Privacy Act of 1974; System of Records, 14141-14142 [2010-6456]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 75, Number 56 (Wednesday, March 24, 2010)]
[Notices]
[Pages 14141-14142]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-6456]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2010-OS-0030]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DOD.

ACTION: Notice to add a system of records.

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SUMMARY: The Office of the Secretary of Defense is proposing to add a 
system of records notice to its inventory of record systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on April 
23, 2010 unless comments are received that would 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: Federal Docket Management System Office, 1160 Defense 
Pentagon, Washington, DC 20301-1160.
    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 at (703) 588-6830.

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 Chief, OSD/JS Privacy Office, Freedom of 
Information Directorate, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington DC 20301-1155.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on March 12, 2010, to 
the House Committee on 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: March 18, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DPR 39 DoD

SYSTEM NAME:
    DoD Personnel Accountability and Assessment System.

SYSTEM LOCATION:
    Decentralized locations include the DoD Components staff and field 
operating agencies, major commands, installations, and activities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD-affiliated personnel to include: military Service members 
(active duty, Guard/Reserve and the Coast Guard personnel when 
operating as a Military Service with the Navy), civilian employees 
(including non-appropriated fund employees), family members of the 
above and contractors working at DoD facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Subject individual's full name, Social Security Number (SSN), DoD 
affiliation, date of birth, duty station address and telephone numbers, 
home and email addresses, and telephone numbers (to include cell 
number). Emergency Data information may include spouse's name and 
address; children's names, dates of birth, address and telephone 
number; parents names, addresses and telephone numbers; or emergency 
contact's name and address.
    The Military Departments may request information to assess the 
needs of affiliated personnel. Such information may include a needs 
assessment survey to help determine any specific emergent needs; the 
date of the assessment; the type of event and category classification; 
and a Federal Emergency Management Agency (FEMA) number, if issued.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, 
Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD 
Instruction 3001.02, Personnel Accountability in Conjunction with 
Natural or Manmade Disasters; Air Force Instruction 10-218, Personnel 
Accountability in conjunction with Natural Disasters or National 
Emergencies; Army Regulation 500-3, U.S. Army Continuity of Operations 
Program Policy and Planning; and E.O. 9397 (SSN), as amended.

PURPOSE(S):
    To accomplish personnel accountability for DoD affiliated personnel 
in a natural or man-made disaster or when directed by the Secretary of 
Defense. This system will document the individual's check-in data.
    The Military Departments may also collect information about Service 
members and their dependents for needs assessment as a result of the 
natural or man-made disaster.
    The DoD Components may also use accountability data for 
accountability and assessment reporting exercises.

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, these records may specifically be 
disclosed outside DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) 
as follows:
    To Federal, State, or local governments during actual emergencies, 
exercises or continuity of operations tests for the purpose of 
responding to emergency situations or to allow emergency service 
personnel to locate the individual(s).
    To Federal Emergency Management Agency to facilitate recovery 
efforts when natural or manmade disasters occur.
    The DoD ``Blanket Routine Uses'' also apply to this system of 
records.

[[Page 14142]]

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records in file folders and on electronic storage media.

RETRIEVABILITY:
    Individual's name, Social Security Number (SSN), or date of birth.

SAFEGUARDS:
    DoD Components will ensure that paper and electronic records 
collected and used are maintained in controlled areas accessible only 
to authorized personnel. Physical security differs from site to site, 
but the automated records must be maintained in controlled areas 
accessible only by authorized personnel. Access to computerized data is 
restricted by use of common access cards (CACs) and passwords. These 
are ``For Official Use Only'' records and are maintained in controlled 
facilities that employ physical restrictions and safeguards such as 
security guards, identification badges, key cards, and locks.

RETENTION AND DISPOSAL:
    Disposition pending. Until the National Archives and Records 
Administration has approved the retention and disposal of these 
records, treat them as permanent.

SYSTEM MANAGER AND ADDRESS:
    Senior Program Manager for Casualty and Mortuary Affairs, Office of 
the Under Secretary of Defense (Personnel & Readiness), Deputy Under 
Secretary of Defense for Military Community and Family Policy, 4000 
Defense Pentagon, Washington, DC 20301-4000.
    The Privacy Act responsibilities concerning access, amendment, and 
disclosure of the records within this system notice have been delegated 
to the employing DoD components.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to their employing DoD Component.
    The request should include the individual's full name, Social 
Security Number (SSN), home address, and be signed.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to their 
employing DoD Component.
    The request should include the individual's full name, Social 
Security Number (SSN), home address, and be signed.

CONTESTING RECORD PROCEDURES:
    Each DoD Component has its own rules for accessing records and for 
contesting contents and appealing initial agency determinations and can 
be found in component Privacy Instructions and Regulations; the 
appropriate part of 32 CFR.

RECORD SOURCE CATEGORIES:
    Individual and Defense Manpower Data Center (DEERS database).

EXEMPTIONS:
    None.

[FR Doc. 2010-6456 Filed 3-23-10; 8:45 am]
BILLING CODE 5001-06-P