Privacy Act of 1974; System of Records, 68140-68142 [2022-24646]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 87, Number 218 (Monday, November 14, 2022)]
[Notices]
[Pages 68140-68142]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-24646]



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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2022-OS-0123]


Privacy Act of 1974; System of Records

AGENCY: Defense Media Activity (DMA), Department of Defense (DoD).

ACTION: Notice of a new system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the DMA is 
establishing a new system of records titled, ``Defense Visual 
Information Distribution Service (DVIDS),'' DPA-04. The system 
collects, ingests, stores, transmits, and organizes public affairs 
released DoD media in various content types. It improves data quality, 
automation, and linking of defense visual information across DoD for 
mission readiness and visual information records management.

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before December 14, 
2022. 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 Assistant to the 
Secretary of Defense for Privacy, Civil Liberties, and Transparency, 
Regulatory Directorate, 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. Gail Jones, Defense Media 
Activity, Privacy Officer, 6700 Taylor Avenue, Fort Meade, MD 20755-
2253, or by phone at (301) 222-6040.

SUPPLEMENTARY INFORMATION:

I. Background

    The DVIDS system of record is a state-of-the-art, 24/7 operation 
owned by DMA that provides timely, accurate and reliable connection 
between the media around the world and the military serving at home and 
abroad. DVIDS supports media organizations to access U.S. service 
members and commanders deployed in support of military operations 
worldwide. The system enables media outlets to receive immediate, 
first-hand information and interviews with commanders and subject 
matter experts directly involved with fast-breaking news. The DVIDS 
System is the system that holds the DoD archive that is then submitted 
to the National Archives. The DVIDS is authorized under DoDD 5105.74, 
``Defense Media Activity,'' and DoDI 5040.02, ``Visual Information.'' 
The information collected in the process of a media request or 
registration form is not shared with any outside private organizations 
and is shared with other Government agencies if it is necessary to 
respond to the inquiry or otherwise by law. The information collected 
is used to validate registered users and DoD approved media content 
submitters as well as to deliver routine requested content or 
information.
    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Office of the Assistant to the Secretary of Defense for Privacy, Civil 
Liberties, and Transparency (OATSD(PCLT)) 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, OATSD(PCLT) has provided a report of 
this system of records to the OMB and to Congress.

    Dated: November 7, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Defense Visual Information Distribution Service (DVIDS), DPA 04.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    3845 Pleasantdale Road, Atlanta, GA 30340-4205.

 SYSTEM MANAGER(S):
    Defense Media Activity (DMA) DVIDS Program Manager, 3845 
Pleasantdale Road Atlanta, GA 30340-4205, (678) 421-6776.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 113, Secretary of Defense; DoDI 5105.74, Defense Media 
Activity; and DoDI 5040.02, Visual Information.

PURPOSE(S) OF THE SYSTEM:
    The DVIDS:
    A. Serves as an enterprise shared services for collecting, storing, 
and distributing visual information and public affairs information to 
the internal DoD audience.
    B. Serves as an enterprise shared service for distribution to the 
media and public.
    C. Improves data quality, automation, and linking of defense visual 
information across DoD for mission readiness and visual information 
records management.
    D. Executes the DoD Joint Hometown News (JHN) program which 
provides leaders, managers and service members a capability to release 
news about service members' accomplishments to their hometown media 
entities.
    E. Provides a shared service to comply with program requirements, 
and applicable laws and regulations to preserve and maintain 
confidentiality of the registered users and DoD approved media content 
submitters personally identifiable information (PII).
    F. Serves as the official system for the Visual Information Records 
Center Mission to Archive DoD content and transfer it to the National 
Archives in accordance with 44 U.S.C 3103, Transfer of records to 
records centers.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    General public and Federal and contractor personnel from the DoD 
and other federal agencies receiving DVIDS services from the DMA. This 
includes DoD civilian and contractor personnel performing DVIDS 
oversight duties; military, civilian, and contractor personnel from the 
DoD and other federal agencies. Also, journalists who produce content 
available on DVIDS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    A. Non Government Registered users: Name; personal and work 
telephone numbers; personal and work email.
    B. DoD Public Affairs, Visual Information, and Combat Camera 
approved media content submitters:

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Name; personal and work telephone numbers; personal and work email; 
position/title; grade/rank, and branch.
    C. Attribution of Publicly Released Media Content such as images, 
video, news, audio, graphics, publications, podcasts and webcasts to 
the journalist (searchable by journalist's name in order to see all 
media content associated to a specific journalist).
    Note: All content is approved and released by the DoD Public 
Affairs Officer prior to publication to the DVIDS website.

RECORD SOURCE CATEGORIES:
    Information is obtained from the individual either in email, or web 
form online and then entered into DVIDS, or via direct entry 
electronically into DVIDS.

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. 552(b)(1) 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 
determined 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 another Federal, State or local agency for the purpose of 
comparing to the agency's system of records or to non-Federal records, 
in coordination with an Office of Inspector General in conducting an 
audit, investigation, inspection, evaluation, or some other review as 
authorized by the Inspector General Act of 1987, as amended.
    J. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.
    K. To appropriate Federal, State, local, territorial, tribal, 
foreign, or international agencies for the purpose of 
counterintelligence activities authorized by U.S. law or Executive 
Order, or for the purpose of executing or enforcing laws designed to 
protect the national security or homeland security of the United 
States, including those relating to the sharing of records or 
information concerning terrorism, homeland security, or law 
enforcement.
    L. To the news media and the public unless it is determined that 
release of the specific information in the context of a particular case 
would constitute an unwarranted invasion of personal privacy.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic storage media. Electronic records may be stored 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:
    Records may be retrieved by name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Temporary. Cut off after system is superseded by a new iteration, 
or is terminated, defunded, or when no longer needed for 
administrative, legal, audit, or other operational purposes. Destroy 5 
years after cutoff.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Administrative: backups are secured off-site, encryption of 
backups, methods to ensure only authorized personnel have access to 
PII, periodic security audits, and regular monitoring of users' 
security practices. Physical: cipher locks, closed circuit TV, key 
cards, and security guards. Technical safeguards: Common Access Card, 
DoD public key infrastructure certificates, encryption of data at rest, 
encryption of data in transit, firewall, intrusion detection system, 
and role-based access control, used only for privileged (elevated 
roles).

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should address written 
requests to the Office of the Secretary of Defense/Joint Staff Freedom 
of Information Act Requester Service Center, 1155 Defense Pentagon, 
Washington, DC 20301-1155. For verification purposes, individuals 
should provide full name, current address, and sufficient details to 
permit locating pertinent records, and signature. Signed, written 
requests should contain the individual's full name, telephone number, 
street address, email address, and 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

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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 published in 32 CFR part 
310, or may be obtained from the system manger.

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:
    N/A

[FR Doc. 2022-24646 Filed 11-10-22; 8:45 am]
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