[Federal Register Volume 87, Number 244 (Wednesday, December 21, 2022)]
[Notices]
[Pages 78093-78096]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-27671]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD-2022-OS-0140]
Privacy Act of 1974; System of Records
AGENCY: Under Secretary of Defense for Personnel & Readiness
(USD(P&R)), 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 originally titled,
``Military OneSource Case Management System (CMS),'' DPR 45, which is
being renamed as ``Military OneSource Business Operations Information
System''. This system of records was originally established by the
USD(P&R) to collect and maintain records in the Military OneSource Case
Management of individuals' eligibility for support as well as
processing training registration, enrollment, requests, and self-
motivated education/training for its Learning Management System. The
Military OneSource is a call center and website providing comprehensive
information on available benefits and services to Active Duty Military,
Reserve and National Guard, eligible separated members and their family
members. These benefits and services include financial counseling,
educational assistance and benefits, relocation planning and
preparation, quality of life programs, and family and community
programs. In addition to formatting administrative changes, this
modification changes the categories of individuals, categories of
records, the system location, system manager, authorities, record
source categories, policy and practices for storage, record access,
contesting and notification procedures, as well as the routine uses
within the SORN.
DATES: This system of records modification is effective upon
publication; however, comments on the Routine Uses will be accepted on
or before January 20, 2023. 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: Ms. Rahwa Keleta, Defense Privacy and
Civil Liberties Division, Directorate for Privacy, Civil Liberties and
Freedom of Information, Office of the Assistant to the Secretary of
Defense for Privacy, Civil Liberties, and Transparency, Department of
Defense, 4800 Mark Center Drive, Mailbox #24, Suite 08D09, Alexandria,
VA 22350-1700; [email protected]; (703) 571-0070.
SUPPLEMENTARY INFORMATION:
I. Background
The Military OneSource system of records provides service members
and their families with access to a wide variety of resources and
confidential support in order to weather the demands of military life.
In an increasingly technological and mobile world, the Military
OneSource offers support 24 hours a day, telephonically as well as
online. Subject to public comment, the DoD is updating this SORN to add
the standard DoD routine uses (routine uses A through J). Additionally,
the following sections of this SORN are being modified as follows:
system and number to support the integration of the Military OneSource
Case Management System (CMS) into the larger Military OneSource
Business Operations Information System technological environment;
system location in order to expand the operating environments in
support of the Military OneSource Business Operations Information
System; system manger to support the dual-designation Military
OneSource system manager responsibilities in support of the Military
OneSource Business Operations Information System; authorities to
include the addition of public law citations and National Defense
Authorization Act (NDAA) authorities; the purpose to improve clarity;
categories of individuals in order to incorporate those who have been
determined, by DoD policy, to be eligible for the web-based services
and capabilities; categories of records in order to improve clarity;
record sources section incorporates formatting edits; policies and
practices for storage to account for the use of Government-validated
Cloud Computing environments; safeguards in order to describe
additional measures that are employed in support of the Military One
Source Business Operations Information System; record access procedures
in order to improve clarity; contesting procedures to ensure the
correct citation is listed for accessing records, contesting content,
and appealing initial agency determinations; notification procedures in
order to add clarity.
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
[[Page 78094]]
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, the DoD has provided a report of this
system of records to the OMB and to Congress.
Dated: December 15, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Military OneSource Business Operations Information System, DPR 45.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Defense Information Systems Agency (DISA), 6910 Cooper Avenue, Fort
Meade, MD 20755-7085, Amazon Web Services (AWS) GovCloud Region, and
MC&FP IT and Cyber Operations, 4800 Mark Center Drive, Alexandria, VA
22350-2300.
SYSTEM MANAGER(S):
(1) Under Secretary of Defense for Personnel and Readiness (USD/
P&R), Office of the Deputy Assistant Secretary of Defense (DASD) for
Military Community and Family Policy (MC&FP), Director, Military
Community Support Programs (MCSP), 4800 Mark Center Drive, Suite 14E08,
Alexandria, VA 22350-2300.
(2) Under Secretary of Defense for Personnel and Readiness (USD/
P&R), Office of the Deputy Assistant Secretary of Defense (DASD) for
Military Community and Family Policy (MC&FP), Director, Military
Community Outreach (MCO) Directorate, 4800 Mark Center Drive,
Alexandria, VA 22350-2300, email: [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 136, Under Secretary of Defense for Personnel and
Readiness; 10 U.S.C. 1788, Additional Family Assistance; 10 U.S.C.
Chapter 88, Military Family Programs and Military Child Care,
Subchapter I, Military Family Programs; 10 U.S.C. 53, Miscellaneous
Rights and Benefits; Directive-type Memorandum (DTM)-17-004, DoD
Expeditionary Civilian Workforce; DoD Directive 1322.18, Military
Training; DoD Instruction (DoDI) 1342.22, Military Family Readiness;
DoDI 6490.06, Counseling Services for DoD Military, Guard and Reserve,
Certain Affiliated Personnel, and Their Family Members; and DoDI
1322.26, Distributed Learning (DL).
PURPOSE(S) OF THE SYSTEM:
The Military OneSource Business Operations Information System
drives the technological capabilities that deliver the full ecosystem
of Military OneSource web-based services that supports Service members
and families throughout their military life, which includes one-year
post military transition and survivors. The Military OneSource Business
Operations Information System, Military OneSource digital enclave, and
Military OneSource Content Management System (CMS) allow for
documenting an individual's eligibility for these services;
identification of the caller's inquiry or issue to provide a warm hand-
off, referral and/or requested information; and the development of a
final solution and referral information. The system also allows access
to tools and resources such as live chat, appointment scheduling,
community resource finder, MilTax software, financial calculators,
Morale, Welfare, and Recreation (MWR) Digital Library; personalized
moving checklists; training registration, enrollment requests, and
self-motivated education/training for its Learning Management System
(LMS). Records may be used as a management tool for statistical
analysis, tracking, reporting, and evaluating program effectiveness and
conducting research.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Active Duty Service members; Reserve and National Guard members;
members of the Coast Guard activated as part of the Department of the
Navy under Title 10 authority; medically discharged Service members
participating in one of the Services Wounded Warrior or Seriously Ill
and Injured Programs; those with honorable, other than honorable and
general (under honorable conditions) discharges; Retired service
members until 365 days past end of tour of service, retirement date or
discharge date, including service members on the Temporary Disability
Retirement List. Discharged service members (if discharged honorably)
until 365 days past end of tour of service, retirement date or
discharge date. Coast Guard veterans (if discharged honorably) and
their immediate family are eligible from their separation date until
365 days past end of tour of service; Reserve Officer Training Course
and Service Academy Cadets; DoD Civilians Expeditionary Workforce
Personnel; survivors (surviving spouses who have not remarried and
children) of active duty, National Guard and Reserve Service members
(regardless of activation status or cause of Service member's death);
immediate family members of the groups described above; individuals
with a legal responsibility to care for service member's children
acting for the benefit of the children; survivors of deceased Service
members contacting Military OneSource seeking information, referrals,
or non-medical counseling; service providers accessing the LMS.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individual's full name, DoD ID number, date of birth, gender,
gender identification, marital status, relationship to Service member,
rank/grade, unit, branch of military Service, official duty address,
military status and records (role of individual [e.g., Service Member,
Survivor, Family Member, Service Provider] and military installation
assigned to), current address and mailing address, emergency contact;
participant education information, legal status, mother's middle/maiden
name, telephone numbers (work/home/cell/DSN) and participant
authorization or refusal to allow incoming/outgoing text messages
between participant and Military OneSource, email addresses,
participant ID and case number (automatically generated internal
numbers not provided to the participant), presenting issue/information
requested, handoff type to contractor, handoff notes, if interpretation
is requested and the language requested, referrals, and feedback from
quality assurance follow-up with participants.
Online Learning Platform: User account name, course history
(attempted dates/times, grades), member type, agency, installation,
unit, and service provider affiliation.
Non-medical counseling information: Non-medical counseling
information includes a brief, non-clinical intake to ascertain the
scope of support the participant needs (e.g., to effectively
communicate with others).
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from:
A. Individual,
B. Military OneSource program officials,
C. Transition Assistance Program (TAP) Data Retrieval Web Service
(TDRWS), and
D. Authorized contractors providing advice and support to the
individual.
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.
[[Page 78095]]
552a(b) of the Privacy Act of 1974, as amended, these records may
specifically be disclosed outside the DoD as a routine use pursuant to
5 U.S.C. 552a(b)(3) as follows:
A. 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.
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 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.
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 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 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.
I. To another Federal, State or local agency for the purpose of
comparing to the agency's system of records or to non-Federal records,
in coordination with an Office of Inspector General in conducting an
audit, investigation, inspection, evaluation, or some other review as
authorized by the Inspector General Act of 1978, as amended.
J. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
K. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity when necessary pursuant to a showing of compelling
circumstances affecting the health or safety of an individual.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in electronic storage media. The records may
be stored on magnetic disc, tape, or digital media; in agency-owned
cloud environments; or in vendor Cloud Service Offerings certified
under the Federal Risk and Authorization Management Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by the participant's or Service members
name, date of birth, participant ID, case ID, DoD ID number, phone
number, email address, or an LMS account username.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Master database files: Cut off after 3 years of continuous
inactivity or notification of discharge, retirement or separation of
the Service member. Destroy 10 years after cut off.
Non-medical counseling records: Cut off after 3 years of continuous
inactivity or notification of discharge, retirement or separation of
the Service member. Destroy 15 years after cut off.
Training records: Cut off annually upon completion of training.
Destroy 5 years after cut off.
Call center recordings: Cut off after referral to non-medical
counseling, employee assistance program support, information and
referral. Destroy 90 days after cut off.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The DoD safeguards records in this system of records according to
applicable rules, policies, and procedures, including all applicable
DoD automated systems security and access policies. DoD policies
require the use of controls to minimize the risk of compromise of
personally identifiable information (PII) in paper and electronic form
and to enforce access by those with a need to know and with appropriate
clearances. Additionally, the DoD established security audit and
accountability policies and procedures which support the safeguarding
of PII and detection of potential PII incidents. The DoD routinely
employs safeguards such as the following to information systems and
paper recordkeeping systems: records are maintained in a secure
building in a controlled area accessible only to authorized personnel.
Physical entry is restricted by the use of locks, passwords, and
administrative procedures, which are changed periodically. The system
is designed with access controls, comprehensive intrusion detection,
and virus protection. Access to personally identifiable information in
this system is role-based and restricted to those requiring the data in
the performance of their official duties and completing annual
information assurance and privacy training. Records are encrypted
during transmission to protect session information, and while not in
use (data at rest).
RECORDS ACCESS PROCEDURES:
Individuals seeking access to information about themselves or their
minor legal dependent(s) in this record system should address inquiries
in writing to the Office of the Secretary of Defense/Joint Staff
Freedom of Information Act Requester Service Center, 1155 Defense
Pentagon, Washington, DC 20701-1155. Signed, written requests should
include the individual's full name (First, Middle, Last), all other
names used, current address, telephone number, email address, date of
birth (YYYYMMDD), and the name and number of this system of records
notice (SORN). 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 appropriate 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
[[Page 78096]]
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 of records should follow the
instructions for Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
January 24, 2017, 82 FR 8182; February 11, 2015, 80 FR 7579;
October 15, 2014, 79 FR 61854.
[FR Doc. 2022-27671 Filed 12-20-22; 8:45 am]
BILLING CODE 5001-06-P