Privacy Act of 1974; System of Records, 3393-3395 [2016-01037]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 81, Number 13 (Thursday, January 21, 2016)]
[Notices]
[Pages 3393-3395]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-01037]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2016-OS-0002]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a new System of Records.

-----------------------------------------------------------------------

[[Page 3394]]

SUMMARY: The Office of the Secretary of Defense proposes to add a new 
system of records, DMDC 22, entitled ``Defense Competency Assessment 
Tool,'' to conduct web-based competency assessments in order to 
identify current and future competency gaps and requirements of the DoD 
civilian workforce based on near and long-term organizational goals, as 
well as to support analytical reporting to Congress.

DATES: Comments will be accepted on or before February 22, 2016. 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 January 7, 2016, 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: January 14, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DMDC 22

System name:
    Defense Competency Assessment Tool

System location:
    Defense Civilian Personnel Advisory Service (DCPAS), Enterprise 
Human Resources Information Systems (EHRIS), 4800 Mark Center Drive, 
Alexandria, VA 22350-1100.

Categories of individuals covered by the system:
    Current DoD civilian employees who have voluntarily completed a 
competency assessment using the Defense Competency Assessment Tool.

Categories of records in the system:
    DoD ID number (EDIPI), region ID, position ID, email address, last 
name, first name, middle name, agency code, agency group, occupational 
series, organization, work city, work state, work country, educational 
level, current pay plan, pay grade, pay status, supervisor status and 
responses to employee's and supervisor's assessment.

Authority for maintenance of the system:
    10 U.S.C. 115b, Biennial strategic workforce plan; and DoD 
Instruction 1400.25, Volume 250, DoD Civilian Personnel Management 
System: Volume 250, Civilian Strategic Human Capital Planning (SHCP).

Purpose(s):
    To conduct web-based competency assessments in order to identify 
current and future competency gaps and requirements of the DoD civilian 
workforce based on near and long-term organizational goals; to support 
analytical reporting to Congress.

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 in accordance 
with 5 U.S.C. 552a(b), 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 san 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

[[Page 3395]]

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.
    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.

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, retaining, 
and disposing of records in the system:
Storage:
    Electronic storage media.

Retrievability:
    Name and/or DoD ID Number.

Safeguards:
    Records are accessed and/or maintained in areas accessible only to 
authorized personnel. Physical controls include security guards, 
identification badges, key cards, cipher locks, closed circuit TV, door 
locks and access codes, and monitoring and escort requirements for all 
visitors. Technical controls include user identification, intrusion 
detection system, encryption, external certificate authority 
certificate, firewall, virtual privacy network, Common Access Cards, 
and Public Key Infrastructure certificates. Administrative controls 
include periodic security audits, regular monitoring of users' security 
practices, methods to ensure only authorized personnel have access to 
personal information, and encryption of backups containing sensitive 
data.

Retention and disposal:
    Disposition pending (until the National Archives and Records 
Administration have approved the retention and disposition of these 
records) treat records as permanent.

System manager(s) and address:
    Technical Director, Development, Requirements, and Resources, DCPAS 
EHRIS, 4800 Mark Center Drive, Alexandria, VA 22350-1100.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Technical Director, Development, Requirements, 
and Resources, DCPAS EHRIS, 4800 Mark Center Drive, Alexandria, VA 
22350-1100.
    Signed, written requests should contain the individual's name and/
or DoD ID number, organization, and contact information.

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, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Signed, written requests should contain the name and number of this 
system of records notice, and the individual's name and/or DoD ID 
number, organization, and contact information.

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

Record source categories:
    Individual; Defense Civilian Personnel Data System.

Exemptions claimed for the system:
    None.

[FR Doc. 2016-01037 Filed 1-20-16; 8:45 am]
 BILLING CODE 5001-06-P