Privacy Act of 1974; System of Records, 15150-15153 [2020-05504]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 85, Number 52 (Tuesday, March 17, 2020)]
[Notices]
[Pages 15150-15153]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-05504]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2020-OS-0031]


Privacy Act of 1974; System of Records

AGENCY: Office of the Under Secretary of Defense (Comptroller), 
Department of Defense (DoD).

ACTION: Notice of a new System of Records.

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SUMMARY: The Office of the Under Secretary of Defense (Comptroller) 
proposes to add a System of Records titled, ``Defense Repository for 
Common Enterprise Data (DRCED),'' DUSDC 01. This system will automate 
financial and business transactions, perform cost-management analysis, 
produce oversight and audit reports, and provide critical data linking 
to improve performance of mission objectives. Congress mandated the 
creation of this system through the National Defense Authorization Act 
of 2018 and then codified it by statute as ``Defense Business Systems: 
Business Process Reengineering; Enterprise Architecture; Management.'' 
The DRCED's purpose is to improve the Department's defense business 
enterprise by synchronizing and normalizing data for affordability, 
performance, and mission readiness. To achieve this, the DRCED will 
optimize technology to provide an enterprise solution for integrating 
and analyzing targeted data from existing Department systems to develop 
timely, actionable, and insightful conclusions in support of national 
strategies. Also, DRCED is capable of creating predictive analytic 
models based upon specific data streams to equip decision makers with 
critical data necessary for execution of fiscal and operational 
requirements.

DATES: This new System of Records is effective upon publication; 
however, comments on the Routine Uses will be accepted on or before 
April 16, 2020. The Routine 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. Cynthia B. Stanley, Department of 
Defense, Office of the Chief Management Officer, Directorate for 
Oversight and Compliance, 4800 Mark Center Drive, Mailbox #24, Suite 
08D09,

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Alexandria, VA 22350-1700, or by phone at (703) 571-0070.

SUPPLEMENTARY INFORMATION: DRCED is a single authoritative repository 
for DoD Common Enterprise Data (CED) to provide decision-makers greater 
insight into financial auditability, business processes, and 
operational combat/mission readiness. CED is defined as automatically 
accessible data from business operations or management records provided 
in a usable format to authorized DoD personnel or DoD components. DRCED 
will extract records from relevant Department systems, synchronize and 
normalize CED from those systems to facilitate and streamline 
enterprise-wide analysis and management of business processes. DRCED 
capabilities include: robust auditing to recognize fraudulent budget, 
programming, and fiscal transactions; linking of data from multiple 
systems (such as personnel, financial, and medical systems) to specific 
operations and missions for visibility and traceability of expenditures 
and resource allocation; producing reports for individual transaction 
processing for each stage of the budgetary life cycle; assessment tools 
for decision-makers charged with overseeing costs for specific missions 
or functions (e.g., equipment, training, personnel); and applying 
predictive analysis to identify common operational factors for 
readiness and unit deploy ability.
    The DoD 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 of the Privacy Act, as 
amended, were submitted on January 24, 2020, 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: March 12, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Repository for Common Enterprise Data (DRCED), DUSDC 01.

SECURITY CLASSIFICATION:
    Unclassified and Classified.

SYSTEM LOCATION:
    Marine Corps Information Technology Center (MCITC), 2306 East 
Bannister Road, Kansas City, MO 64131-3088. Amazon Web Services (AWS), 
12900 Worldgate Drive, Suite 800, Herndon, VA 20170-6040.

SYSTEM MANAGER(S):
    Director, Business Integration Office, OUSD Comptroller, 1100 
Defense Pentagon, Washington, DC 20301-1100; email: [email protected]; Phone: (703) 614-8575.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 2222, Defense Business Systems: Business Process 
Reengineering; Enterprise Architecture; Management; 31 U.S.C. 902, 
Authority and Functions of Agency Chief Financial Officers, as amended; 
31 U.S.C. 6101, Digital Accountability and Transparency Act of 2006, as 
amended in 2014; 31 U.S.C. 3512(b), Executive Agency Accounting and 
Other Financial Management Reports and Plans; 10 U.S.C. 117, Readiness 
Reporting System; DoD Directive 7045.14, The Planning, Programming, 
Budgeting, and Execution (PPBE) Process; DoD Instruction 8320.02, Data 
Sharing in a Net-Centric Department of Defense; and E.O. 9397 (SSN), as 
amended.

PURPOSE(S) OF THE SYSTEM:
    This system establishes a single authoritative repository for DoD 
CED providing decision-makers an integrated system for data processing 
and the production of reports for auditability, business operations, 
cost performance, and combat/mission readiness. As a single system 
repository of department-wide CED, the DRCED will maintain information 
retrieved from several systems of record within the Department. As a 
shared data environment DRCED will make information more easily 
accessible, standardized, efficiently processed, and useful for 
customers across the DoD.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All armed services personnel, including National Guard and Reserve 
components; former members, and retirees of the armed services; 
dependent family members of armed services members; DoD ``affiliated'' 
individuals (e.g. non-appropriated fund employees, Red Cross 
volunteers, United Services Organization (USO) staff, Congressional 
staff members, etc.), presidential appointees, civilian employees, 
contractors, or individuals (and their surviving beneficiaries) 
accorded benefits, rights, privileges, or immunities associated with 
DoD as provided by U.S. law.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Personal Information: Name; DoD ID number; Social Security Number 
(SSN); address; email address(es); date of birth; gender; branch of 
service; citizenship; Defense Enrollment Eligibility Reporting System 
benefit number; sponsorship and beneficiary information; race and 
ethnic origin;
    Employment Information: mployment status; duty position; leave 
balances and history; work schedules; individual personnel records; 
time and attendance records; retirement records, sponsor duty location, 
unit of assignment; occupation; rank; skill specialty; security 
clearance information.
    Personal Financial Information: Pay, wage, earnings information; 
separation information; financial benefit records; income tax 
withholding records; accounting records.
    Medical Readiness and Deployment Information: Inpatient and 
outpatient medical records; pharmacy records; immunization records; 
Medical and Physical Evaluation Board records; neuropsychological 
functioning and cognitive testing data; periodic and deployment-related 
health assessments.

RECORD SOURCE CATEGORIES:
    Individuals; all DoD databases flowing into or accessed through the 
following integrated data systems, environments, applications, and 
tools: Defense Finance and Accounting Services financial business 
feeder systems, Procurement Integrated Enterprise Environment, Defense 
Manpower Data Center including the Defense Eligibility Enrollment 
System, Defense Readiness Reporting System (DRRS) enterprise (including 
DRRS-Strategic and DRRS-Army Database), Defense Medical Logistics--
Enterprise Solution, Digital Training Management System; Defense 
Occupational and Environmental Health Readiness System, Global Force 
Management Data Initiative, Medical Operations Data System, Force Risk 
Reduction, Medical Readiness Reporting System, the Medical Data 
Repository, Army National Guard Human/Personnel, Resource, and 
Manpower, and commensurate data from National Guard Bureau systems. The 
following standalone systems and datasets: Drug and Alcohol Management 
Information System; Physical Disability Case Processing System; 
Personnel Tempo; TRANSCOM Patient Regulating Command & Control 
Evaluation System,

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Substance Abuse Program, DoD Suicide Event Report System, Unit Risk 
Inventory, Global Assessment Tool, Defense Organizational Climate 
Survey: Military, Learning Management System, Total Human Resource 
Managers Information System, Navy Manpower Program and Budget System, 
and Army Training Requirements and Resources System.

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 
herein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government when 
necessary to accomplish an agency function related to this System of 
Records.
    b. To the appropriate Federal, State, local, territorial, tribal, 
foreign, or international law enforcement authority or other 
appropriate entity where a record, either alone or in conjunction with 
other information, indicates a violation or potential violation of law, 
whether criminal, civil, or regulatory in nature.
    c. To 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.
    d. 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.
    e. 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.
    f. 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.
    g. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or confirms a breach of the System of Records; (2) the DoD 
determines as a result of the suspected or confirmed breach there is a 
risk of harm to individuals, the DoD (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the DoD's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    h. To another Federal agency or Federal entity, when the DoD 
determines that information from this System of Records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored on electronic media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records will be typically retrieved by individual's full name, key 
words and/or DoD ID number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Permanent. Cut off when canceled or superseded. Transfer to NARA 25 
years after cutoff.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Multifactor log-in authentication including CAC authentication and 
password; SIPR token as required. Access controls enforce need-to-know 
policies so only authorized users have access to PII. Additionally, 
security audit and accountability policies and procedures directly 
support privacy and accountability procedures. Network encryption 
protects data transmitted over the network while disk encryption 
secures the disks storing data. Key management services safeguards 
encryption keys. Sensitive data is identified and masked as 
practicable. All individuals granted access to this System of Records 
must complete requisite training to include Information Assurance and 
Privacy Act training. Sensitive data will be identified, properly 
marked with access by only those with a need to know, and safeguarded 
as appropriate. Physical access to servers are controlled at building 
access points utilizing detection systems other electronic alert 
systems. Electronic intrusion detection systems are installed within 
the facilities to monitor, detect, and automatically alert appropriate 
personnel of security incidents. Access to server rooms are secured 
with devices that require each individual to provide multi-factor 
authentication before granting entry or exit.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records 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 and number of this System of Records Notice along with the full 
name, identifier (i.e., DoD ID Number or Defense Benefits Number), date 
of birth, current address, and telephone number of the individual. 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, contesting contents, and 
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 Director, Business Integration Office, OUSD Comptroller, 1100 
Defense Pentagon, Washington, DC 20301-1100; email: [email protected]; Phone: (703) 614-8575. Signed written 
requests should contain the full name, identifier (i.e. DoD ID Number 
or DoD Benefits Number), date of birth, and current address and 
telephone number of the individual. In addition, the requester must 
provide either a notarized

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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:
    None.

[FR Doc. 2020-05504 Filed 3-16-20; 8:45 am]
 BILLING CODE 5001-06-P