Privacy Act of 1974; System of Records, 8513-8515 [2019-04191]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 84, Number 46 (Friday, March 8, 2019)]
[Notices]
[Pages 8513-8515]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-04191]



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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2019-OS-0019]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice of a modified system of records.

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SUMMARY: The Office of the Secretary of Defense (OSD) proposes to 
modify a system of records titled Joint Civilian Orientation Conference 
(JCOC) Files, DPA DCR.A 01. The JCOC Program Coordinator uses this 
system of records to initiate an annual call for nominations and an 
electronic nomination form to email all individuals authorized to 
nominate candidates for participation in JCOC. Authorized individuals 
that choose to nominate candidates for participation in JCOC complete 
the electronic nomination form and return it via email to the JCOC 
Program Coordinator. Subsequent to a selection panel process, the JCOC 
Program Coordinator distributes an electronic registration form and an 
electronic medical form via email to all candidates nominated for and 
selected to participate in JCOC. Candidates that accept the invitation 
to participate in JCOC complete the electronic registration form and 
their physician signs the electronic medical form. Upon completion, the 
candidate returns both the registration form and medical form to the 
JCOC Program Coordinator via email.

DATES: Comments will be accepted on or before April 8, 2019. This 
proposed action will be effective on 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, Regulatory and 
Advisory Committee Division, 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 20301-1155, or by phone at (571) 372-0478.

SUPPLEMENTARY INFORMATION: The JCOC is a weeklong engagement program 
providing business and community leaders the opportunity to gain 
firsthand knowledge and experience with the Department of Defense (DoD) 
and each of the military services. The JCOC Program mission is to 
increase public understanding of national defense by enabling American 
business and community leaders to directly observe and engage with the 
U.S. military in areas such as global security threats, budget 
implications, social issues facing troops, and the needs of 
transitioning Service members. The program's objective is to educate 
and inform private sector leaders and enhance their understanding of 
the military and its personnel. The JCOC also provides the American 
public opportunities to obtain a better understanding of national 
defense policies and programs.
    The JCOC is the oldest and most prestigious public liaison program 
in the DoD and is the only outreach program sponsored by the Secretary 
of Defense. The authority vested in the Secretary of Defense per 
section 113 of 10 United States Code (U.S.C.) and DoD Directive 5122.5 
establishes the position of Assistant Secretary of Defense for Public 
Affairs (ASD(PA)). The ASD(PA)'s responsibilities, functions, and 
authorities include the conduct of public affairs, community relations 
activities and programs as authorized by DoD Directive 5410.18, Public 
Affairs Community Relations Policy. This policy includes administration 
and execution of the JCOC Program.
    This modification reflects changes to the system number, system 
location, system manager(s), authority, purpose, categories of 
individuals, categories of records, record source categories, routine 
uses, storage, retrieval, retention and disposal, safeguards, record 
access procedures, contesting records, and notification procedures and 
the addition of security classification and history sections.
    The OSD 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 from the Defense Privacy, Civil Liberties, and Transparency 
Division website at https://defense.gov/privacy.
    The proposed systems reports, as required by 5 U.S.C. 552a(r) of 
the Privacy Act, as amended, were submitted on December 17, 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 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: March 4, 2019.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Joint Civilian Orientation Conference (JCOC) Files, DPA 03.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of the Assistant to the Secretary of Defense (Public 
Affairs), Community and Public Outreach, Room 2D982, 1400 Defense 
Pentagon, Washington, DC 20301-1400.

SYSTEM MANAGER(S):
    JCOC Program Manager, Office of the Assistant to the Secretary of 
Defense (Public Affairs), Community and Public Outreach, 1400 Defense 
Pentagon, Washington, DC 20301-1400. Email: osd.pentagon.pa.mbx.cpo-review@mail.mil; Phone: (703) 695-2036.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 113, Secretary of Defense; DoD Directive 5122.5, 
Assistant Secretary of Defense for Public Affairs (ASD(PA)); and DoD 
Directive 5410.18, Public Affairs Community Relations Policy.

PURPOSE OF THE SYSTEM:
    To administer the JCOC Program, verify the eligibility of 
nominators and candidates, and to select those nominated individuals 
for participation in JCOC.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Military personnel, Coast Guard members, Department of Defense 
civilians, and JCOC alumni (hereafter JCOC Nominator) who nominate

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candidates for participation in JCOC; and civilians nominated for and 
selected to participate in JCOC.

CATEGORIES OF RECORDS IN THE SYSTEM:
    JCOC Nominator (DoD/Coast Guard/JCOC alumni): full name, rank/
grade, work or personal email address and telephone number, point of 
contact for questions/notifications, nominating authority, and JCOC 
class year.
    JCOC Candidate: full name, title, organization name and address, 
work and personal email address, home address, home/cell phone number, 
biography, photograph, interviews, medical authorization form, and 
informed consent form.
    Alternate point of contact for the JCOC Candidate: full name, 
address, email address, and phone number.

RECORD SOURCE CATEGORIES:
    Nominators and candidates for the JCOC Program.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3):
    a. 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.
    b. 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.
    c. 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 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.
    d. 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.
    e. 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.
    f. 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.
    g. 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:
    These records are stored on paper and electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by full name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained and disposed of consistent with the 
National Archives and Records Administration approved records 
disposition schedules. Nomination and participation records are 
destroyed 10 years after conclusion of associated JCOC Program.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are maintained in a locked file cabinet in the JCOC 
Program office and are accessible only by authorized program personnel. 
Electronic records are stored in folders on a computer network storage 
system secured according to the Risk Management Framework requirements, 
with access restricted to authorized JCOC Program personnel and network 
maintenance personnel via Common Access Card authentication and system 
user credentials.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system should address 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 for information must include full name, 
current address, year of participation, and the name and number of this 
system of records notice. 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 Office of the Secretary of Defense (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 should address inquiries to the 
Director, Joint Civilian Orientation Conference, Office of the 
Assistant to the Secretary of Defense (Public Affairs), Community and 
Public Outreach, 1400 Defense Pentagon, Washington, DC 20301-1400.
    Signed, written requests for information must include the 
individual's full name, current address, and year of participation. 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).''

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EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    February 22, 1993, 58 FR 10227.

[FR Doc. 2019-04191 Filed 3-7-19; 8:45 am]
BILLING CODE 5001-06-P