Privacy Act of 1974; System of Records, 63455-63458 [2013-25007]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 78, Number 206 (Thursday, October 24, 2013)]
[Notices]
[Pages 63455-63458]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-25007]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2013-OS-0206]


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, DMDC 18 DoD, Synchronized Predeployment and 
Operational Tracker Enterprise Suite (SPOT-ES) Records, in its 
inventory of record systems subject to the Privacy Act of 1974, as 
amended. This system allows federal agencies and Combatant Commanders 
the ability to plan, manage, track, account for, monitor and report on 
contracts, companies and contractor employees during planning, 
operation and drawdown of any contingency, humanitarian assistance, 
peacekeeping,

[[Page 63456]]

or disaster-recovery operation both within and outside of the U.S.
    This system is transferring from the Department of the Army to the 
Office of the Secretary of Defense, Defense Management Data Center.

DATES: This proposed action will be effective on November 25, 2013 
unless comments are received which result in a contrary determination. 
Comments will be accepted on or before November 25, 2013.

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, 4800 Mark Center 
Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-3100.
    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 the Defense Privacy and Civil Liberties Office Web site https://dpclo.defense.gov/privacy/SORNs/component/osd/.
    The proposed system report, as required by U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on October 7, 2013, 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: October 21, 2013.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0715-9 DCS, G-4 DoD

Synchronized Predeployment and Operational Tracker (SPOT) Records 
(March 18, 2010, 75 FR 13103)

Changes:
System identifier:
    Delete entry and replace with ``DMDC 18 DoD.''

System name:
    Delete entry and replace with ``Synchronized Predeployment and 
Operational Tracker Enterprise Suite (SPOT-ES) Records.''

System location:
    Delete entry and replace with ``U.S. Army Acquisition, Logistics 
and Technology Enterprise Systems and Services (ALTESS), Product 
Director ALTESS, Caller Service 4, Radford Army Ammunition Plant, 
Building 450, Radford, VA 24143-0004.
    Defense Information Systems Agency, Defense Enterprise Computing 
Centers, 3990 E. Broad Street, Building 23, Columbus, OH 43213-1152.
    Defense Manpower Data Center, 400 Gigling Road, Seaside CA 93955-
6771.
    Stand-alone Joint Asset Movement Management System (JAMMS) machines 
are deployed to National Deployment Centers, Central Issue Facilities 
and high-traffic area locations in contingency, humanitarian 
assistance, peacekeeping, and disaster relief operations. A list of 
locations can be made available by submitting a request in writing to 
the system manager.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Department of Defense (DoD), 
Department of State (DOS) and United States Agency for International 
Development (USAID) contractor personnel supporting contingency, 
humanitarian assistance, peacekeeping, and disaster relief operations 
both within and outside of the U.S., and during other missions or 
scenarios.
    DoD military personnel and civilian employees supporting 
contingency, humanitarian assistance, peacekeeping, and disaster relief 
operations both within and outside of the U.S., and during other 
missions or scenarios.
    DOS and USAID civilian employees supporting contingency operations 
led by DoD or the DOS Office of Security Cooperation outside of the 
U.S., e.g., Iraq and Afghanistan.
    Government civilian and contractor personnel of other Federal 
Agencies including the Department of Interior, Department of Homeland 
Security, Department of Treasury, Department of Justice, Department of 
Health and Human Services, Environmental Protection Agency, Department 
of Transportation, Department of Energy, and General Services 
Administration may use the system to account for their personnel when 
supporting contingency, humanitarian assistance, peacekeeping, and 
disaster relief operations both within and outside of the U.S.
    Civilian organizations and private citizens, including first 
responders, who are in the vicinity, are supporting, or are impacted by 
contingency, humanitarian assistance, peacekeeping, or disaster relief 
operations, and transit through a JAMMS workstation.''

Categories of records in the system:
    Delete entry and replace with ``Individual profile data: For 
contractor personnel, full name; blood type; Social Security Number 
(SSN); DoD Identification Number; Federal/foreign ID number or 
Government-issued ID number, such as passport and/or visa number; 
category of person (contractor); home, office, and deployed telephone 
numbers; home and deployed address; home, office, and deployed email 
addresses; emergency contact name and telephone number; next of kin 
name, phone number and address; duty location and duty station; travel 
authorization documentation, i.e., Letters of Authorization (LOAs), air 
travel itineraries, and movements in the area of operations; in-theater 
and Government authority points of contact; security clearance 
information and pre-deployment processing information, including 
completed training certifications. Contractor personnel performing 
private security functions: Type of media used to collect identity and 
the document ID. Authorized weapons and equipment, and other official 
deployment-related information, such as types of training received.

Contract information data:
    Contract number, contractor company name, contract capabilities, 
contract value, contract/task order period of performance, theater 
business clearance, and contact name, office address and phone number.
    For DoD military and civilian personnel, full name; SSN; DoD 
Identification Number; category of person (civilian or military) and 
movements in the area of operations.

[[Page 63457]]

    For other Federal agency personnel, full name; SSN; Government-
issued ID number (such as passport and/or visa number); category of 
person (Federal civilian) and movements in the area of operations.
    For non-Government personnel, full name; Government-issued ID 
number (such as passport and/or visa number) and movements in the area 
of operations.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 133, Under Secretary of 
Defense for Acquisition, Technology and Logistics; 10 U.S.C. 2302, 
note, Contracts in Iraq and Afghanistan and Private Security Contracts 
in Areas of Other Significant Military Operations; DoD Directive 
1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Directive 
1404.10, DoD Civilian Expeditionary Workforce; DoD Directive 3020.49, 
Orchestrating, Synchronizing, and Integrating Program Management of 
Contingency Acquisition Planning and Its Operational Execution; DoD 
Instruction 3020.41, Operational Contract Support (OCS); DoD 
Instruction 3020.50, Private Security Contractors (PSCs) Operating in 
Contingency Operations, Humanitarian or Peace Operations, or Other 
Military Operations or Exercises; DoD Instruction 6490.03, Deployment 
Health; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``The Synchronized Predeployment and 
Operational Tracker Enterprise Suite (SPOT-ES) allows federal agencies 
and Combatant Commanders the ability to plan, manage, track, account 
for, monitor and report on contracts, companies and contractor 
employees during planning, operation and drawdown of any contingency, 
humanitarian assistance, peacekeeping, or disaster-recovery operation 
both within and outside of the U.S. The SPOT-ES is a web-based system 
providing a repository of military, Government civilian and contractor 
personnel and contract information for DoD, DOS, USAID, other Federal 
agencies, and Combatant Commanders to centrally manage their deploying, 
deployed and redeploying assets via a single authoritative source for 
up-to-date visibility of personnel assets and contract capabilities. 
Used as a management tool for statistical analysis, tracking, 
reporting, evaluating program effectiveness and conducting research.
    The Total Operational Picture Support System (TOPSS) web-based 
application integrates the information in SPOT-ES to provide trend 
analysis, widgets and reports from different views based on the user 
access level and parameters selected to support DoD, DOS, USAID, other 
Federal agencies, and Combatant Commanders requirements.
    JAMMS is a stand-alone application that scans identity credentials 
(primarily held by military, Government civilians and contractors) at 
key decentralized locations, such as dining facilities, billeting, 
central issue facilities and aerial ports of debarkation. Also used as 
a management tool for statistical, tracking, 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:
    Delete entry and replace with ``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:
    To DOS and USAID to account for their Government civilian and 
contractor personnel supporting contingency operations outside of the 
U.S., and to determine status of processing and deployment 
documentation, contracts, weapons and equipment, current and historical 
locations, company or organization where an individual is employed, and 
contact information.
    To Federal agencies associated with the categories of individuals 
covered by the system to account for their Government civilian and 
contractor personnel when supporting contingency, humanitarian 
assistance, peacekeeping, and disaster relief operations both within 
and outside of the U.S.
    To contractor companies to account for their employees during 
contingency, humanitarian assistance, peacekeeping, and disaster relief 
operations both within and outside of the U.S.
    To applicable civilian organizations to account for their personnel 
located in a contingency area.
    To applicable facilities managers where JAMMS are installed to 
account for Government services consumed and depict usage trends.
    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.''
* * * * *

Retrievability:
    Delete entry and replace with ``Within SPOT-ES: full name, SSN, DoD 
Identification Number or Federal/foreign ID number.
    Within JAMMS: Information may be retrieved at the specific machine 
used at a location within specified start and ending dates by last 
name.''

Safeguards:
    Delete entry and replace with ``Electronic records in SPOT-ES and 
TOPSS are maintained in a Government-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 restricted by the use of lock, guards, and administrative 
procedures. Physical and electronic access is restricted to designated 
individuals having a need-to-know in the performance of official 
duties. Access to personal information is further restricted by the use 
of Public Key Infrastructure or login/password authorization. 
Information is accessible only by authorized personnel with appropriate 
clearance/access in the performance of their duties. Once access is 
gained, the system is set with an automatic timeout period to reduce 
the opportunity for unauthorized access.
    For JAMMS, physical and electronic access is restricted to 
designated individuals having a need-to-know in the performance of 
official duties. Access to personal information is further restricted 
by the use of login/password authorization. Computers running the JAMMS 
software are located on Government installations where physical entry 
is restricted to authorized personnel. Each machine is physically 
secured with a combination lock and cable. While the computer is 
active, the view screen is oriented away from the cardholder, and 
access is controlled by an attendant on duty. While the data is at rest 
and when data is transferred to SPOT-ES, the records are encrypted. 
Daily exports from JAMMS are uploaded, via encrypted file transfer, to 
SPOT-ES as the mandated repository of information on contingency 
contract and contractor information.''

Retention and disposal:
    Delete entry and replace with ``Permanent. Close all files upon end 
of individual's deployment. Transfer to the National Archives and 
Records Administration when 25 years old.''

System manager(s) and address:
    Delete entry and replace with ``Deputy Director for Identity, 
Defense

[[Page 63458]]

Manpower Data Center, 4800 Mark Center Drive, Alexandria, VA 22350-
6000.''

Notification procedure:
    Delete entry and replace with ``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.
    Signed, written requests should contain the individual's full name, 
last four digits of the SSN, DoD Identification Number or Federal/
foreign ID number, current address, telephone number, and when and 
where they were assigned during the contingency.''

Record access procedures:
    Delete entry and replace with ``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.
    If you are a foreign national seeking access to your records, your 
request must be submitted under the Freedom of Information Act at the 
above address.
    Signed, written requests should contain the individual's full name, 
last four digits of the SSN, DoD Identification Number or Federal/
foreign ID number, current address, telephone number, when and where 
they were assigned during the contingency, and the name and number of 
this system of records notice.''

Contesting record procedures:
    Delete entry and replace with ``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:
    Delete entry and replace with ``Individuals, individual's employer 
(military, Government civilians and contractor personnel), Defense 
Enrollment Eligibility Reporting System (DEERS), and Federal entities 
supporting contingency, humanitarian assistance, peacekeeping, and 
disaster relief operations.''
* * * * *
[FR Doc. 2013-25007 Filed 10-23-13; 8:45 am]
BILLING CODE 5001-06-P