Privacy Act of 1974; System of Records, 526-529 [2020-28792]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 86, Number 3 (Wednesday, January 6, 2021)]
[Notices]
[Pages 526-529]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-28792]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2020-OS-0105]


Privacy Act of 1974; System of Records

AGENCY: Department of Defense (DoD).

ACTION: Notice of a modified system of records.

-----------------------------------------------------------------------

SUMMARY: In accordance with the Privacy Act of 1974, the DoD is 
modifying and reissuing a current system of records titled, ``Defense 
Repository for Common Enterprise Data (DRCED),'' DUSDC 01. This system 
of records was originally established by the Office of the Under 
Secretary of Defense (Comptroller) to collect and maintain records on 
various individuals, including active and retired Military Service 
personnel, their dependents, DoD civilian personnel, and other DoD-
affiliated individuals, to support the DoD's defense business 
enterprise by using technology to synchronize and normalize data to 
improve affordability, performance, reporting, and mission readiness. 
This system of records notice (SORN) is being updated to support 
additional information systems being established within the DoD using 
the same categories of data for the same purposes. The system number is 
changing from DUSDC 01 to DoD 0004, to reflect its status as a DoD-wide 
system of records. The DoD is also modifying the system location, 
system managers, authority for maintenance of the system, purpose of 
the system, individuals covered by the system, record source 
categories, and notification procedures. Additionally, the DoD is 
issuing a Notice of Proposed Rulemaking proposing to exempt this system 
of records from certain provisions of the Privacy Act, in today's issue 
of the Federal Register.

DATES: This system of records modification is effective upon 
publication; however, comments on the Routine Uses will be accepted on 
or before February 5, 2021. 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 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.

[[Page 527]]


FOR FURTHER INFORMATION CONTACT: Ms. Lyn Kirby, Chief, 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 DRCED system of records is being updated 
to clarify that it serves as a DoD-wide system of records and to 
support new information systems being established within the DoD using 
the same categories of data for the same purposes. The original system 
of records was established to support a single information system with 
the Office of the Undersecretary of Defense (Comptroller) as the system 
manager. The expanded system of records will support multiple 
information systems that provide DoD-wide and component-level 
enterprise solutions for integrating and analyzing targeted data from 
existing DoD systems to develop timely, actionable, and insightful 
conclusions in support of national strategies.
    These information systems may also create and use predictive 
analytic models based upon specific data streams to equip decision 
makers with critical data necessary for execution of fiscal and 
operational requirements. These systems automate financial and business 
transactions, perform cost-management analysis, produce oversight and 
audit reports, and provide critical data expected to improve 
performance of mission objectives, providing a significant benefit to 
the DoD.
    This SORN is modifying the system number from DUSDC 01 to DoD 0004, 
to reflect its status as a DoD-wide system of records. The remaining 
modifications principally change the SORN to reflect the broad intended 
use of this system of records to cover data stored in multiple 
information systems. The other modifications are (1) to the System 
Location section to reflect the various locations in which these 
information systems may reside; (2) to the System Manager section to 
include system managers for the additional information systems expected 
to operate under this system of records; (3) to the Authority for 
Maintenance of the System section to update citations, add additional 
authorities, and cite the authorities in the appropriate order; (4) to 
the Purpose of the System section to list the functions of the system 
with additional clarity; (5) to the Categories of Individuals covered 
by the system to add examples of Department affiliation; (6) to the 
Record Source Categories section to remove systems and update system 
names; (7) to the Record Access Procedures section to reflect the need 
for individuals to identify the appropriate DoD office or component to 
which their request should be directed; (8) to the Notification 
Procedures section to include additional system managers; and (9) to 
the Exemptions Promulgated for the System section to claim exemptions 
from certain provisions of the Privacy Act for classified information 
in this system of records.
    A Notice of Proposed Rulemaking is being published in today's issue 
of the Federal Register for public comment on the proposal to exempt 
this system of records from certain provisions of the Privacy Act.
    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 OMB Circular No. A-108, the 
DoD has provided a report of this system of records to the Office of 
Management and Budget and to Congress.

    Dated: December 22, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Repository for Common Enterprise Data (DRCED), DoD 0004.

SECURITY CLASSIFICATION:
    Unclassified and Classified.

SYSTEM LOCATION:
    Department of Defense (DoD), located at 1000 Defense Pentagon, 
Washington, DC 20301-1000, and other Department installations, offices, 
or mission locations. Information may also be stored within a 
government-certified cloud, implemented and overseen by the 
Department's Chief Information Officer (CIO), 6000 Defense Pentagon, 
Washington, DC 20301-6000.

SYSTEM MANAGER(S):
    The system managers are as follows:
    A. Chief Data Officer, Department of Defense, 6000 Defense 
Pentagon, Washington, DC 20301-6000; [email protected]; (571) 372-4666.
    B. Director, CFO Data Transformation Office, Office of the 
Undersecretary for Defense (Comptroller), 1100 Defense Pentagon, 
Washington, DC 20301-1100; [email protected]; (703) 614-8575.
    C. Chief Data Officer, Department of the Air Force, 1600 Air Force 
Pentagon, Room 5E811, Washington, DC 20330; [email protected]; (703) 692-9850.
    D. Chief Data Officer, Department of the Navy, 1000 Navy Pentagon, 
Room 4E623, Washington, DC 20350; [email protected]; (703) 695-3979.
    E. Chief Data Officer, Army CIO/G-6 Director, Cybersecurity, 5850 
23rd Street, Fort Belvoir, VA 22060; [email protected]; (703) 
545-1688.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Public Law 113-101, Digital Accountability and Transparency Act of 
2006, as amended in 2014; Public Law 113-291, Federal Information 
Technology Acquisition Reform, 2015; 10 U.S.C. 2222, Defense Business 
Systems: Business Process Reengineering; Enterprise Architecture; 
Management; 10 U.S.C. 117, Readiness Reporting System; 10 U.S.C. 482, 
Readiness Reports; 31 U.S.C. 902, Authority and Functions of Agency 
Chief Financial Officers, as amended; 31 U.S.C. 3512(b), Executive 
Agency Accounting and Other Financial Management Reports and Plans; DoD 
Directive 7045.14, The Planning, Programming, Budgeting, and Execution 
(PPBE) Process; DoD Directive 7730.65, Department of Defense Readiness 
Reporting System; DoD Instruction 8320.02, Sharing Data, Information, 
and Information Technology (IT) Services in the Department of Defense; 
DoD Instruction 8320.07, Implementing the Sharing of Data, Information, 
and Information Technology (IT) Services in the Department of Defense; 
and E.O. 9397, Numbering Systems for Federal Accounts Relating to 
Individual Persons, as amended.

PURPOSE(S) OF THE SYSTEM:
    A. To improve data quality, data automation, and data linking of 
common enterprise data across the DoD for financial, business, and 
mission readiness reporting.
    B. To implement shared internal compliance controls for data 
governance including enhanced auditing capabilities across the 
enterprise.
    C. To provide a platform for shared service and business system 
optimization analytics across the enterprise, to include predictive 
models used to measure the effectiveness of combat units and 
operational readiness.
    D. To make data more easily accessible, standardized, efficiently 
processed, and useful across the DoD.

[[Page 528]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All Military Services personnel, including National Guard and 
Reserve components; former members and retirees of the Military 
Services; dependent family members of Military Services members; DoD 
``affiliated'' individuals (e.g., non-appropriated fund employees 
working on military installations, Red Cross volunteers assisting at 
military hospitals, United Services Organization (USO) staff providing 
services on military installations, Congressional staff members 
visiting military installations, etc.); DoD presidential appointees; 
and DoD 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:
    A. 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.
    B. Employment Information: Employment 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.
    C. Personal Financial Information: Pay, wage, earnings information; 
separation information; financial benefit records; income tax 
withholding records; accounting records.
    D. 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:
    Records and information stored in this system of records are 
obtained from:
    A. Individuals.
    B. 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 Operational Data System, Force Risk Reduction, 
Medical Readiness Reporting System, Medical Health System Data 
Repository, Army National Guard Human/Personnel, Resource, and Manpower 
Systems, and commensurate data from National Guard Bureau Systems.
    C. The following standalone DoD systems and datasets: Drug and 
Alcohol Management Information System; Physical Disability Case 
Processing System; TRANSCOM Patient Regulating Command & Control 
Evaluation System; DoD Suicide Event Report System; Army National Guard 
Unit Risk Inventory; Global Assessment Tool; Defense Organizational 
Climate Survey; 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, all or a portion of the 
records or information 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 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:
    In instances where records are retrieved by a personal identifier, 
they will typically be retrieved by an individual's full name and/or 
DoD ID number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and disposed of in accordance with the 
applicable records schedule for the systems from which they were 
collected.

[[Page 529]]

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 DoD office with oversight of the records. The public 
may identify the appropriate DoD office through the following website: 
www.FOIA.gov. 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 
appropriate 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 appropriate system mangers(s). 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 
statement or an unsworn declaration made in accordance with 28 U.S.C. 
1746, in the appropriate 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:
    The DoD has exempted records maintained in this system from 5 
U.S.C. 552a(c)(3), (d)(1), (2), (3), and (4) of the Privacy Act, 
pursuant to 5 U.S.C. 552a(k)(1). In addition, when exempt records 
received from other systems of records become part of this system, the 
DoD also claims the same exemptions for those records that are claimed 
for the original primary systems of records from which they originated 
and claims any additional exemptions set forth here. An exemption rule 
for this system has been promulgated in accordance with requirements of 
5 U.S.C. 553(b)(1), (2), and (3), (c), and published in 32 CFR part 
310.

HISTORY:
    March 17, 2020, 85 FR 15150.

[FR Doc. 2020-28792 Filed 1-5-21; 8:45 am]
BILLING CODE 5001-06-P