Privacy Act of 1974; System of Records, 22503-22505 [2015-09314]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 80, Number 77 (Wednesday, April 22, 2015)]
[Notices]
[Pages 22503-22505]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-09314]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2015-OS-0035]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a new System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a new 
system of records, DWHS P51, entitled ``WHS DefenseReady'' to its 
inventory of record systems subject to the Privacy Act of 1974, as 
amended.
    The system will provide human resource information and system 
support for the OSD/WHS civilian and military workforce; and track the 
status of personnel actions, benefit queries, in-processing, out-
processing, and military billets. This system will also manage civilian 
honorary and military award records along with tracking for the purpose 
of validation and analysis throughout the lifecycle. Records may also 
be used as a management tool for statistical analysis, reporting, 
evaluating program effectiveness, and conducting research.

DATES: Comments will be accepted on or before May 22, 2015. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Department of Defense, Office of the Deputy Chief 
Management Officer, Directorate of Oversight and Compliance, Regulatory 
and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-
9010.
    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. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT 
or at https://dpcld.defense.gov/. The proposed system report, as 
required by 5 U.S.C. 552a(r) of the Privacy Act of 1974, as amended, 
was submitted on April 9, 2015, to the House Committee on Oversight and 
Government Reform, the Senate Committee on Governmental Affairs, and 
the Office of Management and Budget (OMB) pursuant to paragraph 4c of 
Appendix I to OMB Circular No. A-130, ``Federal Agency Responsibilities 
for Maintaining Records About Individuals,'' dated February 8, 1996 
(February 20, 1996, 61 FR 6427).

    Dated: April 17, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P51

System name:
    WHS DefenseReady

System location:
    Washington Headquarters Services (WHS), Enterprise Information 
Technology Services Directorate, 1155 Defense Pentagon, Washington, DC 
20301-1132.

[[Page 22504]]

Categories of individuals covered by the system:
    DoD Military personnel, civilian employees, and applicants of the 
Office of the Secretary of Defense (OSD) serviced by WHS Human 
Resources Directorate.

Categories of records in the system:
    Full name, home address, mailing address, hire date, disability, 
citizenship, main and alternate phone number, personal and work email 
address, component, and organizational unit.

Military:
    Date of orders, Social Security Number (SSN), rank, date of rank, 
service skill, projected rotation date, date arrived to current duty 
station, unit, company, Service branch, projected arrival, projected 
departure, target departure date, effective date of separation, 
decorations and medals.

Civilians:
    The DoD ID number, Senior Executive Service onboarding package to 
Director of Administration (DA) date, DA approval date, request to 
Office of Personnel Management (OPM) date, pay plan, grade, step, job 
title, benefits actions, award data, outgoing and incoming notification 
date, target departure date, letter of resignation date, effective date 
of separation, outgoing and incoming Request for Personnel Action 
number, position description number, drug test requested date, and drug 
test completed date.

Political appointees (Senate confirmed):
    Political appointment type, SSN, Senate confirmed, intent to 
nominate date, nomination date, hearing scheduled date, senate 
confirmation date, Presidential Commission signed date, appointment 
date, target arrival date, arrival date, incoming RPA number, request 
received in Executive and Political Personnel (EPP) date, request to 
White House Liaison Office (WHLO) date, and WHLO approved date.

Applicants:
    Projected arrival, applicant number, applicant source, applicant 
status, rejection reason, and Request for Personnel Action to fill the 
position.

Authority for maintenance of the system:
    10 U.S.C. Chapter 113, Secretary of Defense; 10 U.S.C. 1125, 
Recognition for Accomplishment: Award of trophies; DoD Directive 
5110.04, Washington Headquarters Services (WHS); DoD 1348.33-M, Manual 
of Military Decorations and Award; Administrative Instruction (AI) 29, 
Incentive and Honorary Awards Programs; AI 56, Management of 
Information Technology (IT) Enterprise Resources and Services for OSD, 
Washington Headquarters Services (WHS), and Pentagon Force Protection 
Agency (PFPA); and E.O. 9397 (SSN), as amended.

Purpose:
    To provide human resource information and system support for the 
OSD/WHS civilian and military workforce; and to track the status of 
personnel actions, benefit queries, in-processing, out-processing, and 
military billets. This system will also manage civilian honorary and 
military award records along with tracking for the purpose of 
validation and analysis throughout the lifecycle. Records may also be 
used as a management tool for statistical analysis, reporting, 
evaluating program effectiveness, and conducting research.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, as amended, the records contained 
herein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:

Law Enforcement Routine Use:
    If a system of records maintained by a DoD Component to carry out 
its functions indicates a violation or potential violation of law, 
whether civil, criminal, or regulatory in nature, and whether arising 
by general statute or by regulation, rule, or order issued pursuant 
thereto, the relevant records in the system of records may be referred, 
as a routine use, to the agency concerned, whether federal, state, 
local, or foreign, charged with the responsibility of investigating or 
prosecuting such violation or charged with enforcing or implementing 
the statute, rule, regulation, or order issued pursuant thereto.

Disclosure When Requesting Information Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed as a routine use to a federal, state, or local agency 
maintaining civil, criminal, or other relevant enforcement information 
or other pertinent information, such as current licenses, if necessary 
to obtain information relevant 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.

Disclosure of Requested Information Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed to a federal agency, in response to its request, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the reporting of an investigation of an employee, 
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.

Congressional Inquiries Disclosure Routine Use:
    Disclosure from a system of records maintained by a DoD Component 
may be made to a congressional office from the record of an individual 
in response to an inquiry from the congressional office made at the 
request of that individual.

Disclosure to the Office of Personnel Management Routine Use:
    A record from a system of records subject to the Privacy Act and 
maintained by a DoD Component may be disclosed to the Office of 
Personnel Management (OPM) concerning information on 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.

Disclosure to the Department of Justice for Litigation Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed as a routine use to any component of the Department of 
Justice for the purpose of representing the Department of Defense, or 
any officer, employee or member of the Department in pending or 
potential litigation to which the record is pertinent.

Disclosure of Information to the National Archives and Records 
Administration Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed as a routine use to the National Archives and Records 
Administration for the purpose of records management inspections 
conducted under authority of 44 U.S.C. 2904 and 2906.

[[Page 22505]]

Disclosure to the Merit Systems Protection Board Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed as a routine use to the Merit Systems Protection Board, 
including the Office of the Special Counsel for the purpose of 
litigation, including administrative proceedings, appeals, special 
studies of the civil service and other merit systems, review of OPM or 
component rules and regulations, investigation of alleged or possible 
prohibited personnel practices; including administrative proceedings 
involving any individual subject of a DoD investigation, and such other 
functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be 
authorized by law.

Data Breach Remediation Purposes Routine Use:
    A record from a system of records maintained by a Component may be 
disclosed to appropriate agencies, entities, and persons when (1) The 
Component suspects or has confirmed that the security or 
confidentiality of the information in the system of records has been 
compromised; (2) the Component has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Component or another agency or entity) that rely upon 
the compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Components efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices may apply to this system. The complete list of DoD 
Blanket Routine Uses can be found online at: https://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

Policies and practices for storing, retrieving, accessing, 
safeguarding, retaining, and disposing of records in the system:
Storage:
    Electronic storage media.

Retrievability:
    Retrieved by full name and SSN or DoD ID number.

Safeguards:
    Records are maintained in a controlled area accessible only to 
authorized personnel. Entry is restricted to personnel with a valid 
requirement and authorization to enter. Physical access is restricted 
by the use of locks, guards, and administrative procedures. Access to 
personally identifiable information is encrypted, role based and 
restricted to those who require the records in the performance of their 
official duties. Access is further restricted by the use of role-based 
access and Common Access Cards (CAC). All individuals granted access to 
this system must receive annual Information Assurance and Privacy Act 
training. Periodic security audits, regular monitoring of user's 
security practices and methods are applied to ensure only authorized 
personnel have access to records.

Retention and disposal:
    TEMPORARY: Records are maintained for 5 years, then destroyed.

System manager(s) and address:
    Program Manager, WHS DefenseReady, Washington Headquarters 
Services, Human Resources Directorate, 4800 Mark Center Drive, 
Alexandria, VA 22350-3200.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to WHS DefenseReady Program Manager, Transparency and Tools Division, 
Washington Headquarters Services, Human Resources Directorate, 4800 
Mark Center Drive, Alexandria, VA 22350-3200.
    Signed, written requests should include individual's full name, 
office name where they were assigned or affiliated.

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, the SSN or 
DoD ID number, and the name and number of this system of records 
notice.

Contesting record procedures:
    The Office of the Secretary of Defense (OSD) rules for accessing 
records, for contesting contents, and appealing initial agency 
determinations are published in OSD Administrative Instruction 81; 32 
CFR part 311; or may be obtained from the system manager.

Record source categories:
    From the individual, Defense Enrollment Eligibility Reporting 
Systems (DEERS), Defense Civilian Personnel Data System (DCPDS), 
Identity Synchronization Service (IdSS), Military Personnel System 
(MILPERS), and Fourth Estate Manpower Tracking System (FMTS).

Exemptions claimed for the system:
    None.

[FR Doc. 2015-09314 Filed 4-21-15; 8:45 am]
BILLING CODE 5001-06-P