Privacy Act of 1974; System of Records, 71636-71638 [2020-24934]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 85, Number 218 (Tuesday, November 10, 2020)]
[Notices]
[Pages 71636-71638]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-24934]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2020-OS-0093]


Privacy Act of 1974; System of Records

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

ACTION: Notice of a modified system of records.

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SUMMARY: The OSD is modifying the system of records, ``Employer Support 
of the Guard and Reserve Member Management System (MMS),'' DHRA 17 DoD. 
The MMS allows the Employer Support of the Guard and Reserve (ESGR) to 
maintain a roster of and facilitate communication between ESGR members, 
as well as track individual training and volunteer efforts. Volunteer 
leadership can securely access training records of members to adjust 
resources as necessary to ensure adequate training among volunteer team 
members. This system of records notice (SORN) is being revised to 
expand the category of individuals covered by the system. Additional 
administrative changes were made to update the SORN in accordance with 
the OMB's requirements.

DATES: This system of records modification is effective upon 
publication; however, comments on the Routine Uses will be accepted on 
or before December 10, 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: The Department of Defense (DoD) cannot receive written 
comments at this time due to the COVID-19 pandemic. Comments should be 
sent electronically to the docket listed above.
    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. Lyn Kirby, Defense Privacy, Civil 
Liberties, and Transparency Division, Directorate for Oversight and 
Compliance, Department of Defense, 4800 Mark Center Drive, Mailbox #24, 
Suite 08D09, Alexandria, VA 22350-1700; [email protected]; (703) 571-
0070.

SUPPLEMENTARY INFORMATION: The ESGR maintains individual voluntary 
service records for all statutory volunteers within the MMS. The system 
facilitates communication between the volunteers, tracks training 
records, and maintains emergency contact information. The ESGR is a DoD 
program that develops and promotes supportive work environments for 
Service members in the Reserve Components through outreach, 
recognition, and educational opportunities that increase awareness of 
applicable laws.
    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.
    In accordance with 5 U.S.C. 552a(r) and Office of Management and 
Budget (OMB) Circular No. A-108, the DoD has provided a report of this 
system of records to the OMB and to Congress.

    Dated: November 5, 2020.
Kayyonne T. Marston,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Employer Support of the Guard and Reserve Member Management System 
(MMS), DHRA 17 DoD.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Defense Information Systems Agency (DISA), Computing Directorate 
Mechanicsburg, 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.

SYSTEM MANAGER(S):
    Executive Director, Headquarters, Employer Support of the Guard and 
Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200, Email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 10 U.S.C. 1588, Authority to Accept Certain Voluntary 
Services; DoD Instruction (DoDI) 1205.22, Employer Support of the Guard 
and Reserve; DoDI 1100.21, Voluntary Services in the Department of 
Defense; and DoDI 3001.02, Personnel Accountability in Conjunction With 
Natural or Manmade Disasters.

PURPOSE(S) OF THE SYSTEM:
    To maintain a roster of and facilitate communication between 
Employer Support to the Guard and Reserve (ESGR) members; and track 
ESGR-related training, awards, and hours donated by ESGR Department of 
Defense (DoD) volunteer staff. To maintain personnel accountability and 
ESGR DoD volunteer emergency contact information for accountability 
during manmade disasters and other emergencies.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD-affiliated personnel to include: Military Service members 
(active duty, Guard/Reserve and the Coast Guard personnel), civilian 
employees (including non-appropriate fund employees); and other 
individuals working for or affiliated with ESGR.

[[Page 71637]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name; home and work address; phone numbers (home, work, and 
mobile); email addresses (work and personal); position/title; assigned 
military unit and rank; official report and departure date;
    ESGR affiliation (State Committee region or headquarters); military 
base for volunteer activity; ESGR-related training completed; and 
emergency contact information to include name, phone number, and 
relationship.
    Additional information collected on DoD volunteers include: 
Volunteer hours performed; awards; mentor/mentee assignments; military 
experience (component, rank, status, and years of service); civilian 
work experience (industry and position type); special skills or 
qualifications; shirt size; and form of DoD identification (where 
applicable).

RECORD SOURCE CATEGORIES:
    The individual.

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 contractors, grantees, experts, consultants, students, and 
others responsible for performing or working on contracts for the DoD 
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 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 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 full name and ESGR affiliation.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Headquarters Personnel Records. Cut off upon employee separation or 
transfer. Destroy upon supersession or 1 year after cut off. Volunteer 
Staff Records: Cut off upon volunteer departure from program. Destroy/
delete 4 years after cut off.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    All personally identifiable information (PII) is maintained in a 
secure, password protected electronic system. The system utilizes 
security hardware and software to include physical controls such as 
combination locks, cipher locks, key cards, identification badges, 
closed circuit televisions, and controlled screenings. Technical 
controls include the use of user identifications and passwords, 
intrusion detection systems, encryption, Common Access Cards (CAC), 
firewalls, virtual private networks, role-based access controls, and 
two-factor authentication. Administrative controls include periodic 
security audits, regular monitoring of users' security practices, 
methods to ensure only authorized personnel access information, 
encryption of backups containing sensitive data, visitor registers, and 
backups secured off-site.

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 the individual's full name, personal contact information (home 
address, phone number, email), and the number and name 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 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 Executive Director, Headquarters, Employer Support of the Guard 
and Reserve, 4800 Mark Center Drive, Alexandria, VA 22350-1200. Signed 
written requests should contain the individual's full name, ESGR 
affiliation, and personal contact information (home address, phone 
number, and email).

[[Page 71638]]

    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:
    81 FR 37585, June 10, 2016.

[FR Doc. 2020-24934 Filed 11-9-20; 8:45 am]
BILLING CODE 5001-06-P