Privacy Act of 1974; System of Records, 51675-51677 [2018-22230]
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Federal Register / Vol. 83, No. 198 / Friday, October 12, 2018 / Notices
of military experience and training;
military hospitalization and medical
treatment, immunization, and
pharmaceutical dosage records; home
and work addresses; and identities of
individuals involved in incidents of
child and spouse abuse, and
information about the nature of the
abuse and services provided.
CHAMPUS claim records containing
enrollee, patient and health care facility,
provided data such as cause of
treatment, amount of payment, name
and Social Security or tax identification
number of providers or potential
providers of care.
Selective Service System registration
data.
Primary and secondary fingerprints of
Military Entrance Processing Command
(MEPCOM) applicants.
Department of Veteran Affairs
disability payment records. Credit or
financial data as required for security
background investigations.
Criminal history information on
individuals who subsequently enter the
military.
Extract from Office of Personnel
Management (OPM) OPM/CENTRAL–1,
Civil Service Retirement and Insurance
Records, including postal workers
covered by Civil Service Retirement,
containing Civil Service Claim number,
date of birth, name, provision of law
retired under, gross annuity, length of
service, annuity commencing date,
former employing agency and home
address. These records provided by
OPM for approved computer matching.
Non-appropriated fund employment/
personnel records consist of Social
Security Number (SSN), name, and
work address.
Military drug test records containing
the Social Security Number (SSN), date
of specimen collection, date test results
reported, reason for test, test results,
base/area code, unit, service, status
(active/reserve), and location code of
testing laboratory.
Names of individuals, as well as
DMDC assigned identification numbers,
and other user-identifying data, such as
organization, Social Security Number
(SSN), email address, phone number, of
those having web access to DMDC
computer systems and databases, to
include dates and times of access.
System(s) of Records:
1. The DMDC will use the system of
records identified as DMDC 01, entitled
‘‘Defense Manpower Data Center Data
Base,’’ last published in the Federal
Register at November 23, 2011, 76 FR
72391.
2. VA will use the system of records
identified as ‘‘Compensation, Pension,
Education and Vocational Rehabilitation
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and Employment Records—VA’’ (58
VA21/22/28), republished in its entirety
at 77 FR 42593, July 19, 2012.
Both record system contain an
appropriate routine use provision
permitting the disclosure and exchange
of information pursuant to subsection
(b)(3) of the Privacy Act. The routine
use provisions are compatible with the
purpose for which the information was
collected and also reflect that the
disclosures are made for computer
matching purposes.
Dated: October 9, 2018.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
[FR Doc. 2018–22236 Filed 10–11–18; 8:45 am]
BILLING CODE 5001–06–P
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DOD–2018–OS–0073]
Privacy Act of 1974; System of
Records
Defense Human Resources
Activity, DoD.
ACTION: Notice of a new system of
records.
AGENCY:
The Office of the Secretary of
Defense proposes to add a system of
records titled, ‘‘DoD Sexual Assault
Prevention and Response Office Victim
Assistance Data Systems, DHRA 18
DoD.’’ This system is used to track
victim-related inquiries received by the
Sexual Assault Prevention and
Response Office (SAPRO) via email,
SAPRO.mil, the DoD Safe Helpline,
phone, or mail. Once received, inquiries
are referred to the appropriate agency
point of contact and/or to the DoD
Office of the Inspector General for any
complaints concerning the Military
Criminal Investigative Organization to
address the matter(s) raised and
appropriately facilitate a resolution. In
addition, the system will track and
facilitate unrestricted and anonymous
notifications of sexual abuse and
harassment in Military Correctional
Facilities, in accordance with the Prison
Rape Elimination Act (PREA).
DATES: Comments will be accepted on or
before November 13, 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:
SUMMARY:
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51675
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: Mrs.
Luz D. Ortiz, Chief, Records, Privacy
and Declassification Division (RPDD),
1155 Defense Pentagon, Washington, DC
20311–1155, or by phone at (571) 372–
0478.
SUPPLEMENTARY INFORMATION: The
Sexual Assault Prevention and
Response Office (SAPRO) is responsible
for oversight of the Department’s sexual
assault policy per DoD Directive
6495.01, ‘‘Sexual Assault Prevention
and Response (SAPR) Program,’’ and
helps ensure compliance with 28 CFR
115, Prison Rape Elimination Act
National Standards. The SAPRO works
hand-in-hand with the Military Services
and the civilian community to develop,
educate, and implement innovative
sexual assault prevention and response
programs to provide additional
information to DoD personnel to
increase awareness and promote
reporting of sexual assaults. The DoD
SAPRO Victim Assistance Data Systems
provides the SAPRO with the necessary
means to process and track victimrelated inquires and PREA notifications
received by the SAPRO.
The Office of the Secretary of Defense
notices for systems 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 at the Defense Privacy, Civil
Liberties, and Transparency Division
website at https://dpcld.defense.gov/
privacy.
The proposed systems reports, as
required by of the Privacy Act, as
amended, were submitted on August 21,
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
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Federal Register / Vol. 83, No. 198 / Friday, October 12, 2018 / Notices
(OMB) pursuant to Section 6 to OMB
Circular No. A–108, ‘‘Federal Agency
Responsibilities for Review, Reporting,
and Publication under the Privacy Act,’’
revised December 23, 2016 (December
23, 2016, 81 FR 94424).
Dated: October 9, 2018.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
SYSTEM NAME AND NUMBER
DoD Sexual Assault Prevention and
Response Office Victim Assistance Data
Systems, DHRA 18 DoD.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
DoD Sexual Assault Prevention and
Response Office (SAPRO), 4800 Mark
Center Drive, Alexandria, VA 22350–
1500. Amazon Web Services (AWS),
12900 Worldgate Drive, Suite 800,
Herndon, VA 20170–6040.
SYSTEM MANAGER(S):
Senior Victim Assistance Advisor,
DoD SAPRO, 4800 Mark Center Drive,
Alexandria, VA 22350–1500; telephone
571–372–2657; email whs.mcalex.wso.mbx.SAPRO@mail.mil.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 136, Under Secretary of
Defense for Personnel and Readiness; 28
CFR 115, Prison Rape Elimination Act
National Standards; DoD Directive
6495.01, Sexual Assault Prevention and
Response (SAPR) Program; DoD
Instruction 6495.02, Sexual Assault
Prevention and Response (SAPR)
Program Procedures.
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PURPOSE(S) OF THE SYSTEM:
To track victim-related inquiries and
follow-up support service requests by
the SAPRO via email, SAPR.mil, the
DoD Safe Helpline (SHL), phone, or
mail; to respond to requests for SHL
marketing and promotional materials; to
allow individuals to provide feedback
on the services of a sexual assault
response coordinator (SARC), victim
advocate, or other military staff or
employee on their installation/base; to
maintain a searchable referrals database
that houses contact information for
SARCs, medical, legal, chaplain,
military police resources, and civilian
sexual assault service providers; to
provide user access to the Safe Helpline
Report Database; to track and facilitate
unrestricted and anonymous
notifications of sexual abuse and
harassment in Military Correctional
Facilities, in accordance with the Prison
Rape Elimination Act (PREA).
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who request materials or
provide feedback on military sexual
assault services; SARCs, medical, legal,
chaplain, military police, and civilian
sexual assault responders; Reportable
database users; and individuals who
contact the DoD SHL or SAPRO for
assistance, follow-up support services,
or who provide information about
sexual abuse and harassment occurring
at Military Correctional Facilities under
the Prison Rape Elimination Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
For inquiries, feedback, or support
requests the following information may
be collected: Requestor/inquirer’s full
name or pseudonym, personal/work
telephone number and email address,
home address, user type/position (e.g.
victim/survivor, family friend, Service
member, military spouse, DoD civilian
employee, etc.), Service affiliation, rank,
base/installation, state, and age; how the
inquiry was received (written, email,
telephone), type of inquiry (e.g., Army,
Navy, Air Force, legal, command, law
enforcement, inspector general, medical,
DoD Safe Helpline, report of sexual
assault, training, etc.), and category of
inquiry (e.g., general complaint,
criticism of SAPR Personnel or program,
general information request, raising a
policy issue, report of misconduct,
request for Service referral, report of
retaliation, praise of SAPR personnel or
program); victim’s name, Service
affiliation, status/position, installation,
and inquiry number; installation where
the interaction took place, date of
incident, the name and/or office and
title of the military personnel about
which the feedback is being submitted,
year assault was reported, if command
and/or a Military Criminal Investigation
Office was involved, and case synopsis;
documents that inquirer submits to
SAPRO; permission for SAPRO to
follow up on the inquiry; agency to
which the inquiry was referred, agency
action officer name, documents sent to
or received from relevant agency in
support of the inquiry, suspense date,
and case synopsis sent to the agency;
dates that final status was sent to
requester and date the inquiry was
closed; comments and dates tracking
communication between SAPRO,
agencies, and inquirer.
PREA notifications may include: Type
of notification (e.g., anonymous report
via SAPRO, Unrestricted report via
SARC, Unrestricted report via SAPRO,
etc.); date and time of notification;
location and date/time of the incident;
victim’s full name (for unrestricted
reports); caller’s full name (for
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unrestricted reports); caller’s contact
information (as applicable); caller’s
relationship to the victim (self or third
party); permission from inmate for
SAPRO to forward the notification for
investigation; SARC location and phone
number (unrestricted reports only) and
details provided by the caller about the
nature of the incident (not including PII
for all anonymous reports).
When requesting materials about the
Program, the following information may
be collected: First and last name,
shipping address, personal or work
email, installation/base, rank (if
applicable), status/position (e.g., Sexual
Assault Response Coordinator (SARC),
victim advocate, third party
organization, etc.), affiliation (e.g.,
Service, family member, veteran, etc.),
and an open comment field for
questions and suggestions.
For the DoD and civilian responders
the following information may be
collected: Name and work-related
contact information (installation/base,
address, email, phone number).
RECORD SOURCE CATEGORIES:
The individual.
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:
a. To the Department of Veterans
Affairs to facilitate the resolution of
questions regarding benefits and care in
support of a diagnosis with the Veterans
Health Affairs related to Military Sexual
Trauma and with the Veterans Benefits
Affairs in obtaining benefits.
b. 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.
c. To the appropriate Federal, State,
local, territorial, tribal, 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.
d. To any component of the
Department of Justice for the purpose of
representing the DoD, or its
components, officers, employees, or
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Federal Register / Vol. 83, No. 198 / Friday, October 12, 2018 / Notices
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 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.
h. To appropriate agencies, entities,
and persons when (1) the DoD suspects
or has confirmed there was a breach of
the system of records; (2) the DoD
determined 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.
i. 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:
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System records are stored on
electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Name; date of inquiry; and/or Military
Correctional Facility, as appropriate.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Victim Related-Inquiry Tracking Files
(DD Form 2985 and 2985–1): Records
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are destroyed 25 years after the end of
the calendar year in which the case was
resolved.
DD Form 2985–2, Materials Request:
Records are destroyed three (3) months
after the end of the fiscal year in which
the request for material was completed
or cancelled.
Responder Database: Obsolete and
revised are destroyed one (1) year after
the end of the fiscal year.
Reportal Administrative Database:
After three (3) continuous years of
inactivity, records are closed at the end
of that fiscal year; and destroyed after an
additional 25 years.
Follow-up Support System: Records
are destroyed 25 years after the end of
the fiscal year of the close-out of the
communication.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Victim-related inquiry records are
maintained in a controlled facility
employing physical safeguards
including the use of combination locks
and identification badges. Access to
electronic data files in the system is
role-based, restricted to personnel with
a need to know, and requires a Common
Access Card (CAC) and password.
Electronic data is also protected via
encryption. The database cannot be
accessed from the outside as it does not
reside on a server and all records are
accessible only to authorized persons
with a need to know who are properly
screened, cleared and trained.
SHL servers are maintained within
the Amazon Web Services (AWS)
GovCloud network infrastructure. The
protections on the network include
firewalls, passwords, and web-common
security architecture. AWS restricts
physical access to the data centers
where the SHL servers reside. Physical
access logs are reviewed and analyzed
on a daily basis by AWS personnel. All
PII is stored in a password-protected
environment with internal access only.
All individuals with access to the data
undergo a background investigation and
sign a nondisclosure agreement.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records
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.
Signed, written requests should contain
the name of the individual, the name
and number of this system of records
notice, date of incident and/or Military
Correctional Facility, if applicable.
In addition, the requester must
provide either a notarized statement or
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51677
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 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.
NOTIFICATION PROCEDURES:
Individuals seeking to determine
whether information about themselves
is contained in this system of records
should address written inquiries to
Senior Victim Assistance Advisor, DoD
SAPRO, Victim Assistance, 4800 Mark
Center Drive, Alexandria, VA 22350–
1500.
Signed, written requests should
contain the name of the requester, the
name of the original inquirer, the name
of the victim, date of incident and/or
Military Correctional Facility, if
applicable.
In addition, the requester must
provide either a notarized statement 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:
N/A.
[FR Doc. 2018–22230 Filed 10–11–18; 8:45 am]
BILLING CODE 5001–06–P
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Agencies
[Federal Register Volume 83, Number 198 (Friday, October 12, 2018)]
[Notices]
[Pages 51675-51677]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-22230]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DOD-2018-OS-0073]
Privacy Act of 1974; System of Records
AGENCY: Defense Human Resources Activity, DoD.
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: The Office of the Secretary of Defense proposes to add a
system of records titled, ``DoD Sexual Assault Prevention and Response
Office Victim Assistance Data Systems, DHRA 18 DoD.'' This system is
used to track victim-related inquiries received by the Sexual Assault
Prevention and Response Office (SAPRO) via email, SAPRO.mil, the DoD
Safe Helpline, phone, or mail. Once received, inquiries are referred to
the appropriate agency point of contact and/or to the DoD Office of the
Inspector General for any complaints concerning the Military Criminal
Investigative Organization to address the matter(s) raised and
appropriately facilitate a resolution. In addition, the system will
track and facilitate unrestricted and anonymous notifications of sexual
abuse and harassment in Military Correctional Facilities, in accordance
with the Prison Rape Elimination Act (PREA).
DATES: Comments will be accepted on or before November 13, 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: Mrs. Luz D. Ortiz, Chief, Records,
Privacy and Declassification Division (RPDD), 1155 Defense Pentagon,
Washington, DC 20311-1155, or by phone at (571) 372-0478.
SUPPLEMENTARY INFORMATION: The Sexual Assault Prevention and Response
Office (SAPRO) is responsible for oversight of the Department's sexual
assault policy per DoD Directive 6495.01, ``Sexual Assault Prevention
and Response (SAPR) Program,'' and helps ensure compliance with 28 CFR
115, Prison Rape Elimination Act National Standards. The SAPRO works
hand-in-hand with the Military Services and the civilian community to
develop, educate, and implement innovative sexual assault prevention
and response programs to provide additional information to DoD
personnel to increase awareness and promote reporting of sexual
assaults. The DoD SAPRO Victim Assistance Data Systems provides the
SAPRO with the necessary means to process and track victim-related
inquires and PREA notifications received by the SAPRO.
The Office of the Secretary of Defense notices for systems 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 at the Defense Privacy, Civil
Liberties, and Transparency Division website at https://dpcld.defense.gov/privacy.
The proposed systems reports, as required by of the Privacy Act, as
amended, were submitted on August 21, 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
[[Page 51676]]
(OMB) pursuant to Section 6 to OMB Circular No. A-108, ``Federal Agency
Responsibilities for Review, Reporting, and Publication under the
Privacy Act,'' revised December 23, 2016 (December 23, 2016, 81 FR
94424).
Dated: October 9, 2018.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER
DoD Sexual Assault Prevention and Response Office Victim Assistance
Data Systems, DHRA 18 DoD.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
DoD Sexual Assault Prevention and Response Office (SAPRO), 4800
Mark Center Drive, Alexandria, VA 22350-1500. Amazon Web Services
(AWS), 12900 Worldgate Drive, Suite 800, Herndon, VA 20170-6040.
SYSTEM MANAGER(S):
Senior Victim Assistance Advisor, DoD SAPRO, 4800 Mark Center
Drive, Alexandria, VA 22350-1500; telephone 571-372-2657; email [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 136, Under Secretary of Defense for Personnel and
Readiness; 28 CFR 115, Prison Rape Elimination Act National Standards;
DoD Directive 6495.01, Sexual Assault Prevention and Response (SAPR)
Program; DoD Instruction 6495.02, Sexual Assault Prevention and
Response (SAPR) Program Procedures.
PURPOSE(S) OF THE SYSTEM:
To track victim-related inquiries and follow-up support service
requests by the SAPRO via email, SAPR.mil, the DoD Safe Helpline (SHL),
phone, or mail; to respond to requests for SHL marketing and
promotional materials; to allow individuals to provide feedback on the
services of a sexual assault response coordinator (SARC), victim
advocate, or other military staff or employee on their installation/
base; to maintain a searchable referrals database that houses contact
information for SARCs, medical, legal, chaplain, military police
resources, and civilian sexual assault service providers; to provide
user access to the Safe Helpline Report Database; to track and
facilitate unrestricted and anonymous notifications of sexual abuse and
harassment in Military Correctional Facilities, in accordance with the
Prison Rape Elimination Act (PREA).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who request materials or provide feedback on military
sexual assault services; SARCs, medical, legal, chaplain, military
police, and civilian sexual assault responders; Reportable database
users; and individuals who contact the DoD SHL or SAPRO for assistance,
follow-up support services, or who provide information about sexual
abuse and harassment occurring at Military Correctional Facilities
under the Prison Rape Elimination Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
For inquiries, feedback, or support requests the following
information may be collected: Requestor/inquirer's full name or
pseudonym, personal/work telephone number and email address, home
address, user type/position (e.g. victim/survivor, family friend,
Service member, military spouse, DoD civilian employee, etc.), Service
affiliation, rank, base/installation, state, and age; how the inquiry
was received (written, email, telephone), type of inquiry (e.g., Army,
Navy, Air Force, legal, command, law enforcement, inspector general,
medical, DoD Safe Helpline, report of sexual assault, training, etc.),
and category of inquiry (e.g., general complaint, criticism of SAPR
Personnel or program, general information request, raising a policy
issue, report of misconduct, request for Service referral, report of
retaliation, praise of SAPR personnel or program); victim's name,
Service affiliation, status/position, installation, and inquiry number;
installation where the interaction took place, date of incident, the
name and/or office and title of the military personnel about which the
feedback is being submitted, year assault was reported, if command and/
or a Military Criminal Investigation Office was involved, and case
synopsis; documents that inquirer submits to SAPRO; permission for
SAPRO to follow up on the inquiry; agency to which the inquiry was
referred, agency action officer name, documents sent to or received
from relevant agency in support of the inquiry, suspense date, and case
synopsis sent to the agency; dates that final status was sent to
requester and date the inquiry was closed; comments and dates tracking
communication between SAPRO, agencies, and inquirer.
PREA notifications may include: Type of notification (e.g.,
anonymous report via SAPRO, Unrestricted report via SARC, Unrestricted
report via SAPRO, etc.); date and time of notification; location and
date/time of the incident; victim's full name (for unrestricted
reports); caller's full name (for unrestricted reports); caller's
contact information (as applicable); caller's relationship to the
victim (self or third party); permission from inmate for SAPRO to
forward the notification for investigation; SARC location and phone
number (unrestricted reports only) and details provided by the caller
about the nature of the incident (not including PII for all anonymous
reports).
When requesting materials about the Program, the following
information may be collected: First and last name, shipping address,
personal or work email, installation/base, rank (if applicable),
status/position (e.g., Sexual Assault Response Coordinator (SARC),
victim advocate, third party organization, etc.), affiliation (e.g.,
Service, family member, veteran, etc.), and an open comment field for
questions and suggestions.
For the DoD and civilian responders the following information may
be collected: Name and work-related contact information (installation/
base, address, email, phone number).
RECORD SOURCE CATEGORIES:
The individual.
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:
a. To the Department of Veterans Affairs to facilitate the
resolution of questions regarding benefits and care in support of a
diagnosis with the Veterans Health Affairs related to Military Sexual
Trauma and with the Veterans Benefits Affairs in obtaining benefits.
b. 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.
c. To the appropriate Federal, State, local, territorial, tribal,
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.
d. To any component of the Department of Justice for the purpose of
representing the DoD, or its components, officers, employees, or
[[Page 51677]]
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 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.
h. To appropriate agencies, entities, and persons when (1) the DoD
suspects or has confirmed there was a breach of the system of records;
(2) the DoD determined 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.
i. 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:
System records are stored on electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Name; date of inquiry; and/or Military Correctional Facility, as
appropriate.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Victim Related-Inquiry Tracking Files (DD Form 2985 and 2985-1):
Records are destroyed 25 years after the end of the calendar year in
which the case was resolved.
DD Form 2985-2, Materials Request: Records are destroyed three (3)
months after the end of the fiscal year in which the request for
material was completed or cancelled.
Responder Database: Obsolete and revised are destroyed one (1) year
after the end of the fiscal year.
Reportal Administrative Database: After three (3) continuous years
of inactivity, records are closed at the end of that fiscal year; and
destroyed after an additional 25 years.
Follow-up Support System: Records are destroyed 25 years after the
end of the fiscal year of the close-out of the communication.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Victim-related inquiry records are maintained in a controlled
facility employing physical safeguards including the use of combination
locks and identification badges. Access to electronic data files in the
system is role-based, restricted to personnel with a need to know, and
requires a Common Access Card (CAC) and password. Electronic data is
also protected via encryption. The database cannot be accessed from the
outside as it does not reside on a server and all records are
accessible only to authorized persons with a need to know who are
properly screened, cleared and trained.
SHL servers are maintained within the Amazon Web Services (AWS)
GovCloud network infrastructure. The protections on the network include
firewalls, passwords, and web-common security architecture. AWS
restricts physical access to the data centers where the SHL servers
reside. Physical access logs are reviewed and analyzed on a daily basis
by AWS personnel. All PII is stored in a password-protected environment
with internal access only. All individuals with access to the data
undergo a background investigation and sign a nondisclosure agreement.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records 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.
Signed, written requests should contain the name of the individual, the
name and number of this system of records notice, date of incident and/
or Military Correctional Facility, if applicable.
In addition, the requester must provide either a notarized
statement 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 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.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should address
written inquiries to Senior Victim Assistance Advisor, DoD SAPRO,
Victim Assistance, 4800 Mark Center Drive, Alexandria, VA 22350-1500.
Signed, written requests should contain the name of the requester,
the name of the original inquirer, the name of the victim, date of
incident and/or Military Correctional Facility, if applicable.
In addition, the requester must provide either a notarized
statement 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:
N/A.
[FR Doc. 2018-22230 Filed 10-11-18; 8:45 am]
BILLING CODE 5001-06-P