Privacy Act of 1974; System of Records, 43666-43673 [2011-18397]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 76, Number 140 (Thursday, July 21, 2011)]
[Notices]
[Pages 43666-43673]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-18397]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0080]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to Alter a System of Records.

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

DATES: This proposed action would be effective without further notice 
on August 22, 2011 unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) and title, by any of the following 
methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions for submitting comments.

[[Page 43667]]

    * 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 or Regulatory Information Number (RIN) 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 Services, 1155 Defense Pentagon, Washington, DC 20301-
1155, or by phone 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 address in FOR FURTHER INFORMATION CONTACT.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on July 15, 2011, 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: July 18, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DMDC 02 DoD

System name:
    Defense Enrollment Eligibility Recording System (DEERS) (August 7, 
2009, 74 FR 39657).

Changes:
* * * * *

Categories of records in the system:
    Delete entry and replace with ``Beneficiary's name; Service or 
Social Security Number (SSN); DoD ID number, enrollment number; 
relationship of beneficiary to sponsor; residence address of 
beneficiary or sponsor; date of birth of beneficiary; gender of 
beneficiary; branch of Service of sponsor; dates of beginning and 
ending eligibility; number of family members of sponsor; primary unit 
duty location of sponsor; race and ethnic origin of beneficiary; 
occupation of sponsor; rank/pay grade of sponsor; disability 
documentation; wounded, ill and injured identification information; 
other health information, i.e. tumor/reportable disease registry; 
Medicare eligibility and enrollment data; primary and secondary 
fingerprints and photographs of beneficiaries; blood test results; 
Deoxyribonucleic Acid (DNA); dental care eligibility codes and dental 
x-rays.
    Patient registration data for shared DoD/VA beneficiary 
populations, including VA Integration Control Number (ICN), VA patient 
type, patient category code and patient category name of sponsor and 
beneficiary, patient location Defense Medical Information System, 
patient location date, identity and relationship data, command interest 
code and name, command security code and name, medical fly status code.
    Catastrophic Cap and Deductible (CCD) transactions, including 
monetary amounts; CHAMPUS/TRICARE claim records containing enrollee, 
participant and health care facility, provider data such as cause of 
treatment, amount of payment, name and Social Security or tax 
identification number of providers or potential providers of care; 
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); 
claims data; compensation data; contractor fee payment data; date of 
separation of former enlisted and officer personnel; third party health 
insurance information on dependents; demographic data (kept on others 
beyond beneficiaries) date of birth, home of record state, sex, race, 
education level; VA disability payment records; digital signatures 
where appropriate to assert validity of data; e-mail (home/work); 
emergency contact person information; care giver information; 
immunization data; Information Assurance (IA) Work Force information; 
language data; military personnel information (rank, assignment/
deployment, length of service, military occupation, education, and 
benefit usage); pharmacy benefits; reason leaving military service or 
DoD civilian service; Reserve member's civilian occupation and 
employment information; education benefit eligibility and usage; 
special military pay information; SGLI/FGLI; stored documents for 
proofing identity and association; workforces information (e.g. 
acquisition, first responders); Privacy Act audit logs.''
* * * * *

Delete entry and replace with ``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, these records may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    1. To the Social Security Administration (SSA) to perform computer 
data matching against the SSA Wage and Earnings Record file for the 
purpose of identifying employers of Department of Defense (DoD) 
beneficiaries eligible for health care. This employer data will in turn 
be used to identify those employed beneficiaries who have employment-
related group health insurance, to coordinate insurance benefits 
provided by DoD with those provided by the other insurance. This 
information will also be used to perform computer data matching against 
the SSA Master Beneficiary Record file for the purpose of identifying 
DoD beneficiaries eligible for health care who are enrolled in the 
Medicare program, to coordinate insurance benefits provided by DoD with 
those provided by Medicare.
    2. To the Office of Disability and Insurance Security Programs, for 
the purpose of expediting disability processing of wounded military 
service members and veterans.
    3. 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.
    4. To each of the fifty states and the District of Columbia for the 
purpose of conducting an on-going computer matching program with state 
Medicaid agencies to determine 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.
    5. To provide dental care providers assurance of treatment.
    6. To Federal agencies and/or their contractors, the Transportation 
Security Administration and other Federal transportation agencies, for 
purposes of authenticating the identity of

[[Page 43668]]

individuals who, incident to the conduct of official business, present 
the Common Access Card or similar identification as proof of identity 
to gain physical or logical access to government and contractor 
facilities, locations, networks, or systems.
    7. 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)).
    8. To the Department of Health and Human Services (HHS):
    a. 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, 
and for what period of time, the children of such individuals are or 
were eligible for DoD healthcare coverage. 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)).
    b. 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).
    c. 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 commence wage withholding or 
other enforcement actions against the obligors.
    d. For purposes of providing information to the Centers for 
Medicare and Medicaid Services (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.
    9. To the American Red Cross for purposes of providing emergency 
notification and assistance to members of the Armed Forces, retirees, 
family members or survivors.
    10. To the Department of Veterans Affairs (DVA):
    a. To provide military personnel, pay and wounded, ill and injured 
identification data for present and former military personnel for the 
purpose of evaluating use of veterans' benefits, validating benefit 
eligibility and maintaining the health and well being of veterans and 
their family members.
    b. To provide identifying military personnel data to the DVA and 
its insurance program contractor for the purpose of 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 
Servicemember's Group Life Insurance (TSGLI) (Traumatic Injury 
Protection Rider to Servicemember's Group Life Insurance (TSGLI), 38 
CFR part 9.20).
    c. To register eligible veterans and their dependents for DVA 
programs.
    d. Providing identification of former military personnel and 
survivor's financial benefit data to DVA for the purpose of identifying 
military 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.
    e. To conduct computer matching programs regulated by the Privacy 
Act of 1974, as amended (5 U.S.C. 552a), for the purposes of:
    (1) Providing full identification of active duty military 
personnel, including full time National Guard/Reserve support 
personnel, for use in the administration of DVA's Compensation and 
Pension benefit program. The information is used to determine continued 
eligibility for DVA disability compensation to recipients who have 
returned to active duty so that benefits can be adjusted or terminated 
as required and steps taken by DVA to collect any resulting over 
payment (38 U.S.C. 5304(c)).
    (2) Providing military personnel and financial data to the Veterans 
Benefits Administration, DVA for the purpose of determining initial 
eligibility and any changes in eligibility status to insure proper 
payment of benefits for GI 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 REAP educational 
benefit (Title 10 U.S.C, Chapter 1607), and the National Call to 
Service enlistment educational benefit (10, 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 
in administering the programs.
    (3) Providing identification of reserve duty, including full time 
support National Guard/Reserve military personnel, to the DVA, for the 
purpose of deducting reserve time served from any DVA disability 
compensation paid or waiver of VA benefit. The law (10 U.S.C. 12316) 
prohibits receipt of reserve pay and DVA compensation for the same time 
period, however, it does permit waiver of DVA compensation to draw 
reserve pay.
    (4) Providing identification of former active duty military 
personnel who received separation payments to the DVA for the purpose 
of deducting such repayment from any DVA disability compensation paid. 
The law requires recoupment of severance payments before DVA disability 
compensation can be paid (10 U.S.C. 1174).
    f. To provide identifying military 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).
    11. To DoD Civilian Contractors and grantees for the purpose of 
performing research on manpower problems for statistical analyses.
    12. To consumer reporting agencies to obtain current addresses of 
separated military personnel to notify them of potential benefits 
eligibility.
    13. To Defense contractors to monitor the employment of former DoD 
employees and military members subject to the provisions of 41 U.S.C. 
423.
    14. To Federal and quasi Federal agencies, territorial, state, and 
local governments to support personnel functions requiring data on 
prior military service credit for their employees or for job 
applications. To determine continued eligibility and help

[[Page 43669]]

eliminate fraud and abuse in benefit programs and to collect debts and 
over payments owed to these programs. Information released includes 
name, SSN, and military or civilian address of individuals. To detect 
fraud, waste and abuse pursuant to the authority contained in the 
Inspector General Act of 1978, as amended (Pub. L. 95-452) for the 
purpose of determining eligibility for, and/or continued compliance 
with, any Federal benefit program requirements.
    15. 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 personnel or veterans, to include 
family members. DMDC will disclose information from this system of 
records for research purposes when DMDC:
    a. Has determined that the use or disclosure does not violate legal 
or policy limitations under which the record was provided, collected, 
or obtained;
    b. Has determined that 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;
    c. Has required 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;
    d. Has secured a written statement attesting to the recipients' 
understanding of, and willingness to abide by these provisions.
    16. To Federal and State agencies for purposes of obtaining 
socioeconomic information on Armed Forces personnel so that analytical 
studies can be conducted with a view to assessing the present needs and 
future requirements of such personnel.
    17. To Federal and State agencies to validate demographic data 
(e.g., SSN, citizenship status, date and place of birth, etc.) for 
individuals in DoD personnel and pay files so that accurate information 
is available in support of DoD requirements.
    18. To the Bureau of Citizenship and Immigration Services, 
Department of Homeland Security, 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).
    19. To the Federal voting program to provide unit and e-mail 
addresses for the purpose of notifying the military members where to 
obtain absentee ballots.
    20. To the Department of Homeland Security for the conduct of 
studies related to the health and well-being of Coast Guard members and 
to authenticate and identify Coast Guard personnel.
    21. To Coast Guard recruiters in the performance of their assigned 
duties.
    22. To Federal Agencies, to include OPM, Postal Service, Executive 
Office of the President and Administrative Office of the Courts; to 
conduct computer matching programs regulated by the Privacy Act of 
1974, as amended (5 U.S.C. 552a), for the purpose of:
    a. Providing all reserve military members who could be eligible for 
TRICARE Premium Based programs, such as TRICARE Reserve Select (TRS) 
and TRICARE Retired Reserve (TRR) to be matched against the Federal 
agencies for providing those reserve military members that are also 
Federal civil service employees. This disclosure by the Federal 
agencies will provide the DoD with the FEHB eligibility and Federal 
employment information necessary to determine continuing eligibility 
for the TRS program. Only those reservists not eligible for FEHB are 
eligible for TRS (10 U.S.C. 1076d).
    b. Providing all reserve military members to be matched against the 
Federal agencies for the purpose of identifying the Reserve Forces 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.
    c. To the Department of Education for the purpose of identifying 
dependent children of those military members killed in Operation Iraqi 
Freedom and Operation Enduring Freedom (OIF/OEF), Afghanistan Only, for 
possible benefits.
    23. To Federal and contractor medical personnel at joint DoD/VA 
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 Integration 
Control Number (ICN), a shared population of DoD and VA beneficiaries 
who are users of the clinic.
    The DoD ``Blanket Routine Uses'' published at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices apply to this system.''
* * * * *

Retention and disposal:
    Delete entry and replace with ``Hardcopy version of DD Form 1172: 
Destroy once written to optical disk. Optical disks: Destroy primary 
and backup copies after 5 years.
    The DEERS database is Permanent: Cut off (take a snapshot) at end 
of Fiscal Year and transfer to the National Archives and Records 
Administration in accordance with 36 CFR 1228.270 and 36 CFR 1234. (N1-
330-03-01)
    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 recordkeeping 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.''
* * * * *
DMDC 02 DoD

System name:
    Defense Enrollment Eligibility Recording System (DEERS).

System location:
    EDS--Service Management Center, 1075 West Entrance Drive, Auburn 
Hills, MI 48326-2723.

Categories of individuals covered by the system:
    Members, former members, retirees, civilian employees (includes 
non-appropriated fund) and contractor employees of all of the Uniformed 
Services; Presidential appointees of all Federal Government agencies; 
Medal of Honor recipients; U.S. Military

[[Page 43670]]

Academy students; non-Federal agency civilian associates (e.g., 
American Red Cross paid employees, non-DoD contract employees); DoD 
local national hires; DoD beneficiaries; dependents; civilian retirees; 
prior military eligible for Department of Veterans Affairs (VA) 
benefits; and members of the public treated for a medical emergency in 
a DoD or joint DoD/VA medical facility.

Categories of records in the system:
    Beneficiary's name; Service or Social Security Number (SSN); DoD ID 
number, enrollment number; relationship of beneficiary to sponsor; 
residence address of beneficiary or sponsor; date of birth of 
beneficiary; gender of beneficiary; branch of Service of sponsor; dates 
of beginning and ending eligibility; number of family members of 
sponsor; primary unit duty location of sponsor; race and ethnic origin 
of beneficiary; occupation of sponsor; rank/pay grade of sponsor; 
disability documentation; wounded, ill and injured identification 
information; other health information, i.e. tumor/reportable disease 
registry; Medicare eligibility and enrollment data; primary and 
secondary fingerprints and photographs of beneficiaries; blood test 
results; Deoxyribonucleic Acid (DNA); dental care eligibility codes and 
dental x-rays.
    Patient registration data for shared DoD/VA beneficiary 
populations, including VA Integration Control Number (ICN), VA patient 
type, patient category code and patient category name of sponsor and 
beneficiary, patient location Defense Medical Information System, 
patient location date, identity and relationship data, command interest 
code and name, command security code and name, medical fly status code.
    Catastrophic Cap and Deductible (CCD) transactions, including 
monetary amounts; CHAMPUS/TRICARE claim records containing enrollee, 
participant and health care facility, provider data such as cause of 
treatment, amount of payment, name and Social Security or tax 
identification number of providers or potential providers of care; 
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); 
claims data; compensation data; contractor fee payment data; date of 
separation of former enlisted and officer personnel; third party health 
insurance information on dependents; demographic data (kept on others 
beyond beneficiaries) date of birth, home of record state, sex, race, 
education level; VA disability payment records; digital signatures 
where appropriate to assert validity of data; e-mail (home/work); 
emergency contact person information; care giver information; 
immunization data; Information Assurance (IA) Work Force information; 
language data; military personnel information (rank, assignment/
deployment, length of service, military occupation, education, and 
benefit usage); pharmacy benefits; reason leaving military service or 
DoD civilian service; Reserve member's civilian occupation and 
employment information; education benefit eligibility and usage; 
special military pay information; SGLI/FGLI; stored documents for 
proofing identity and association; workforces information (e.g. 
acquisition, first responders); Privacy Act audit logs.

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 55 Medical and Dental Care; 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. 
Sec.  2358, Research and Development Projects; 20 U.S.C. 1070a (f)(4), 
Higher Education Opportunity Act; 31 U.S.C. 3512(c), Executive Agency 
Accounting and Other Financial Management; 42 U.S.C. 1973ff, Federal 
Responsibilities; 50 U.S.C. Chapter 23, Internal Security; DoD 
Directive 1000.4, Federal Voting Assistance Program (FVAP); DoD 
Directive 1341.1, Defense Enrollment/Eligibility Reporting System; DoD 
Instruction 1341.2, DEERS Procedures; Homeland Security Presidential 
Directive 12, Policy for a common Identification Standard for Federal 
Employees and Contractors; 38 CFR part 9.20, Traumatic injury 
protection; and E.O. 9397 (SSN), as amended.

Purpose(s):
    To provide a database for determining eligibility for DoD 
entitlements and privileges; to support DoD health care management 
programs; to provide identification of deceased members; to record the 
issuance of DoD badges and identification cards, i.e. Common Access 
Cards (CAC) or beneficiary identification cards; and 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.
    To authenticate and identify DoD affiliated personnel (e.g., 
contractors); to assess manpower, support personnel and readiness 
functions; to perform statistical analyses; identify current DoD 
civilian and military personnel for purposes of detecting fraud and 
abuse of benefit programs; to register current DoD civilian and 
military personnel and their authorized dependents for purposes of 
obtaining medical examination, treatment or other benefits to which 
they are entitled; to ensure benefit eligibility is retained after 
separation from the military; information will be used by agency 
officials and employees, or authorized contractors, and other DoD 
Components for personnel and manpower studies; and to assist in 
recruiting prior-service personnel.
    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, these records may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    1. To the Social Security Administration (SSA) to perform computer 
data matching against the SSA Wage and Earnings Record file for the 
purpose of identifying employers of Department of Defense (DoD) 
beneficiaries eligible for health care. This employer data will in turn 
be used to identify those employed beneficiaries who have employment-
related group health insurance, to coordinate insurance benefits 
provided by DoD with those provided by the other insurance. This 
information will also be used to perform computer data matching against 
the SSA Master Beneficiary Record file for the purpose of identifying 
DoD beneficiaries eligible for health care who are enrolled in the 
Medicare program, to coordinate insurance benefits provided by DoD with 
those provided by Medicare.
    2. To the Office of Disability and Insurance Security Programs, for 
the purpose of expediting disability processing of wounded military 
service members and veterans.
    3. 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.

[[Page 43671]]

    4. To each of the fifty states and the District of Columbia for the 
purpose of conducting an on-going computer matching program with state 
Medicaid agencies to determine 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.
    5. To provide dental care providers assurance of treatment.
    6. 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 Common Access Card or 
similar identification as proof of identity to gain physical or logical 
access to government and contractor facilities, locations, networks, or 
systems.
    7. 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)).
    8. To the Department of Health and Human Services (HHS):
    a. 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, 
and for what period of time, the children of such individuals are or 
were eligible for DoD healthcare coverage. 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)).
    b. 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).
    c. 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 commence wage withholding or 
other enforcement actions against the obligors.
    d. For purposes of providing information to the Centers for 
Medicare and Medicaid Services (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.
    9. To the American Red Cross for purposes of providing emergency 
notification and assistance to members of the Armed Forces, retirees, 
family members or survivors.
    10. To the Department of Veterans Affairs (DVA):
    a. To provide military personnel, pay and wounded, ill and injured 
identification data for present and former military personnel for the 
purpose of evaluating use of veterans' benefits, validating benefit 
eligibility and maintaining the health and well being of veterans and 
their family members.
    b. To provide identifying military personnel data to the DVA and 
its insurance program contractor for the purpose of 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 
Servicemember's Group Life Insurance (TSGLI) (Traumatic Injury 
Protection Rider to Servicemember's Group Life Insurance (TSGLI), 38 
CFR part 9.20).
    c. To register eligible veterans and their dependents for DVA 
programs.
    d. Providing identification of former military personnel and 
survivor's financial benefit data to DVA for the purpose of identifying 
military 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.
    e. To conduct computer matching programs regulated by the Privacy 
Act of 1974, as amended (5 U.S.C. 552a), for the purposes of:
    (1) Providing full identification of active duty military 
personnel, including full time National Guard/Reserve support 
personnel, for use in the administration of DVA's Compensation and 
Pension benefit program. The information is used to determine continued 
eligibility for DVA disability compensation to recipients who have 
returned to active duty so that benefits can be adjusted or terminated 
as required and steps taken by DVA to collect any resulting over 
payment (38 U.S.C. 5304(c)).
    (2) Providing military personnel and financial data to the Veterans 
Benefits Administration, DVA for the purpose of determining initial 
eligibility and any changes in eligibility status to insure proper 
payment of benefits for GI 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 REAP educational 
benefit (Title 10 U.S.C, Chapter 1607), and the National Call to 
Service enlistment educational benefit (10, 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 
in administering the programs.
    (3) Providing identification of reserve duty, including full time 
support National Guard/Reserve military personnel, to the DVA, for the 
purpose of deducting reserve time served from any DVA disability 
compensation paid or waiver of VA benefit. The law (10 U.S.C. 12316) 
prohibits receipt of reserve pay and DVA compensation for the same time 
period, however, it does permit waiver of DVA compensation to draw 
reserve pay.
    (4) Providing identification of former active duty military 
personnel who received separation payments to the DVA for the purpose 
of deducting such repayment from any DVA disability compensation paid. 
The law requires recoupment of severance payments before DVA disability 
compensation can be paid (10 U.S.C. 1174).
    f. To provide identifying military 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).
    11. To DoD Civilian Contractors and grantees for the purpose of 
performing

[[Page 43672]]

research on manpower problems for statistical analyses.
    12. To consumer reporting agencies to obtain current addresses of 
separated military personnel to notify them of potential benefits 
eligibility.
    13. To Defense contractors to monitor the employment of former DoD 
employees and military members subject to the provisions of 41 U.S.C. 
423.
    14. To Federal and quasi Federal agencies, territorial, state, and 
local governments to support personnel functions requiring data on 
prior military service credit for their employees or for job 
applications. To determine continued eligibility and help eliminate 
fraud and abuse in benefit programs and to collect debts and over 
payments owed to these programs. Information released includes name, 
SSN, and military or civilian address of individuals. To detect fraud, 
waste and abuse pursuant to the authority contained in the Inspector 
General Act of 1978, as amended (Pub. L. 95-452) for the purpose of 
determining eligibility for, and/or continued compliance with, any 
Federal benefit program requirements.
    15. 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 personnel or veterans, to include 
family members. DMDC will disclose information from this system of 
records for research purposes when DMDC:
    a. Has determined that the use or disclosure does not violate legal 
or policy limitations under which the record was provided, collected, 
or obtained;
    b. Has determined that 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;
    c. Has required 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;
    d. Has secured a written statement attesting to the recipients' 
understanding of, and willingness to abide by these provisions.
    16. To Federal and State agencies for purposes of obtaining 
socioeconomic information on Armed Forces personnel so that analytical 
studies can be conducted with a view to assessing the present needs and 
future requirements of such personnel.
    17. To Federal and State agencies to validate demographic data 
(e.g., SSN, citizenship status, date and place of birth, etc.) for 
individuals in DoD personnel and pay files so that accurate information 
is available in support of DoD requirements.
    18. To the Bureau of Citizenship and Immigration Services, 
Department of Homeland Security, 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).
    19. To the Federal voting program to provide unit and e-mail 
addresses for the purpose of notifying the military members where to 
obtain absentee ballots.
    20. To the Department of Homeland Security for the conduct of 
studies related to the health and well-being of Coast Guard members and 
to authenticate and identify Coast Guard personnel.
    21. To Coast Guard recruiters in the performance of their assigned 
duties.
    22. To Federal Agencies, to include OPM, Postal Service, Executive 
Office of the President and Administrative Office of the Courts; to 
conduct computer matching programs regulated by the Privacy Act of 
1974, as amended (5 U.S.C. 552a), for the purpose of:
    a. Providing all reserve military members who could be eligible for 
TRICARE Premium Based programs, such as TRICARE Reserve Select (TRS) 
and TRICARE Retired Reserve (TRR) to be matched against the Federal 
agencies for providing those reserve military members that are also 
Federal civil service employees. This disclosure by the Federal 
agencies will provide the DoD with the FEHB eligibility and Federal 
employment information necessary to determine continuing eligibility 
for the TRS program. Only those reservists not eligible for FEHB are 
eligible for TRS (10 U.S.C. 1076d).
    b. Providing all reserve military members to be matched against the 
Federal agencies for the purpose of identifying the Reserve Forces 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.
    c. To the Department of Education for the purpose of identifying 
dependent children of those military members killed in Operation Iraq 
Freedom and Operation Enduring Freedom (OIF/OEF), Afghanistan Only, for 
possible benefits.
    23. To Federal and contractor medical personnel at joint DoD/VA 
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 Integration 
Control Number (ICN), a shared population of DoD and VA beneficiaries 
who are users of the clinic.
    The DoD ``Blanket Routine Uses'' published at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices apply to this system.

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

Retrievability:
    Records about individuals are retrieved by an algorithm which uses 
name, SSN, date of birth, rank, and duty location as possible inputs. 
Retrievals are made on summary basis by geographic characteristics and 
location and demographic characteristics. Information about individuals 
will not be distinguishable in summary retrievals. Retrievals for the 
purposes of generating address lists for direct mail distribution may 
be made using selection criteria based on geographic and demographic 
keys.

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

[[Page 43673]]

restricted by the use of locks, guards, and administrative procedures 
(e.g., fire protection regulations).
    Access to personal information is restricted to those who require 
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 passwords, which are changed periodically. All 
individuals granted access to this system of records are to have 
received Information Assurance and Privacy Act training.

Retention and disposal:
    Hardcopy version of DD Form 1172: Destroy once written to optical 
disk. Optical disks: Destroy primary and backup copies after 5 years.
    The DEERS database is Permanent: Cut off (take a snapshot) at end 
of Fiscal Year and transfer to the National Archives and Record 
Administration in accordance with 36 CFR 1228.270 and 36 CFR 1234. (N1-
330-03-01)
    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 recordkeeping 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.

System manager(s) and address:
    Deputy Director, Defense Manpower Data Center, DoD Center Monterey 
Bay, 400 Gigling Road, Seaside, CA 93955-6771.

Notification procedure:
    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.
    Written requests should contain the full name, SSN, date of birth, 
and current address and telephone number of the individual.

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.
    Written requests should contain the name and number of this system 
of records notice along with the full name, SSN, date of birth, and 
current address and telephone number of the individual and be signed.

Contesting record procedures:
    The 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:
    Individuals and the personnel, pay, and benefit systems of the 
military and civilian departments and agencies of the Uniformed 
Services, VA, and other Federal agencies.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-18397 Filed 7-20-11; 8:45 am]
BILLING CODE 5001-06-P