Privacy Act of 1974; System of Records, 24686-24687 [2014-09944]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 79, Number 84 (Thursday, May 1, 2014)]
[Notices]
[Pages 24686-24687]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-09944]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2014-OS-0057]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a new System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a new 
system of records, DPFPA 03, entitled ``Pentagon Facilities Emergency 
and Incident Notification Records'' to its inventory of record systems 
subject to the Privacy Act of 1974, as amended. This system will 
provide an automated notification mechanism to contact PFPA employees 
and mission partners to provide situational awareness, facilitate 
recall, and to give instructions during an emergency or incident 
impacting the Pentagon facilities.

DATES: Comments will be accepted on or before June 2, 2014. 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: 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 https://dpclo.defense.gov/ 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 April 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 28, 2014.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DPFPA 03

System name:
    Pentagon Facilities Emergency and Incident Notification Records.

System location:
    Pentagon Force Protection Agency (PFPA), Integrated Emergency 
Operations Center (IEOC), 9000 Defense Pentagon, Washington, DC 20301-
9000.

Categories of individuals covered by the system:
    All current PFPA personnel (civilian employees, contractors, 
military).
    Points of contact at leased facilities within PFPA's Area of 
Responsibility.
    DoD mission partners who have the authority and ability to assist 
PFPA in times of emergencies to include Washington Headquarters 
Services (WHS), Office of the Secretary of Defense (OSD), the Joint 
Staff and Arlington Fire and Police.

Categories of records in the system:
    Full name, DoD Identification (DoD ID) number, organization, work 
and personal phone number(s), and work and personal email addresses.

Authority for maintenance of the system:
    10 U.S.C. 2674, Operation and Control of Pentagon Reservation and 
Defense Facilities in National Capital Region; DoD Directive 5105.68, 
Pentagon Force Protection Agency (PFPA); DoD Instruction (DoDI) O-
3020.43, Emergency Management and Incident Command on the Pentagon 
Facilities; DoDI 6055.17, DOD Installation Emergency Management (IEM) 
Program; and Director of Administration and Management Administrative 
Instruction 30, Force Protection on the Pentagon Reservation.

Purpose:
    To provide an automated notification mechanism to contact PFPA 
employees and mission partners to provide situational awareness, 
facilitate recall, and to give instructions during an emergency or 
incident impacting the Pentagon facilities.

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, 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 
OSD's 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:
    Electronic storage media.

Retrievability:
    Individual's full name and organization.

Safeguards:
    Records are maintained in a controlled facility with Closed Circuit 
TV (CCTV). Physical entry is restricted by the use of locks and guards, 
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. Access to computerized data is restricted by Common 
Access Card (CAC) and username/passwords, which are changed 
periodically. Data is encrypted at rest and in transit.
    Records are stored in encrypted databases that are only accessible 
on DoD networks that are routinely scanned to assess system 
vulnerabilities. Only a limited number of operators have access to the 
data. Common Access Cards (CAC) and passwords are used to authenticate 
authorized system operators in the system application. CAC 
authentication is required for users (recipients of notifications) to 
update their contact information and other personal data through the 
system

[[Page 24687]]

desktop client. Users can only view and update their own information.
    For users that are not networked, they must call, tell face-to-face 
or send an encrypted email to an operator to have their information 
loaded into the database or the information is provided to an operator 
via their organization's roster update which users have consented to 
provide.
    The system data is encrypted both at rest and in transit. Firewalls 
protect the DoD networks and the system uses Secured Sockets Layer 
(SSL) with Public Key Infrastructure (PKI) certificates in the data 
transfer protocols for encryption.
    Administratively PFPA regularly monitors the users' security 
practices to ensure only authorized users have access to PII.

Retention and disposal:
    TEMPORARY--Cut off when superseded or obsolete, destroy immediately 
after cutoff.

System manager(s) and address:
    Chief, Office of Emergency Management, Pentagon Force Protection 
Agency IEOC, 9000 Defense Pentagon, Washington, DC 20301-9000.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Chief, Office of Emergency Management, Pentagon Force Protection 
Agency, 9000 Defense Pentagon, Washington, DC 20301-9000.
    Requests should contain individual's full name and organization.

Record access procedures:
    Individuals seeking access to records about themselves 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.
    Signed, written requests should include full name, organization, 
current address, and the number of this system of records notice.

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.

Exemptions claimed for the system:
    None.

[FR Doc. 2014-09944 Filed 4-30-14; 8:45 am]
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