Privacy Act of 1974; System of Records, 29104-29107 [2018-13412]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Army

[Federal Register Volume 83, Number 121 (Friday, June 22, 2018)]
[Notices]
[Pages 29104-29107]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-13412]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID USA-2018-HQ-0014]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice of a modified system of records.

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SUMMARY: The Department of the Army is modifying its system of records 
notice entitled ``Army Career Tracker (ACT), A0350-1b TRADOC''. The 
Army Career Tracker (ACT) enables Soldiers and Army civilians world-
wide with career development and transition resources. ACT provides 
users with a more efficient and effective way to monitor their career 
development while allowing leaders to track and advise subordinates on 
personalized leadership development. As a leader development tool, it 
integrates data on training, education, and experiential learning from 
a number of source systems into one personalized and easy to use 
interface. ACT allows supervisors to track and advise employees on 
their leadership development and allows career program managers the 
ability to reach their geographically dispersed careerists. The Total 
Army Sponsorship Program is also administered through ACT. The 
sponsorship program provides Soldiers, Army civilians, and their 
families with resources to facilitate their transition and/or 
relocation between commands and duty assignments.

DATES: Comments will be accepted on or before July 23, 2018. 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.

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: Department of Defense, Office of the Chief Management 
Officer, Directorate of Oversight and Compliance, 4800 Mark Center 
Drive, Mailbox #24, Suite 08D09, Alexandria, VA 22350-1700.
    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. Tracy Rogers, Department of the 
Army, Privacy Office, U.S. Army Records Management and Declassification 
Agency, 7701 Telegraph Road, Casey Building, Suite 144, Alexandria, VA 
22325-3905 or by calling (703) 428-7499.

SUPPLEMENTARY INFORMATION: The Army Career Tracker, initially 
implemented in

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2011, is managed by the U.S. Army Training and Doctrine Command 
(TRADOC). It was developed under the authority of 5 U.S.C. 4103, 
Establishment of training programs and 10 U.S.C. 3013, Secretary of the 
Army. The ACT is a career management and development tool for Army 
enlisted, Officer, and civilian employees. While use of ACT is required 
for Soldiers, it is voluntary for the Army civilian workforce. The ACT 
leverages existing Army systems to capture and present career 
management data pertaining to training, education, and job assignments; 
it provides unique capabilities and does not replace or eliminate any 
other Army system of records. The system allows users to: Search course 
catalogs in Army training systems to identify courses they want to add 
to their Individual Development Plans (IDP); create IDP for short and 
long term goals; map out events, decision points, and outcomes; track 
progress against known career benchmarks; and receive personalized 
advice from mentors and leadership. This easy-to-use portal, 
effectively charts the user's career progression, manages career 
development activities, and connects the individual to mentors.
    Additionally, ACT is the Army enterprise application that automates 
the sponsorship process for personnel relocations. The system ensures a 
virtual handshake between transitioning Soldiers and civilians and 
their designated sponsor prior to departure from the unit of current 
assignment. Army transitioning personnel utilize ACT to make known 
their sponsorship needs via the Department of the Army (DA) Form 5434, 
Sponsorship Program Counseling and Information Sheet, as part of the 
reassignment management process. The completed DA Form 5434 is 
transmitted to the gaining unit of assignment to ensure personnel 
receive information and assistance needed during their relocation. The 
automated and collaborative functions of the system are used to 
identify sponsors, send notifications, monitor status, provide 
reporting mechanism, and conduct individual satisfaction surveys.
    This system of records notice is being modified to include four 
routine uses that were omitted in the previous notice. The additional 
routine uses are for disclosures to: DoD contractors in the performance 
of the contract; to the National Archives and Records Administration 
for records inspection purposes; and to another Federal agency for 
breach mitigation and notification. In addition, the authorities were 
updated to include 10 U.S.C. 1056, Relocation Assistance, which is the 
implementing statute for Army Regulation 600-8-8, The Total Army 
Sponsorship Program. The categories of records was revised to clarify 
what information is collected on the DA Form 5434, and the description 
of the safeguards was expanded to address administrative and physical 
measures that are currently utilized to protect the system of records. 
All other changes to this notice are administrative in nature. The DoD 
is publishing the notice in its entirety to comply with current 
standards and formatting requirements prescribed in OMB Circular A-108, 
``Federal Agency Responsibilities for Review, Reporting, and 
Publication under the Privacy Act.''
    The Department of the Army's notices for system of records subject 
to the Privacy Act of 1974, as amended, have been published in the 
Federal Register and are available from the address in FOR FURTHER 
INFORMATION CONTACT or from the Defense Privacy, Civil Liberties, and 
Transparency Division website at https://defense.gov/privacy.
    The proposed systems reports, as required by the Privacy Act, as 
amended, were submitted on April 27, 2018, to the House Committee on 
Oversight and Government Reform, the Senate Committee on Homeland 
Security and Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to OMB Circular No. A-108, ``Federal Agency 
Responsibilities for Review, Reporting, and Publication Under the 
Privacy Act,'' December 23, 2016 (December 23, 2016, 81 FR 94424).

    Dated: June 19, 2018.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER
    Army Career Tracker (ACT), A0350-1b TRADOC.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Army commands, installations, and activities. Official mailing 
addresses are published as an appendix to the Army's compilation of 
systems of records notices.

SYSTEM MANAGER(S):
    Commander, Headquarters, U.S. Army Training and Doctrine Command, 
Institute of Noncommissioned Officer Professional Development Office 
(ATCG-NCN), 950 Jefferson Ave., Fort Eustis, VA 23604-5704.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 4103, Establishment of training programs; 10 U.S.C. 1056, 
Relocation assistance programs; 10 U.S.C. 3013, Secretary of the Army; 
Department of Defense Directive 1322.18, Military Training; Army 
Regulation (AR) 350-1, Army Training and Leader Development; AR 600-20, 
Army Command Policy; AR 600-8-8, The Total Army Sponsorship Program; AR 
690-950, Career Management; and E.O. 9397 (SSN), as amended.

PURPOSE(S) OF THE SYSTEM:
    Army Career Tracker (ACT) is a leadership development tool that 
integrates training and education into one personalized, easy-to-use 
website. ACT receives training, education, experiential learning, 
personnel, and biographical data from several Army information systems 
and presents a comprehensive and personalized view of Noncommissioned 
Officer, Officer, and Army civilian career history, course enrollment, 
course completion, course catalog, and professional development model 
information. Users can search multiple education and training 
resources, monitor their career development and receive personalized 
advice. The system allows civilian and military supervisors, and 
mentors to monitor the individual's goals and provide them 
developmental recommendations, notifications and career advice. 
Supervisors can view records for both their civilian and military 
employees.
    ACT is also used to administer the Total Army Sponsorship Program 
which helps Soldiers, civilian employees, and families successfully 
relocate into and out of their commands. Soldiers in the ranks of 
private through colonel (excluding Soldiers arriving at Initial 
Military Training and Soldiers making Permanent Change of Station (PCS) 
moves to student detachments at long-term schools) and civilian 
employees through grade GS-15, undergoing a PCS move, are offered the 
opportunity to participate in the advance arrival sponsorship program.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of the Army military personnel (active duty, Army 
National Guard, and Army Reserve), Army Reserve Officers' Training 
Corps contracted cadets, and Army civilian employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Demographic data to include name, grade/rank/series, Social 
Security Number (SSN); DoD ID Number; Army

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Knowledge Online User Identification; primary email address; personal 
and duty phone numbers; service component, branch, personnel 
classification, military status, military occupational specialty; and 
unit of assignment.
    Sponsorship data to include gaining unit and arrival date; contact 
information while on leave (address, phone number, email address); 
marital status; family members' name, age, gender, relationship, 
identification of exceptional family member(s); and a questionnaire to 
determine information needs pertaining to housing preferences, 
employment information for spouse, pets in the household, child care 
needs, and local schools.
    Course and training data to include credit hours accumulated; 
examination and course completion status; professional development 
model; assignment history; student academic status; curricula, course 
descriptions and schedules; graduation dates; and individual goals.

RECORD SOURCE CATEGORIES:
    The individual, DoD personnel (supervisors, mentors, training and 
human resources staff). Data is also extracted from: Army Knowledge 
Online (AKO), Integrated Total Army Personnel Database (ITAPDB), 
Headquarters Army Civilian Personnel System (HQ ACPERS), Defense 
Civilian Personnel Data System for National Guard (NG-DCPDS), Reserve 
Component Management System (RCMS), Army Training Requirements & 
Resources System (ATRRS), Army Learning Management System (ALMS), 
GoArmyEd, Force Management System website (FMSWEB), Credentialing 
Opportunities On-Line (COOL), Partnership for Youth Success (PaYS), 
Soldier Fitness Tracker (SFT), and Comprehensive Soldier Fitness (CSF).

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 if 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:
    a. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government when 
necessary to accomplish an agency function related to this system of 
records.
    b. To the appropriate federal, state, local, territorial, tribal, 
or foreign, or international law enforcement authority or other 
appropriate entity where a record, either alone or in conjunction with 
other information, indicates a violation or potential violation of law, 
whether criminal, civil, or regulatory in nature.
    c. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record.
    d. To any component of the Department of Justice for the purpose of 
representing the DoD, or its components, officers, employees, or 
members in pending or potential litigation to which the record is 
pertinent.
    e. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body or official, when the DoD or other 
Agency representing the DoD determines that the records are relevant 
and necessary to the proceeding; or in an appropriate proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    f. To the National Archives and Records Administration for the 
purpose of records management inspections conducted under the authority 
of 44 U.S.C. 2904 and 2906.
    g. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or has confirmed that there has been a breach of the system of 
records; (2) the DoD has determined that as a result of the suspected 
or confirmed breach there is a risk of harm to individuals, the DoD 
(including its information systems, programs, and operations), the 
Federal Government, or national security; and (3) the disclosure made 
to such agencies, entities, and persons is reasonably necessary to 
assist in connection with the DoD's efforts to respond to the suspected 
or confirmed breach or to prevent, minimize, or remedy such harm.
    h. To another Federal agency or Federal entity, when the DoD 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Paper printouts and electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    The retrieval of records may be made by use of the individual's 
name, SSN, DoD ID Number, or Army Knowledge Online User Identification.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records on local training, individual goals, and sponsorship are 
maintained until no longer needed for conducting business, but not 
longer than 6 years, then destroyed. Electronic media is deleted; paper 
printouts are shredded or burned.

ADMINISTRATIVE, TECHNICAL AND PHYSICAL SAFEGUARDS:
    Paper and electronic records are protected in accordance with 
policies in DoD Manual 5200.01, Volume 4, DoD Information Security 
Program: Controlled Unclassified Information (CUI). ACT is designed 
where the PII is viewable only by the affected end user, their selected 
leader or mentor(s), Army staff, and system administrators. Access to 
the system is restricted to authorized personnel with Army Knowledge 
Online (AKO) authorization using sign-on and password, or a Common 
Access Card (CAC). After an end user is authenticated, they are 
presented data that is only relevant to them due to role-based 
security. System administrators are carefully selected and their 
assignment of their user IDs is managed and audited on a regular basis. 
ACT's data center uses multiple firewalls and an intrusion detection 
system (IDS) to protect the data. Furthermore, ACT encrypts both data 
in transit and data at rest. Records are maintained within secured 
buildings in areas accessible only to persons having an official need-
to-know and who are properly trained and screened.

RECORDS ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, Headquarters, U.S. Army Training and Doctrine Command, 
Institute of Noncommissioned Officer Professional Development Office 
(ATCG-NCN), 950 Jefferson Ave., Fort Eustis, VA 23604-5704.
    Individual should provide full name, SSN or DoD ID number, military 
status, or other information verifiable from the record itself.

[[Page 29107]]

    In addition, the requester must provide either a notarized 
signature or an unsworn declaration made in accordance with 28 U.S.C. 
1746, in the following format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''

CONTESTING RECORD PROCEDURES:
    The Army's rules for accessing records, contesting contents, and 
appealing initial agency determinations are contained in 32 CFR part 
505, the Army Privacy Program and AR 25-22, The Army Privacy Program, 
or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, Headquarters, U.S. Army Training and Doctrine 
Command, Institute of Noncommissioned Officer Professional Development 
Office (ATCG-NCN), 950 Jefferson Ave., Fort Eustis, VA 23604-5704.
    Individuals should provide full name, SSN, or DoD ID number, 
military status, or other information verifiable from the record 
itself.
    In addition, the requester must provide either a notarized 
signature or an unsworn declaration made in accordance with 28 U.S.C. 
1746, in the following format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    This system of records notice supersedes all versions previously 
published in the Federal Register (January 24, 2017, 82 FR 8179; May 9, 
2011, 76 FR 26714; April 30, 2009, 74 FR 19951).

[FR Doc. 2018-13412 Filed 6-21-18; 8:45 am]
 BILLING CODE 5001-06-P