Privacy Act of 1974; System of Records, 19583-19585 [2014-07846]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 79, Number 68 (Wednesday, April 9, 2014)]
[Notices]
[Pages 19583-19585]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-07846]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2014-OS-0044]


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, DWHS E06 DoD, entitled ``Correspondence and Task 
Management System (CATMS)'', in its inventory of record systems subject 
to the Privacy Act of 1974, as amended. This system is comprised of the 
Correspondence Management Division module (CMD module) and the Task 
Management Tracker tool (TMT) which support the functions of the 
Department of Defense by maintaining a record of actions taken and 
responses to the President, White House staff, other Cabinet officials, 
Congress, state and local officials, corporate officials, members of 
the Department of Defense and the public. The CMD module supports the 
Secretary of Defense for the control and tracking of actions taken and 
responses from the Secretary to the President, White House staff, other 
Cabinet officials, Congress, state and local officials, corporate 
officials, members of the Department of Defense and the public. This 
includes full life-cycle management from receipt, control of metadata 
and image, tasking the OSD Components, Joint Staff, Services and other 
DoD agencies for action and records management. The TMT is used by 
component Offices of the Secretary of Defense to process and manage the 
staffing and coordination of actions to, from, and within components in 
the conduct of official daily business.

DATES: Comments will be accepted on or before May 9, 2014. This 
proposed action will be effective the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

[[Page 19584]]


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 at https://dpclo.defense.gov/. The proposed system report, as required by U.S.C. 
552a(r) of the Privacy Act of 1974, as amended, was submitted on March 
18, 2014, 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 3, 2014.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS E06

System name:
    Enterprise Correspondence Control System (ECCS) (September 13, 
2012, 77 FR 56629).

Changes:
System name:
    Delete entry and replace with ``Correspondence and Task Management 
System (CATMS).''

System location:
    Delete entry and replace with ``Correspondence Management Division, 
Executive Services Directorate, Washington Headquarters Services, 1155 
Defense Pentagon, Washington, DC 20301-1155.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Individuals who either initiated, 
or are the subject of communications with the Office of the Secretary 
of Defense and individuals who are the subject of personnel and 
staffing packages coordinated in CATMS.''

Categories of records in the system:
    Delete entry and replace with ``The Correspondence Management 
Division module (CMD module) may contain the name (last name and first 
initial) and contact information (mailing address, telephone number, 
fax number, email address) of individuals writing to the Secretary of 
Defense. Types of correspondence typically include inquiries and other 
communications pertaining to any matter under the cognizance of the 
Secretary of Defense such as complaints, appeals, grievances, requests 
for investigations, alleged improprieties, personnel actions, medical 
reports, intelligence, and related matters associated with the mission 
and business activities of the department. They may be either specific 
or general in nature and include such personal information as an 
individual's name, Social Security Number (SSN), date and place of 
birth, description of events or incidents of a sensitive or privileged 
nature, commendatory or unfavorable data.
    The Task Management Tracker tool (TMT) tracks the tasking and 
coordination of responses for CMD module as well as staff packages 
pertaining to members of the military, civilian DoD employees and 
contractors. Examples of such packages include assignment requests, 
awards, nominations, promotions, and presidential support letters; 
condolence letters, retirement letters and letters of appreciation; 
Senior Executive Service letters and pay adjustments, appointment 
letters, certificates, Secretary of Defense letters of appreciation, 
travel requests, military airlift requests, and similar staff 
actions.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 113, Secretary of 
Defense; DoD Directive 5105.53, Director of Administration and 
Management (DA&M); DoDD 5110.04, Washington Headquarters Services 
(WHS); and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``The CATMS is comprised of the CMD 
and the TMT which support the functions of the Department of Defense by 
maintaining a record of actions taken and responses to the President, 
White House staff, other Cabinet officials, Congress, state and local 
officials, corporate officials, members of the Department of Defense 
and the public. The CMD module supports the Secretary of Defense for 
the control and tracking of actions taken and responses from the 
Secretary to the President, White House staff, other Cabinet officials, 
Congress, state and local officials, corporate officials, members of 
the Department of Defense and the public. This includes full life-cycle 
management from receipt, control of metadata and image, tasking the OSD 
Components, Joint Staff, Services and other DoD agencies for action and 
records management.
    The TMT is used by component Offices of the Secretary of Defense to 
process and manage the staffing and coordination of actions to, from, 
and within components in the conduct of official daily business.''

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 the 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:
    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.''
    Policies and practices for storing, retrieving, accessing, 
retaining, and disposing of records in the system:

Storage:
    Delete entry and replace with ``Electronic storage media.''
* * * * *

Safeguards:
    Delete entry and replace with ``Records are maintained in a 
controlled

[[Page 19585]]

facility. Physical entry is restricted by the use of multiple locks, 
guards, intrusion detection system, and is accessible only to 
authorized personnel. Access to records is limited to person(s) 
responsible for servicing the record in performance of their official 
duties and who are properly screened and cleared for need-to-know. 
Multi-factor authentication is required to access CATMS. Role-based 
security is in place to allow only the person(s) associated with the 
specific staff action access to the data. Records are protected with 
strong Secure Socket Layer encryption and backups are encrypted and 
stored off-site. Periodic security audits are conducted. All users are 
required to complete Information Assurance and Privacy training 
annually.''

Retention and disposal:
    Delete entry and replace with ``Routine Personnel Staff Actions: 1-
7 years and destroyed.
    Mission Related Significant Correspondence Actions: 7 years-
Permanent. Permanent records are generally retained for a minimum of 25 
years before being transferred to NARA.''
* * * * *

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 Chief, Correspondence Management 
Division, Executive Services Directorate, Washington Headquarters 
Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
    The requests should contain the individual's last name and first 
initial, subject, and document date.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
records about themselves contained in this system of records 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 include the individuals last name 
and first initial, subject, date of document (date of correspondence) 
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 published 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 sending correspondence 
to the Secretary of Defense and other high level DoD officials and 
official records used in developing responses or staff packages.''
* * * * *
[FR Doc. 2014-07846 Filed 4-8-14; 8:45 am]
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