42 U.S.C. 1973ff, 
Federal Responsibilities; 50 U.S.C. Chapter 23, Internal Security; 50 
U.S.C. Chapter 50, Service members Civil Relief Act; DoD Directive 
1000.04, Federal Voting Assistance Program (FVAP); DoD Directive 
1000.25, DoD Personnel Identity Protection (PIP) Program; DoD 
Instruction 1015.9, Professional United States Scouting Organization 
Operations at United States Military Installations Located Overseas; 
DoD Instruction 1100.13, Surveys of DoD Personnel; DoD Instruction 
1241.03 TRICARE Retired Reserve (TRS) 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 Manual 1341.02, DoD Identity Management DoD 
Self-Service (DS) Logon Program and Credential; 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); 38 CFR 9.20, Traumatic injury 
protection; and E.O. 9397 (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:
    A. To manage the issuance of DoD badges and identification cards, 
i.e., Common Access Cards (CACs) or beneficiary identification cards.
    B. To authenticate and identify DoD affiliated personnel (e.g., 
contractors);
    C. To manage physical and logical access to DoD facilities.
    D. To provide a database for determining eligibility for DoD 
entitlements and privileges;
    E. 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;
    F. To detect and identify current DoD civilian and military 
personnel committing benefit program fraud and abuse;
    G. To ensure benefit eligibility is retained after separation from 
the military;
    H. To maintain the Service members' Group Life Insurance (SGLI) and 
Family SGLI (FSGLI) coverage elections and beneficiaries' information.
    I. To support DoD healthcare management programs, to include 
research and analytical projects, through the Defense Health Agency 
(previously the TRICARE Management Activity);
    J. To support benefit administration for those beneficiaries that 
have granted permission to use their personal email address for 
benefit-related notification purposes;
    K. To register current DoD civilian and military personnel and 
their authorized dependents to obtain medical examinations, treatment 
or other benefits to which they are entitled;
    L. To provide identification of deceased members.
    M. To assess manpower, support personnel and readiness functions, 
to include Continuous Evaluation programs; to perform statistical 
analyses;
    N. To determine Service members' Civil Relief Act (SCRA) duty 
status as it pertains to SCRA legislation;
    O. To determine Military Lending Act (MLA) eligibility pertaining 
to MLA legislation; to prepare studies and policies related to manpower 
and the health and well-being of current and past Armed Forces and DoD-
affiliated personnel;
    P. To assist in the Transition Assistance Program (TAP);
    Q. To assist in recruiting prior service personnel;
    R. To notify military members eligible to vote about voter 
registration and voting procedures;
    S. To provide rosters of DoD affiliated persons at the time of an 
official declared natural or man-made disaster.
    T. To provide appropriate contact information of DoD personnel and 
beneficiaries for the purpose of conducting DoD authorized surveys. 
Authorized surveys are used as a management tool for conducting 
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.
    U. Defense Manpower Data Center (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.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    A. Members, former members, retirees, civilian employees (includes 
non-appropriated fund) and contractor employees of the DoD and all of 
the Uniformed Services;
    B. Presidential appointees of all Federal Government agencies;
    C. Medal of Honor recipients;
    D. U.S. Military Academy students;
    E. DoD and Department of Veterans Affairs (DVA) beneficiaries 
(e.g., dependent family members, legal guardians and other protectors, 
prior military members eligible for DVA benefits, beneficiaries of 
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, Intergovernmental Personnel Act 
Employees, Boy and Girl Scout Professionals, non-DoD contract 
employees);

[[Page 32386]]

    F. Members of the public treated for a medical emergency in a DoD 
or joint DoD/DVA medical facility;
    G. Non-CAC holders requiring access to DoD IT applications (e.g., 
DVA employees, Department of Homeland Security (DHS) employees, state 
National Guard Employees, Office of Personnel Management (OPM) 
employees and Affiliated Volunteers);
    H. Individuals identified as the result of an administrative 
function in information assurance/cybersecurity reports and supportive 
materials.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individual's name; Service or Social Security Number (SSN); DoD 
identification (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; 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; start and end dates of benefits 
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.
    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 Federal Employees Health Benefits (FEHB) program 
eligibility indicators; blood test results; Deoxyribonucleic Acid 
(DNA); dental care eligibility codes and dental x-rays.
    Patient registration data for shared DoD/DVA beneficiary 
populations, including DVA Integration Control Number (ICN), DVA 
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.
    Catastrophic Cap and Deductible 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; DVA 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/
FSGLI; Privacy Act audit logs; and account audit information (i.e., IP 
address) to support cybersecurity policy, unauthorized access and other 
similar investigations.
    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 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).

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: Individuals and the personnel, pay, and benefit systems 
of the military and civilian departments, and agencies of the Uniformed 
Services, DVA, and other Federal 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. 
552a(b) of the Privacy Act of 1974, as amended, all or a portion of the 
records or information contained herein may specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    A. 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 CAC or other valid 
identification as proof of identity to gain physical or logical access 
to government and contractor facilities, locations, networks, systems, 
or programs.
    B. 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.
    C. To the Social Security Administration for the purpose of 
verifying an individual's identity.
    D. To the DVA:
    1. 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 wellbeing 
of veterans and their family members.
    2. 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 service members, 
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 Service 
members' Group Life Insurance (TSGLI) (Traumatic Injury Protection 
Rider to Service members' Group Life Insurance (TSGLI), 38 CFR 9.20).
    3. To register eligible veterans and their dependents for DVA 
programs.
    4. 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.
    5. 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).
    6. 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

[[Page 32387]]

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 Reserve Educational Assistance Program (REAP) 
educational benefit (Title 10 U.S.C. Chapter 1607), and the National 
Call to Service enlistment educational benefit (10 U.S.C. 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 when administering the programs.
    E. To consumer reporting agencies:
    1. To obtain identity confirmation and current addresses of 
separated uniformed services personnel to notify them of potential 
benefits eligibility.
    2. To the national consumer reporting agencies for the purpose of 
ensuring eligible Service members receive MLA protections in accordance 
with 32 CFR part 232.
    F. To financial institutions, collection agencies and others 
engaged in financial and legal transactions with eligible service 
members for the purpose of communicating with those members and/or 
determining eligibility for student loan forgiveness, ensuring those 
service members receive SCRA protections in accordance with 50 U.S.C. 
Chapter 50 and other similar benefits.
    G. To Federal Agencies, to include OPM, United States Postal 
Service, Department of Health and Human Services (HHS), Department of 
Education, and DVA to conduct computer matching programs regulated by 
the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose 
of:
    1. 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 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 (10 U.S.C. 1076d) or TRR 
(10 U.S.C. 1076e).
    2. 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.
    3. Providing data 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, Iraq and 
Afghanistan Only, for possible benefits.
    4. 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).
    5. Providing data to the Centers for Medicaid and Medicare Services 
(CMS), HHS, for the purpose of identifying DoD eligible beneficiaries 
both over and under the age of 65 who are Medicare eligible. Current 
law requires the Defense Health Agency to discontinue military health 
care benefits to Military Health Services beneficiaries who are 
Medicare eligible unless they are enrolled in Medicare Part B.
    H. To the CMS, HHS, 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, the Basic Health 
Program and the American Health Benefit Exchange.
    I. To Federal agencies for the purpose of notifying service members 
and dependent individuals of payments or other benefits for which they 
are eligible under actions of the Federal agencies.
    J. To State agencies for the purpose of supporting State Veteran 
Affairs activities.
    K. To state workforce agencies, or to the Department of Labor and/
or its contractors or grantees, as the case may be, for the 
determination of the entitlement of an individual to unemployment 
compensation.
    L. 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.
    M. 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.
    N. 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)).
    O. To the HHS:
    1. 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)).
    2. 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).
    3. 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

[[Page 32388]]

commence wage withholding or other enforcement actions against the 
obligors.
    4. For purposes of providing information to the 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. To the 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 (Pub. L. 111-148) and Sections 6055 and 
6056 of the IRS Code.
    Q. 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 ICN, a shared 
population of DoD and DVA beneficiaries who are users of the clinic.
    R. To the American Red Cross for purposes of providing emergency 
notification and assistance to members of the Armed Forces, retirees, 
family members or survivors.
    S. To the Office of Disability and Insurance Security Programs, for 
the purpose of expediting disability processing of wounded military 
service members and veterans.
    T. To Federally Funded Research Centers and grantees for the 
purpose of performing research on manpower problems for statistical 
analyses.
    U. 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.
    V. To the Bureau of the Census for the purposes of planning or 
carrying out a census survey or related activities pursuant to the 
provisions of section 6 of title 13 U.S.C.
    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 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:
    1. Determines the use or disclosure does not violate legal or 
policy limitations under which the record was provided, collected, or 
obtained;
    2. Determines 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;
    3. Requires 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;
    4. Secures a written statement attesting to the recipients' 
understanding of, and willingness to abide by these provisions.
    Y. To the DHS for the conduct of studies related to the health and 
well-being of Coast Guard members and to authenticate and identify 
Coast Guard personnel.
    Z. To Federal and State agencies for purposes of obtaining 
socioeconomic information on uniformed service personnel so analytical 
studies can be conducted with a view to assess the present needs and 
future requirements of such personnel.
    AA. To the Bureau of Citizenship and Immigration Services, DHS, 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).
    BB. To Coast Guard recruiters in the performance of their assigned 
duties.
    CC. To the Office of Personnel Management (OPM) for the purpose of 
addressing civilian 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.
    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 (NARA) 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 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.
    KK. 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

[[Page 32389]]

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.
    LL. To the Government Publishing Office (GPO) for the purpose of 
supporting the Department's capability for DoD Identification (ID) 
Cardholders to request renewal of their ID card online. Necessary 
identifiable information for approved requests will be transmitted to 
GPO, which will then produce and mail new ID cards to the applicable 
cardholder.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored on electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by using a search algorithm utilizing with 
the primary identity traits: Personal identifier (e.g., SSN, service 
number, foreign identification number, etc.), name, date of birth and 
gender; mailing address, telephone number, mother's maiden name and 
place of birth when available. Individual information can be retrieved 
via the DoD ID Number or DoD Benefits Number; data retrievals may be 
done by biometrics (i.e., fingerprints, photograph); data retrievals 
for generating address lists for direct mail distribution may be 
accomplished using selection criteria based on geographic and 
demographic keys; data retrievals may also be done utilizing audit 
information.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    A. Hardcopy version of DD Form 1172-2: Destroy once written to 
optical disk.
    B. Optical disks: Destroy primary and backup copies after 5 years.
    C. The DEERS database is Permanent: Cut off (take a snapshot) at 
end of Fiscal Year and transfer to NARA in accordance with 36 CFR 
1228.270 and 36 CFR 1234 Output 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.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    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). Access 
to personal information is restricted to those requiring 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 
Public Key Infrastructure or login/password authorization. All 
individuals granted access to this system of records require 
Information Assurance and Privacy Act training.

RECORD ACCESS PROCEDURES:
    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. Signed written requests should contain the name and number of 
this system of records notice along with the full name, identifier 
(i.e., DoD ID number, DoD Benefits Number, or SSN), date of birth, 
current address, and telephone number of the individual. In addition, 
the requester must provide either a notarized statement or a 
declaration made in accordance with 28 U.S.C. 1746, using 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 rules for accessing records, contesting contents, and 
appealing initial Component determinations are contained 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 should address written inquiries 
to the Deputy Director, Defense Manpower Data Center, DoD Center 
Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Signed written 
requests should contain the full name, identifier (i.e., DoD ID number, 
DoD Benefits Number, or SSN), date of birth, and current address and 
telephone number of the individual. In addition, the requester must 
provide either a notarized statement or a declaration made in 
accordance with 28 U.S.C. 1746, using 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:
    July 27, 2016, 81 FR 49210; October 16, 2019, 84 FR 55293; 
corrected December 2, 2019, 84 FR 65975.

[FR Doc. 2022-11610 Filed 5-27-22; 8:45 am]
BILLING CODE 5001-06-P