Privacy Act of 1974; System of Records, 43631-43633 [2021-17000]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 86, Number 151 (Tuesday, August 10, 2021)]
[Notices]
[Pages 43631-43633]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17000]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2021-OS-0083]


Privacy Act of 1974; System of Records

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

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 Enterprise 
Application and Services Forest (EASF), K890.15. This system of records 
was originally established by the DISA to collect and maintain records 
on the core active directory (AD) Infrastructure (domain controllers) 
for Enterprise Services such as DoD Enterprise Email (DEE), Identity 
Synchronization Services (IdSS), and DoD Enterprise Portal Service 
(DEPS). It is an Enterprise-wide hierarchical directory structure 
designed to employ greater centralization and standardization of 
network management for user data, security, and distributed resources 
and services across the DoD Enterprise. This system of records notice 
(SORN) is being updated to make various compliance changes as well as 
add 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 September 9, 
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 K890.15 EASF system of records to allow 
the provision of user accounts, and to authenticate users to DoD 
enterprise Web applications (e.g., Defense Collaboration Services, 
Defense Enterprise Portal, DEE) for non-dual persona personnel with 
DoD's Personal Identity Verification (PIV)--Authentication (Auth) 
certificate, rather than DoD's Email signing certificate. 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) To the Authority for Maintenance of 
the System section to update citation(s) and add additional 
authorities; (2) purpose of the system to improve clarity; (3) to the 
Categories of Individuals Covered by the System section to expand the 
individuals covered and Categories of Records to clarify how the 
records relate to the revised Category of Individuals; (4) Record 
Source Categories to account for Five Eyes partners and Coalition 
partners exchange in order to populate the information into the Five 
Eyes national directory; (5) Routine Uses to align with DoD's standard 
routine uses; (6) to the Administrative, Technical, and Physical 
Safeguards to update the individual safeguards protecting the personal 
information; (7) to the Record Access Procedures section to reflect the

[[Page 43632]]

need for individuals to identify the appropriate DoD office or 
component to which their request should be directed; and (8) to the 
Contesting Records Procedures and Notification procedures section to 
update the appropriate citation for contesting records. Furthermore, 
this notice 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: August 5, 2021.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
    Enterprise Application and Services Forest (EASF), K890.15.

SYSTEM CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    System locations may be obtained from the system manager.

SYSTEM MANAGER(S):
    Chief, Enterprise Directory Services Section, 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:
    This system of records provides the core active directory (AD) 
Infrastructure (domain controllers) for Enterprise Services such as DoD 
Enterprise Email (DEE), Identity Synchronization Services (IdSS), and 
DoD Enterprise Portal Service (DEPS). It also:
    A. Supports the provision of user accounts and authenticates users 
to DoD enterprise Web applications (e.g., Defense Collaboration 
Services, Defense Enterprise Portal, DEE) for non-dual personal 
personnel with DoD's Personal Identity Verification (PIV)--
Authentication (Auth) certificate;
    B. Provides an Enterprise-wide hierarchical directory structure 
designed to employ greater centralization and standardization of 
network management for user data, security, and distributed resources 
and services across the DoD Enterprise; and
    C. Supports the use of enterprise services to establish a reliable 
and uniform secure data portal for the transmittal of shared 
information between DoD and VA.
    D. To support continuous data exchange between DoD and its 
Coalition Partners 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 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. Department of Veterans Affairs (VA) 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, U.S. government agency 
code, service code, personnel category code, non-U.S. 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, 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: Defense Manpower Data Center (DMDC)'s Defense 
Eligibility Enrollment Reporting System (DEERS), Person Data Repository 
(PDR) for DoD person and person data, the DISA DoD PKI Global Directory 
Service (GDS) for users with PKI email certificates, Five Eyes 
partners, 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, these records contained 
therein 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

[[Page 43633]]

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.
    I. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.
    J. To the United States Coast Guard (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. In return, the Coalition partner may 
disclose system of records information to DoD or a DoD component.
    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 in secure facilities 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 and DoD ID Number.

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 EASF directory 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 Defense Information Systems Agency (DISA), 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 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 76426; June 16, 2014, 79 FR 34299

[FR Doc. 2021-17000 Filed 8-9-21; 8:45 am]
BILLING CODE 5001-06-P