Privacy Act of 1974; System of Records, 4949-4952 [2020-01431]
Download as PDF
Federal Register / Vol. 85, No. 18 / Tuesday, January 28, 2020 / Notices
diamond sawblades or parts thereof may be
imported under heading 8206.00.00.00 of the
HTSUS. On October 11, 2011, Commerce
included the 6804.21.00.00 HTSUS
classification number to the customs case
reference file, pursuant to a request by U.S.
Customs and Border Protection.9 Pursuant to
requests by CBP, Commerce included to the
customs case reference file the following
HTSUS classification numbers: 8202.39.0040
and 8202.39.0070 on January 22, 2015, and
6804.21.0010 and 6804.21.0080 on January
26, 2015.10
The tariff classification is provided for
convenience and customs purposes;
however, the written description of the scope
of the order is dispositive.
[FR Doc. 2020–01433 Filed 1–27–20; 8:45 am]
BILLING CODE 3510–DS–P
DEPARTMENT OF DEFENSE
Department of the Air Force
[Docket ID: USAF–2018–HQ–0004]
Submission for OMB Review;
Comment Request
AGENCY:
Department of the Air Force,
DoD.
ACTION:
30-Day information collection
notice.
The Department of Defense
has submitted to OMB for clearance the
following proposal for collection of
information under the provisions of the
Paperwork Reduction Act.
DATES: Consideration will be given to all
comments received by February 27,
2020.
ADDRESSES: Comments and
recommendations on the proposed
information collection should be
emailed to Ms. Jasmeet Seehra, DoD
Desk Officer, at oira_submission@
omb.eop.gov. Please identify the
proposed information collection by DoD
Desk Officer, Docket ID number, and
title of the information collection.
FOR FURTHER INFORMATION CONTACT:
Angela James, 571–372–7574, or
whs.mc-alex.esd.mbx.dd-dodinformation-collections@mail.mil.
SUPPLEMENTARY INFORMATION:
Title; Associated Form; and OMB
Number: Air Force Recruiting.
Information Support System—Total
Force (AFRISS–TF); OMB Control
Number 0701–0150.
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SUMMARY:
9 See Diamond Sawblades and Parts Thereof from
the Republic of Korea: Preliminary Results of
Antidumping Duty Administrative Review, 76 FR
76128 (December 6, 2011).
10 See Diamond Sawblades and Parts Thereof
from the People’s Republic of China: Final Results
of Antidumping Duty Administrative Review; 2016–
2017, 83 FR 64331 (December 14, 2018) and
accompanying Issues and Decision Memorandum at
3.
VerDate Sep<11>2014
17:02 Jan 27, 2020
Jkt 250001
Type of Request: Reinstatement with
change.
Number of Respondents: 100,000.
Responses per Respondent: 15.
Annual Responses: 1,500,000.
Average Burden per Response: 3
hours.
Annual Burden Hours: 4,500,000.
Needs and Uses: Recruiting requires
the collection of specific information on
prospective Air Force, Air National
Guard, and Air Force Reserve Command
enlistees, officers, and health profession
personnel entering into duty. The
information is used to create the initial
personnel record that is used to
prescreen and qualify enlistees, line
officers, and health professionals fit for
service and ultimately induction into
one of the three Air Force commands.
The information is also collected to
process security clearances for those
individuals requiring clearances for
sensitive and classified positions. The
respondents are recruiting applicants of
the Air Force who may seek more
information or request copies of their
personal information. The collection
instrument is by various forms as
applicable. Form names and numbers
are listed in accompanying System of
Record Notice. Collections instruments
are completed by applicants and
recruiters into the system of record as
applicable to their recruiting and
application purposes. Forms are
collected by recruiters after completion
by the applicants. All completed
instruments of collection reside in the
system of record which has safeguards
in place to protect privacy information.
The end result of a successful
information collection is the successful
accession of an applicant in the Air
Force and the safe keeping of said
applicant’s personal information.
Affected Public: Individuals or
Households.
Frequency: On occasion.
Respondent’s Obligation: Required to
Obtain or Retain Benefits.
OMB Desk Officer: Ms. Jasmeet
Seehra.
You may also submit comments and
recommendations, identified by Docket
ID number and title, by the following
method:
• Federal eRulemaking Portal: https://
www.regulations.gov. Follow the
instructions for submitting comments.
Instructions: All submissions received
must include the agency name, Docket
ID number, and title 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
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4949
received without change, including any
personal identifiers or contact
information.
DOD Clearance Officer: Ms. Angela
James.
Requests for copies of the information
collection proposal should be sent to
Ms. James at whs.mc-alex.esd.mbx.dddod-information-collections@mail.mil.
Dated: January 23, 2020.
Morgan E. Park,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
[FR Doc. 2020–01394 Filed 1–27–20; 8:45 am]
BILLING CODE 5001–06–P
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD–2020–OS–0014]
Privacy Act of 1974; System of
Records
Office of the Secretary,
Department of Defense (DoD).
ACTION: Notice of a modified System of
Records.
AGENCY:
The Office of the Secretary of
Defense (OSD) is modifying an existing
System of Records, Defense Civilian
Personnel Data System (DCPDS), DPR
34 DoD, by changing the system name
and number to the Defense Civilian
Human Resource Management System
(DCHRMS), DHRA 23 DoD. The
DCHRMS serves as the Department’s
enterprise civilian human resources
(HR) automated system and supports
one-third of the Federal work force. The
Defense Civilian Personnel Advisory
Service will manage the development,
deployment, and administration of the
DCHRMS operation. DCHRMS’
operational activities will include the
processing of all personnel transactions,
position management, providing
workforce analysis and reporting for the
DoD and external government agencies,
support for health insurance programs,
managing benefits, performance
management and reporting certification
and training. DCHRMS will support the
entire civilian HR life cycle, with
transactions and information reflecting
acquiring, assigning, training and
development, sustaining and managing
HR compensation, managing
organizations, supporting benefits
management, and separation or
termination of civilian personnel.
DATES: This System of Records
modification is effective upon
publication; however, comments on the
Routine Uses will be accepted on or
before February 27, 2020. The Routine
SUMMARY:
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Federal Register / Vol. 85, No. 18 / Tuesday, January 28, 2020 / Notices
Uses are effective at the close of the
comment period.
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 for 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.
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 OSD
is modifying this System of Records by
changing the following sections: System
name and number, system location,
system manager(s), authority for
maintenance of the system, purpose(s)
of the system, categories of records in
the system, administrative, technical,
and physical safeguards, records source
categories, routine uses, and notification
procedures.
DCPDS is migrating to new software,
a service/cloud based human capital
management system, which will be
referred to as DCHRMS. The DCHRMS
implementation supports the 2018
President’s Management Agenda Key
Driver of Transformation to ‘‘Build and
maintain more modern, secure, and
resilient information technology to
enhance mission delivery and
productivity’’ while potentially
reducing costs by minimizing variations
from standard processes and design,
increasing efficiencies, and enhancing
customer satisfaction. The DCHRMS
system will streamline and standardize
personnel processes, such as hiring,
reducing time, effort, and costs for the
Department and users. The Software as
a Service Cloud implementation will
also provide more security as a single
record source by eliminating duplicate
record storage. Building a more modern,
secure, and resilient system will
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enhance productivity and customer
satisfaction. This includes an employee
self-service system providing a single,
comprehensive transactional record for
civilian employees, resulting in more
efficient and streamlined HR processes.
The OSD 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.
The proposed systems reports, as
required by the Privacy Act of 1974, as
amended, were submitted on November
22, 2019, to the House Committee on
Oversight and 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: January 23, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Defense Civilian Human Resource
Management System (DCHRMS), DHRA
23 DoD.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Equinix Data Center, 1945 Lunt
Avenue, Elk Grove Village, IL 60007;
Secondary address: QTS Data Center,
44874 Moran Road, Sterling, VA 20166.
SYSTEM MANAGER(S):
Director, Enterprise Solutions and
Integration Defense Civilian Personnel
Advisory Service, 4800 Mark Center
Drive, Suite 06E22, Arlington, VA
22350–6000, Email: dodhra.mcalex.dcpas.mbx.saco@mail.mil.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 11, Office of
Personnel Management; 5 U.S.C.
Chapter 13, Special Authority; 5 U.S.C.
Chapter 29, Commissions, Oaths,
Records, and Reports; 5 U.S.C. Chapter
31, Authority for Employment; 5 U.S.C.
Chapter 33, Examination, Selection, and
Placement; 5 U.S.C. Chapter 41,
Training; 5 U.S.C. Chapter 43,
Performance Appraisal; 5 U.S.C.
Chapter 51, Classification; 5 U.S.C.
Chapter 53, Pay Rates and Systems; 5
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U.S.C. Chapter 55, Pay Administration;
5 U.S.C. Chapter 61, Hours of Work; 5
U.S.C. Chapter 63, Leave; 5 U.S.C.
Chapter 72, Antidiscrimination; Right to
Petition Congress; 5 U.S.C. 7201,
Antidiscrimination Policy; minority
recruitment program; 5 U.S.C. Chapter
75, Adverse Actions; 5 U.S.C. Chapter
83, Retirement; 5 U.S.C. Chapter 84,
Federal Employees’ Retirement System,
Antidiscrimination Policy; minority
recruitment program; 10 U.S.C. 136,
Under Secretary of Defense for
Personnel and Readiness; E.O. 9830,
Amending the Civil Service Rules and
Providing for Federal Personnel
Administration, as amended; 29 CFR
part 1614.601, EEO Group Statistics;
and E.O. 9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
Data within DCHRMS is used to
maintain a System of Records providing
human resource information and system
support for the DoD civilian workforce
worldwide that manages the HR
processing and reporting, including
position, compensation and benefits,
and performance management, as well
as create efficiencies in Human Capital
Management. Data within the Corporate
Management Information System data
warehouse is also used for analysis in
order to meet Congressional and Federal
reporting requirements.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Civilian employees and job applicants
selected for civilian appropriated/nonappropriated fund (NAF), local
nationals, and National Guard civilian
technician positions in the DoD.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal information including name,
date of birth, place of birth, citizenship,
gender, marital status, DoD
identification number (DoD ID), Social
Security Number (SSN), employee
number, emergency contact information
(contact person’s name, home phone,
work phone, cell phone, email address),
employee work email address, employee
phone numbers to include home, work,
pager, fax and mobile; security
clearance information; ethnicity and
race; disability code; and foreign
language capability. Position
authorization and control information;
position data and performance
elements; personnel data and projected
suspense information for personnel
actions; pay, benefits, and entitlements
data. Historical information on
employees, including job experience,
education, training, and training
transaction data; performance plans,
interim appraisals, final appraisals,
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closeouts and ratings; professional
accounting or other certifications or
licenses; awards information and merit
promotion information; separation and
retirement data; civilian deployment
information, and adverse and
disciplinary action data. In addition, the
Corporate Management Information
System data (which is comprised of
each employee current and historical
record, to include all person,
assignment, position, and personnel
actions/updates) will be maintained and
refreshed for agencies’ historical and
congressional reporting purposes.
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RECORD SOURCE CATEGORIES:
Resumes, applicant record, Standard
Form (SF) 181, Ethnicity and Race
Identification, SF 256, ‘‘SelfIdentification of Disability,’’ SF 144,
‘‘Statement of Prior Federal Service’’;
OF 306, ‘‘Declaration for Federal
Employment’’; DD 214, ‘‘Certificate of
Release or Discharge from Active Duty’’;
SF 813, ‘‘Verification of a Military
Retiree’s Service In Non Wartime
Campaigns or Expeditions’’; SF 15,
‘‘Application for 10-Point Veteran
Preference’’; SF 52, ‘‘Request for
Personnel Action’’; SF 50, ‘‘Notification
of Personnel Action’’; SF 61,
‘‘Appointment Affidavit’’; DD X739,
‘‘Civilian Employee’s Military Reserve,
Guard, or Retiree Data’’; DD 2888, ‘‘DoD
Critical Acquisition Position Service
Agreement’’; DD 2889, ‘‘DoD Critical
Acquisition Position Service Agreement
Key Leadership Position (KLP)’’; DD
2365, ‘‘DoD Expeditionary Civilian
Agreement: Emergency-Essential
Positions and Non-Combat Essential
Positions’’; DD 3031, ‘‘Department of
Defense Senior Executive Service
Probation Period’’; SF 2809,
‘‘Employees’ Health Benefits Election’’;
SF 2817, ‘‘Federal Employees’
Retirement System Election’’; SF 75,
‘‘Request for Preliminary Employment
Data’’; employee or supervisor generated
training requests; human resources
generated records; employee generated
data recorded as self-certified; and other
employee or supervisor generated
records. Data is also received from
various interfaces with systems
including, the Joint Personnel
Adjudication System; Fourth Estate
Manpower Tracking System; Defense
Civilian Payroll System; the Air Force
Manpower Programming and Execution
System; NAF Payroll; Thrift Savings
Plan hardship; Interactive Voice
Recognition System; USA Staffing; and
employee completed training data
provided by respective Component
agencies.
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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, these 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 Equal Employment
Opportunity Commission for the
purpose of providing Equal
Employment Opportunity group
statistics in accordance with 29 CFR
part 1614.601, EEO Group Statistics.
b. To the Office of Personnel
Management (OPM) for the purpose of
addressing civilian pay and leave,
benefits, retirement deduction, and any
other information necessary for the
OPM to carry out its legally authorized
government-wide personnel
management functions and studies.
c. To educational institutions and
commercial training providers for the
purpose of selecting and registering
applicants approved by a DoD
component to attend a specified
program, and, when applicable, to
provide for payment.
d. To contractors responsible for
performing or working on contracts for
the DoD when necessary to accomplish
an agency function related to this
System of Records. Individuals
provided information under this routine
use are subject to the same Privacy Act
requirements and limitations on
disclosure that apply to DoD officers
and employees.
e. 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.
f. 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.
g. 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.
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4951
h. 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.
i. 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.
j. 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.
k. 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:
Electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records are retrieved by name, DoD
ID, or SSN.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
DCHRMS records are retained for 25
years after an individual separates from
the government and then the records are
purged; Corporate Management
Information System records are cutoff
and destroyed when no longer needed
for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Records are accessed and or
maintained in areas accessible only to
authorized personnel who are properly
screened, cleared, and trained. Common
Access Cards (CACs) are employed to
ensure access is limited to authorized
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personnel only. Role based access is
used to ensure HR Personnel and system
administrators have access to only the
records they are entitled to see.
Employees are able to access and view
only their records and update certain
personal information to them via twofactor authentication or CAC.
Additional technical controls include
encryption of data at rest and in transit,
firewall, virtual private network,
intrusion detection system, DoD Public
Key Infrastructure Certificates, and least
privilege access. Security systems and
or security guards protect buildings
where records are accessed or
maintained. Additional physical access
controls include, biometric access
systems, multiple layers of locked
access control doors and mantraps,
closed-circuit television, and physical
intrusion alarms.
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, Office of
Freedom of Information, 1155 Defense
Pentagon, Washington, DC 20301–1155.
Signed written requests should contain
name and number of this System of
Records Notice along with the
individuals’ full name, date of birth,
SSN, and or DoD ID, and dates of
employment (or approximate), and last
employing agency. 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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CONTESTING RECORD PROCEDURES:
The DoD rules for accessing records,
for contesting contents, and for
appealing initial agency determinations
are contained in 32 CFR part 310, 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 Defense
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17:02 Jan 27, 2020
Jkt 250001
Civilian Personnel Advisory Service,
4800 Mark Center Drive, Suite 06E22,
Arlington, VA 22350–6000. Signed
written requests should contain
individual’s full name, date of birth,
SSN, and or DoD ID, last employing
agency, and dates of employment (or
approximate). 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:
November 15, 2010, 75 FR 69642.
[FR Doc. 2020–01431 Filed 1–27–20; 8:45 am]
BILLING CODE 5001–06–P
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DOD–2019–OS–0125]
Submission for OMB Review;
Comment Request
Office of the Assistant to the
Secretary Defense for Public Affairs,
DoD.
ACTION: 30-Day information collection
notice.
AGENCY:
The Department of Defense
has submitted to OMB for clearance the
following proposal for collection of
information under the provisions of the
Paperwork Reduction Act.
DATES: Consideration will be given to all
comments received by February 27,
2020.
ADDRESSES: Comments and
recommendations on the proposed
information collection should be
emailed to Ms. Jasmeet Seehra, DoD
Desk Officer, at oira_submission@
omb.eop.gov. Please identify the
proposed information collection by DoD
Desk Officer, Docket ID number, and
title of the information collection.
FOR FURTHER INFORMATION CONTACT:
Angela James, 571–372–7574, or
whs.mc-alex.esd.mbx.dd-dodinformation-collections@mail.mil.
SUMMARY:
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SUPPLEMENTARY INFORMATION:
Title; Associated Form; and OMB
Number: Joint Civilian Orientation
Conference Program (JCOC) Eligibility of
Nominators and Candidates; JCOC
Nomination Form; JCOC Registration
Form; OMB Control Number 0704–0562.
Type of Request: Renewal.
Number of Respondents: 100.
Responses per Respondent: 1.
Annual Responses: 100.
Average Burden per Response: 15
minutes.
Annual Burden Hours: 25.
Needs and Uses: Respondents are
individuals authorized to nominate
candidates for participation in JCOC,
and candidates nominated for and
selected to participate in JCOC. The
JCOC Nomination Form and
Registration Form each record the
nominator’s credentials and contact
information and the candidate’s
credentials and contact information.
The completed forms are used to
administer the JCOC program, verify the
eligibility of nominators and candidates,
and to select those nominated
individuals for participation in JCOC,
which is impossible to do without this
information. Ensuring the credentials of
nominators and candidates is vital to
the integrity and accountability of the
JCOC program.
Affected Public: Individuals or
households.
Frequency: Annually.
Respondent’s Obligation: Voluntary.
OMB Desk Officer: Ms. Jasmeet
Seehra.
You may also submit comments and
recommendations, identified by Docket
ID number and title, by the following
method:
• Federal eRulemaking Portal: https://
www.regulations.gov. Follow the
instructions for submitting comments.
Instructions: All submissions received
must include the agency name, Docket
ID number, and title 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.
DOD Clearance Officer: Ms. Angela
James.
Requests for copies of the information
collection proposal should be sent to
Ms. James at whs.mc-alex.esd.mbx.dddod-information-collections@mail.mil.
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Agencies
[Federal Register Volume 85, Number 18 (Tuesday, January 28, 2020)]
[Notices]
[Pages 4949-4952]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-01431]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2020-OS-0014]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, Department of Defense (DoD).
ACTION: Notice of a modified System of Records.
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SUMMARY: The Office of the Secretary of Defense (OSD) is modifying an
existing System of Records, Defense Civilian Personnel Data System
(DCPDS), DPR 34 DoD, by changing the system name and number to the
Defense Civilian Human Resource Management System (DCHRMS), DHRA 23
DoD. The DCHRMS serves as the Department's enterprise civilian human
resources (HR) automated system and supports one-third of the Federal
work force. The Defense Civilian Personnel Advisory Service will manage
the development, deployment, and administration of the DCHRMS
operation. DCHRMS' operational activities will include the processing
of all personnel transactions, position management, providing workforce
analysis and reporting for the DoD and external government agencies,
support for health insurance programs, managing benefits, performance
management and reporting certification and training. DCHRMS will
support the entire civilian HR life cycle, with transactions and
information reflecting acquiring, assigning, training and development,
sustaining and managing HR compensation, managing organizations,
supporting benefits management, and separation or termination of
civilian personnel.
DATES: This System of Records modification is effective upon
publication; however, comments on the Routine Uses will be accepted on
or before February 27, 2020. The Routine
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Uses are effective at the close of the comment period.
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 for 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. 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 OSD is modifying this System of Records
by changing the following sections: System name and number, system
location, system manager(s), authority for maintenance of the system,
purpose(s) of the system, categories of records in the system,
administrative, technical, and physical safeguards, records source
categories, routine uses, and notification procedures.
DCPDS is migrating to new software, a service/cloud based human
capital management system, which will be referred to as DCHRMS. The
DCHRMS implementation supports the 2018 President's Management Agenda
Key Driver of Transformation to ``Build and maintain more modern,
secure, and resilient information technology to enhance mission
delivery and productivity'' while potentially reducing costs by
minimizing variations from standard processes and design, increasing
efficiencies, and enhancing customer satisfaction. The DCHRMS system
will streamline and standardize personnel processes, such as hiring,
reducing time, effort, and costs for the Department and users. The
Software as a Service Cloud implementation will also provide more
security as a single record source by eliminating duplicate record
storage. Building a more modern, secure, and resilient system will
enhance productivity and customer satisfaction. This includes an
employee self-service system providing a single, comprehensive
transactional record for civilian employees, resulting in more
efficient and streamlined HR processes.
The OSD 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.
The proposed systems reports, as required by the Privacy Act of
1974, as amended, were submitted on November 22, 2019, to the House
Committee on Oversight and 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: January 23, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Defense Civilian Human Resource Management System (DCHRMS), DHRA 23
DoD.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Equinix Data Center, 1945 Lunt Avenue, Elk Grove Village, IL 60007;
Secondary address: QTS Data Center, 44874 Moran Road, Sterling, VA
20166.
SYSTEM MANAGER(S):
Director, Enterprise Solutions and Integration Defense Civilian
Personnel Advisory Service, 4800 Mark Center Drive, Suite 06E22,
Arlington, VA 22350-6000, Email: [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 11, Office of Personnel Management; 5 U.S.C.
Chapter 13, Special Authority; 5 U.S.C. Chapter 29, Commissions, Oaths,
Records, and Reports; 5 U.S.C. Chapter 31, Authority for Employment; 5
U.S.C. Chapter 33, Examination, Selection, and Placement; 5 U.S.C.
Chapter 41, Training; 5 U.S.C. Chapter 43, Performance Appraisal; 5
U.S.C. Chapter 51, Classification; 5 U.S.C. Chapter 53, Pay Rates and
Systems; 5 U.S.C. Chapter 55, Pay Administration; 5 U.S.C. Chapter 61,
Hours of Work; 5 U.S.C. Chapter 63, Leave; 5 U.S.C. Chapter 72,
Antidiscrimination; Right to Petition Congress; 5 U.S.C. 7201,
Antidiscrimination Policy; minority recruitment program; 5 U.S.C.
Chapter 75, Adverse Actions; 5 U.S.C. Chapter 83, Retirement; 5 U.S.C.
Chapter 84, Federal Employees' Retirement System, Antidiscrimination
Policy; minority recruitment program; 10 U.S.C. 136, Under Secretary of
Defense for Personnel and Readiness; E.O. 9830, Amending the Civil
Service Rules and Providing for Federal Personnel Administration, as
amended; 29 CFR part 1614.601, EEO Group Statistics; and E.O. 9397
(SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
Data within DCHRMS is used to maintain a System of Records
providing human resource information and system support for the DoD
civilian workforce worldwide that manages the HR processing and
reporting, including position, compensation and benefits, and
performance management, as well as create efficiencies in Human Capital
Management. Data within the Corporate Management Information System
data warehouse is also used for analysis in order to meet Congressional
and Federal reporting requirements.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Civilian employees and job applicants selected for civilian
appropriated/non-appropriated fund (NAF), local nationals, and National
Guard civilian technician positions in the DoD.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal information including name, date of birth, place of birth,
citizenship, gender, marital status, DoD identification number (DoD
ID), Social Security Number (SSN), employee number, emergency contact
information (contact person's name, home phone, work phone, cell phone,
email address), employee work email address, employee phone numbers to
include home, work, pager, fax and mobile; security clearance
information; ethnicity and race; disability code; and foreign language
capability. Position authorization and control information; position
data and performance elements; personnel data and projected suspense
information for personnel actions; pay, benefits, and entitlements
data. Historical information on employees, including job experience,
education, training, and training transaction data; performance plans,
interim appraisals, final appraisals,
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closeouts and ratings; professional accounting or other certifications
or licenses; awards information and merit promotion information;
separation and retirement data; civilian deployment information, and
adverse and disciplinary action data. In addition, the Corporate
Management Information System data (which is comprised of each employee
current and historical record, to include all person, assignment,
position, and personnel actions/updates) will be maintained and
refreshed for agencies' historical and congressional reporting
purposes.
RECORD SOURCE CATEGORIES:
Resumes, applicant record, Standard Form (SF) 181, Ethnicity and
Race Identification, SF 256, ``Self-Identification of Disability,'' SF
144, ``Statement of Prior Federal Service''; OF 306, ``Declaration for
Federal Employment''; DD 214, ``Certificate of Release or Discharge
from Active Duty''; SF 813, ``Verification of a Military Retiree's
Service In Non Wartime Campaigns or Expeditions''; SF 15, ``Application
for 10-Point Veteran Preference''; SF 52, ``Request for Personnel
Action''; SF 50, ``Notification of Personnel Action''; SF 61,
``Appointment Affidavit''; DD X739, ``Civilian Employee's Military
Reserve, Guard, or Retiree Data''; DD 2888, ``DoD Critical Acquisition
Position Service Agreement''; DD 2889, ``DoD Critical Acquisition
Position Service Agreement Key Leadership Position (KLP)''; DD 2365,
``DoD Expeditionary Civilian Agreement: Emergency-Essential Positions
and Non-Combat Essential Positions''; DD 3031, ``Department of Defense
Senior Executive Service Probation Period''; SF 2809, ``Employees'
Health Benefits Election''; SF 2817, ``Federal Employees' Retirement
System Election''; SF 75, ``Request for Preliminary Employment Data'';
employee or supervisor generated training requests; human resources
generated records; employee generated data recorded as self-certified;
and other employee or supervisor generated records. Data is also
received from various interfaces with systems including, the Joint
Personnel Adjudication System; Fourth Estate Manpower Tracking System;
Defense Civilian Payroll System; the Air Force Manpower Programming and
Execution System; NAF Payroll; Thrift Savings Plan hardship;
Interactive Voice Recognition System; USA Staffing; and employee
completed training data provided by respective Component agencies.
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, these 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 Equal Employment Opportunity Commission for the purpose
of providing Equal Employment Opportunity group statistics in
accordance with 29 CFR part 1614.601, EEO Group Statistics.
b. To the Office of Personnel Management (OPM) for the purpose of
addressing civilian pay and leave, benefits, retirement deduction, and
any other information necessary for the OPM to carry out its legally
authorized government-wide personnel management functions and studies.
c. To educational institutions and commercial training providers
for the purpose of selecting and registering applicants approved by a
DoD component to attend a specified program, and, when applicable, to
provide for payment.
d. To contractors responsible for performing or working on
contracts for the DoD when necessary to accomplish an agency function
related to this System of Records. Individuals provided information
under this routine use are subject to the same Privacy Act requirements
and limitations on disclosure that apply to DoD officers and employees.
e. 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.
f. 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.
g. 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.
h. 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.
i. 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.
j. 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.
k. 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:
Electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name, DoD ID, or SSN.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
DCHRMS records are retained for 25 years after an individual
separates from the government and then the records are purged;
Corporate Management Information System records are cutoff and
destroyed when no longer needed for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records are accessed and or maintained in areas accessible only to
authorized personnel who are properly screened, cleared, and trained.
Common Access Cards (CACs) are employed to ensure access is limited to
authorized
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personnel only. Role based access is used to ensure HR Personnel and
system administrators have access to only the records they are entitled
to see. Employees are able to access and view only their records and
update certain personal information to them via two-factor
authentication or CAC. Additional technical controls include encryption
of data at rest and in transit, firewall, virtual private network,
intrusion detection system, DoD Public Key Infrastructure Certificates,
and least privilege access. Security systems and or security guards
protect buildings where records are accessed or maintained. Additional
physical access controls include, biometric access systems, multiple
layers of locked access control doors and mantraps, closed-circuit
television, and physical intrusion alarms.
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, Office of Freedom of Information, 1155 Defense
Pentagon, Washington, DC 20301-1155. Signed written requests should
contain name and number of this System of Records Notice along with the
individuals' full name, date of birth, SSN, and or DoD ID, and dates of
employment (or approximate), and last employing agency. 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 DoD rules for accessing records, for contesting contents, and
for appealing initial agency determinations are contained in 32 CFR
part 310, 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 Defense Civilian Personnel Advisory Service, 4800 Mark Center
Drive, Suite 06E22, Arlington, VA 22350-6000. Signed written requests
should contain individual's full name, date of birth, SSN, and or DoD
ID, last employing agency, and dates of employment (or approximate). 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:
November 15, 2010, 75 FR 69642.
[FR Doc. 2020-01431 Filed 1-27-20; 8:45 am]
BILLING CODE 5001-06-P