Privacy Act of 1974; System of Records, 41025-41028 [2021-16304]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 86, Number 144 (Friday, July 30, 2021)]
[Notices]
[Pages 41025-41028]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-16304]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2021-OS-0078]


Privacy Act of 1974; System of Records

AGENCY: Defense Information Systems Agency (DISA), Department of 
Defense (DoD).

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ACTION: Notice of a modified system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the DoD is 
modifying and reissuing a current system of records titled ``Identity 
Synchronization Services (IdSS),'' K890.14. This system of records was 
originally established by the DISA to populate and maintain persona-
based user objects in DoD enterprise-level Domain Controllers, such as 
the Enterprise Application and Services Forest (EASF) implemented by 
DISA to provide DoD Enterprise E-Mail, DoD Enterprise Portal Service 
(DEPS), etc. In addition, the DISA uses the IdSS to populate and 
maintain persona data elements in DoD Component networks and systems, 
such as directory services and account provisioning systems. This 
system of records notice (SORN) is being updated to make various 
changes, including expanding the individuals covered and adding DoD's 
standard routine uses.

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before August 30, 
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: 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: Mrs. Jeanette M. Weathers-Jenkins, 
DISA Privacy Officer, 6914 Cooper Ave., Fort Meade, MD 20755-7090, or 
by phone at (301) 225-8158.

SUPPLEMENTARY INFORMATION:

I. Background

    The DISA is modifying the K890.14 IdSS system of records, to 
provide DoD Enterprise E-Mail, DEPS, etc. In addition, it will allow 
the IdSS to populate and maintain persona data elements in DoD 
Component networks and systems, such as directory services and account 
provisioning systems to provide DoD Enterprise E-Mail. Subject to 
public comment, the DoD proposes to update this SORN to add the 
standard DoD routine uses (routine uses A through I) and to allow for 
additional disclosures outside DoD related to the purpose of this 
system of records.
    Additionally, the following sections of this SORN are being 
modified as follows: (1) System Location and System Manager(s), to 
provide instructions on obtaining a list of system location(s); (2) 
Authority for Maintenance of the System, to update citation(s) and add 
additional authorities; (3) Purpose(s) of the System, to clarify the 
system's purpose for the general public; (4) Categories of Individuals 
Covered by the System, to expand the individuals covered, and 
Categories of Records, to clarify how the records relate to the revised 
Category of Individuals; (5) Record Source Categories, to provide 
clarity; (6) Routine Uses, to align with DoD's standard routine uses; 
(7) Record Access Procedures, to reflect the need for individuals to 
identify the appropriate DoD office or component to which their request 
should be directed; and (8) Contesting Records Procedures and 
Notification Procedures, to update the appropriate citation for 
contesting records. Additionally, the sections containing the policies 
on storage, retrieval of records, retention and disposal of records, 
and safeguards have been modified to improve clarity generally and for 
compliance with National Archives and Records Administration approved 
records schedules. This notice also includes non-substantive changes to 
simplify the formatting and text of the previously published notice.
    DoD SORNs 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 (DPCLTD) 
website at https://dpcld.defense.gov/privacy.

II. Privacy Act

    Under the Privacy Act, a ``system of records'' is a group of 
records under the control of an agency from which information is 
retrieved by the name of an individual or by some identifying number, 
symbol, or other identifying particular assigned to the individual. In 
the Privacy Act, an individual is defined as a U.S. citizen or lawful 
permanent resident.
    In accordance with 5 U.S.C. 552a(r) and Office of Management and 
Budget (OMB) Circular No. A-108, DPCLTD has provided a report of this 
system of records to the OMB and to Congress.

    Dated: July 26, 2021.
Aaron T. Siegel,
Alternate OSD Federal Register, Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Identity Synchronization Services (IdSS), K890.14

SECURITY CLASSIFICATION:
    Unclassified

SYSTEM LOCATION:
    System locations may be obtained from the system manager at the 
Defense Information Systems Agency (DISA), Services Directorate, 6910 
Cooper Ave., Fort Meade, MD 20755-7090.

SYSTEM MANAGER(S):
    Chief, Enterprise Directory Services, Defense Information Systems 
Agency (DISA), Services Directorate, Applications Division, 
Infrastructure Applications Branch, 6910 Cooper Ave., Fort Meade, MD 
20755-7090, telephone number 301-225-9201, email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. Chapter 8, Defense Agencies and Department of Defense 
Field Activities; DoD Directive 5105.19, Defense Information Systems 
Agency (DISA); DoD Instruction (DoDI) 1000.25, DoD Personnel Identity 
Protection (PIP) Program; DoDI 5200.46, DoD Investigative and 
Adjudicative Guidance for Issuing the Common Access Card (CAC); and 
DoDI 8520.03, Identity Authentication for Information Systems.

PURPOSE(S) OF THE SYSTEM:
    A. To populate and maintain persona-based user objects in DoD 
enterprise-level Domain Controllers, such as the Enterprise Application 
Services Forest (EASF) implemented by DISA to provide DoD Enterprise 
Email, DoD Enterprise Portal Service (DEPS), etc.
    B. To populate and maintain persona data elements in DoD Component 
networks and systems, such as directory services and account 
provisioning systems to provide DoD Enterprise Email.
    C. To populate and maintain persona data elements in DoD Component 
(including the United States Coast Guard (USCG) networks and systems,

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such as directory services and account provisioning systems.
    D. To utilize enterprise services to establish a reliable and 
uniform secure data portal for the transmittal of shared information 
between DoD and the U.S. Department of Veterans Affairs (VA).
    E. To populate and maintain persona data elements to support 
continuous data exchange between DoD and its Coalition Partners and 
partner Five Eyes Nations to enable current and future information 
sharing capabilities that are used by the respective warfighters for 
conducting mission supporting operations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    A. DoD personnel, meaning those who have been issued DoD Common 
Access Cards (CAC) or a DoD Class 3 Public Key Infrastructure (PKI) 
certificate, to include civilian employees, military personnel, 
contractors and other individuals detailed or assigned to DoD 
Components.
    B. VA Personal Identity Verification (PIV) card holders identified 
by the VA's Interagency Care Coordination Committee (IC3).

CATEGORIES OF RECORDS IN THE SYSTEM:
    A. For DoD personnel: Individuals name, unique identifiers 
including DoD ID number, other unique identifier, Federal Agency Smart 
Credential Number (FASC-N), login name, legacy login name, and persona 
username, object class, rank, title, job title, persona type code 
(PTC), persona display name (PDN), address, email, phone, and other 
contact information for work and home locations, non-US government 
agency object common name; user account control, information technology 
service entitlements, Unit Identification Code (UIC), and PKI 
certificate information. Administrative Organization Code, DoD 
component, DoD sub-component, Non-DoD agency, Directory publishing 
restrictions, Reserve Component Code, Billet Code, Pay Grade, type of 
investigation, date of investigation, and security clearance level.
    B. For VA personnel: Individual's name, other unique identifier, 
primary and other work email addresses, administrative organization 
code, duty sub-organization code persona email address, email 
encryption certificate, and driver's license number.
    Note: This system does not collect or maintain the individual's 
Social Security Number.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: DoD Component directories such as the Defense 
Eligibility Enrollment Reporting System (DEERS), Person Data Repository 
(PDR) for DoD person and persona data, the DISA DoD PKI Global 
Directory Service (GDS) for user PKI email certificates, partner Five 
Eyes Nations, and the Coalition partners.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE 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 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.
    I. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.
    J. To the USCG to share DoD information to ensure it maintains a 
state of readiness to function as a specialized military Service in the 
Department of Navy in a time of war or national emergency.
    K. To DoD-approved Coalition Partners for the purposes of routine 
mission supporting activities.
    L. To partner Five Eyes (FVEY) Nations to provide information 
pursuant to existing bilateral agreement(s) in order to populate the 
information into the FVEY national directory.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored electronically or on paper in secure 
facilities in a locked drawer behind a locked door. The records may be 
stored on magnetic disc, tape, or digital media; in agency-owned cloud 
environments; or in vendor Cloud Service Offerings certified under the 
Federal Risk and Authorization Management Program (FedRAMP).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records are retrieved by individual name, DoD ID Number, or 
email address.

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POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    System's sole function is to receive and integrate data from two or 
more other systems and export the resultant product to yet another 
independent system. These records are maintained as temporary which may 
be destroyed upon verification of successful creation of the final 
document or file, or when no longer needed for business use, whichever 
is later.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to the type and amount of data is governed by privilege 
management software and policies developed and enforced by Federal 
government personnel. Data is protected by repository and interfaces, 
including, but not limited to multi-layered firewalls, Secure Sockets 
Layer/Transport Layer Security (SSL/TLS) connections, access control 
lists, file system permissions, intrusion detection and prevention 
systems and log monitoring. Complete access to all records is 
restricted to and controlled by certified system management personnel, 
who are responsible for maintaining the IdSS system integrity and the 
data confidentiality. Access to computerized data is restricted by CAC.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should follow the 
procedures in 32 CFR part 310. Individuals should address written 
inquiries to the FOIA Service Center, Defense Information Systems 
Agency, ATTN: Headquarters FOIA Requester Service Center, P.O. Box 549, 
Ft. Meade, MD 20755-0549. Signed, written requests should include the 
individual's full name, current address, telephone number, and the name 
and number of this system of records notice. In addition, the requester 
must provide either a notarized statement or an unsworn declaration 
made in accordance with 28 U.S.C. 1746, in the following format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''

CONTESTING RECORD PROCEDURES:
    The DoD rules for accessing records, contesting contents, and 
appealing initial Component 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 of records should follow the 
instructions for Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    December 8, 2010, 75 FR 76428.

[FR Doc. 2021-16304 Filed 7-29-21; 8:45 am]
BILLING CODE 5001-06-P