Privacy Act of 1974; System of Records, 77085-77088 [2022-27356]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 87, Number 241 (Friday, December 16, 2022)]
[Notices]
[Pages 77085-77088]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-27356]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2022-OS-0139]


Privacy Act of 1974; System of Records

AGENCY: 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 DoD is 
establishing a new Department-wide system of records titled, 
``Enterprise Identity, Credential, and Access Management (ICAM) 
Records, DoD-0015.'' This system of records will support the management 
of individual identity information, support the provision of 
credentials to individuals and entities to provide them access to the 
DoD information services and data they require, and support a 
standardized DoD-wide process and protocol for individual system and 
data access across the enterprise to improve security and cost savings.

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before January 17, 
2023. The Routine Uses are effective at the close of the comment 
period.

ADDRESSES: You may submit comments, identified by docket number and 
title, by either 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, Attn: 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. Rahwa Keleta, Defense Privacy and 
Civil Liberties Division, Directorate for Privacy, Civil Liberties and 
Freedom of Information, Office of the Assistant to the Secretary of 
Defense for Privacy, Civil Liberties, and Transparency, Department of 
Defense, 4800 Mark Center Drive, Mailbox #24, Suite 08D09, Alexandria, 
VA 22350-1700; [email protected]; (703) 571-0070.

SUPPLEMENTARY INFORMATION: 

I. Background

    DoD is establishing the Enterprise Identity, Credentialing, and 
Access

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Management (ICAM) Records, DoD-0015, as a DoD-wide Privacy Act system 
of records. A DoD-wide system of records notice (SORN) supports 
multiple DoD paper or electronic recordkeeping systems operated by more 
than one DoD component that maintain the same kind of information about 
individuals for the same purpose. Establishment of DoD-wide SORNs helps 
DoD standardize the rules governing the collection, maintenance, use, 
and sharing of personal information in key areas across the enterprise. 
DoD-wide SORNs also reduce duplicative and overlapping SORNs published 
by separate DoD components. The creation of DoD-wide SORNs is expected 
to make locating relevant SORNs easier for DoD personnel and the 
public, and create efficiencies in the operation of the DoD privacy 
program.
    This system of records covers the Department's maintenance of 
records about individual users of the DoD network and information 
systems, to create a secure and trusted environment where users can 
access authorized resources, including services, information systems, 
and data, thereby supporting mission accomplishment while efficiently 
providing oversight of DoD users on the network. There are significant 
advantages in providing ICAM services at the enterprise level, 
including efficiencies in consolidating network services; improved 
security; cost savings; and enabling the creation of digital identities 
for a single individual for use across the enterprise. The purposes of 
this system of records include maintaining standardized user access 
controls, which provides for supporting users through self-service 
functions, and ensuring only approved users may access systems and data 
across the DoD enterprise. ICAM more efficiently reinforces the rules 
and controls governing the collection, maintenance, use, and sharing of 
information. This SORN will reduce duplicative efforts and overlap from 
SORNs published by separate DoD Components for solutions pursuing the 
same functions.
    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 FOIA Directorate website at 
https://dpcld.defense.gov.

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 particulars 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, DoD has provided a report of this 
system of records to the OMB and to Congress.

    Dated: December 10, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Enterprise Identity, Credential, and Access Management (ICAM) 
Records, DoD-0015.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of Defense (Department or 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):
    Chief Information Officer, Department of Defense, 6000 Defense 
Pentagon, Washington, DC 20301-6000; [email protected]; 703-614-7323.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 2222, Defense Business Systems: Business Process 
Reengineering; Enterprise Architecture; Management; 10 U.S.C. 2224, 
Defense Information Assurance Program; 10 U.S.C. Chapter 8-Defense 
Agencies and Department of Defense Field Activities; 31 U.S.C. 902, 
Authority and functions of agency Chief Financial Officers; Homeland 
Security Presidential Directive (HSPD) 12, Policies for a Common 
Identification Standard for Federal Employees and Contractors, August 
27, 2004; OMB M-19-17, Enabling Mission Delivery through Improved 
Identity, Credential, and Access Management; National Institute of 
Standards and Technology (NIST) Federal Information Processing Standard 
(FIPS) 201-2, Personal Identity Verification (PIV) of Federal Employees 
and Contractors; 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 DoD Instruction 8520.03, Identity Authentication for Information 
Systems.

PURPOSE(S) OF THE SYSTEM:
    This system of records supports the Department's maintenance of 
records about individual users of the DoD network and information 
systems, to create a secure and trusted environment where users can 
access authorized resources, including services, information systems, 
and data. ICAM more efficiently reinforces the rules and controls 
governing the collection, maintenance, use, and sharing of information 
and supports the standardization of user access controls, self-service 
functions, and ensuring that only approved users access systems and 
data across the DoD enterprise. The system creates a single user 
record, consolidating all pertinent data associated with the individual 
under one account. The principal purpose of the ICAM system is to 
capture and maintain a record of names, digital signatures, approved 
access, and other identifiers from authoritative sources to provide and 
maintain a record of access management to DoD systems and resources, to 
include Financial Management and Reporting Records and Information 
Systems Security records. This information is used to provide the 
following ICAM services:
    A. Enables and manages the digital flow of identity, credential, 
and access-management data for DoD-affiliated individuals.
    B. Provides authentication to DoD networks and resources through 
common standards, shared services, and federation.
    C. Facilitates managed access to protected resources, such as 
federally managed facilities, information systems, and data.
    D. Scopes access that is necessary and relevant to authorize the 
actions each user is allowed to perform on a given system; provides 
audit capability to ensure proper access is granted.
    E. Supports aligning existing account or entitlement information 
from DoD authoritative source systems to consuming applications.
    F. Provides fast, reliable, secure, and auditable capabilities 
across the DoD enterprise in a manner enhancing user experience and 
supports the critical missions.
    G. Provides consistent auditing capabilities such as monitoring and 
logging to support identity analytics for

[[Page 77087]]

detecting insider threats and external attacks.
    H. Enables the determination of requirements for identification, 
credentialing, authentication, and authorization lifecycle management 
for future planning and fiscal management.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have been issued credentials for access to DoD 
data, systems, or facilities which may include uniformed services 
personnel, including National Guard and Reserve components; former 
members and retirees of the uniformed services; dependent family 
members of uniformed services members; civilian employees, contractors, 
and any other DoD-``affiliated'' individuals requiring or requesting 
access to DoD or DoD-controlled information systems and/or DoD- or DoD 
contractor-operated, controlled, or secured facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    A. Personal information, such as name, DoD Identification (ID) 
Number, or other DoD-assigned student or educational ID number, date 
and place of birth, gender, citizenship, mother's middle/maiden name, 
driver's license, passport information, photograph, email address(es), 
personal and duty phone numbers, emergency contact information, race 
and ethnic origin.
    B. Employment-related information, such as employment status, duty 
position, service component, branch, personnel classification, security 
clearance, grade/rank/series, military status, military occupational 
specialty, official orders, unit of assignment, occupation, access 
rights provisioned in DoD systems and applications, DD Form 577, 
``Appointment/Termination Record--Authorized Signature,'' financial 
position appointed to, and other organizational affiliation 
information.
    C. Course and training data, such as examination and course 
completion status.

RECORD SOURCE CATEGORIES:
    A. Individuals.
    B. All DoD databases flowing into or accessed through the following 
integrated data systems, environments, applications, and tools, 
including:
    Defense Finance and Accounting Services financial business feeder 
systems, Procurement Integrated Enterprise Environment, Defense 
Manpower Data Center including the Defense Eligibility Enrollment 
System (DEERS), 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, National Guard Bureau Human/Personnel, 
Resource, and Manpower Systems, National Guard Bureau System, and 
commensurate data from DoD Component systems performing ICAM services.

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 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 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.

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. Electronic records 
may be stored locally on 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:
    Records may be retrieved by individual name, DoD ID Number, or 
email address.

[[Page 77088]]

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    A. Financial Records: The DD Form 577 records are retained for six 
(6) years after the final invoice or Intra-Government Payment and 
Collection or other similar documentation and then destroyed (DAA-
GRS2013-0003-0001).
    B. General System Records: Records are created as part of the user 
identification and authorization process to gain access to systems. 
Records are used to monitor inappropriate systems access by users. 
These records are temporary and will be destroyed in accordance with 
NARA guidance, when business use ceases (DAA-GRS-2013-0006-0003).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    DoD safeguards records in this system of records according to 
applicable rules, policies, and procedures, including all applicable 
DoD automated systems security and access policies. DoD policies 
require the use of controls to minimize the risk of compromise of 
personally identifiable information (PII) in paper and electronic form 
and to enforce access by those with a need to know and with appropriate 
clearances. Additionally, DoD has established security audit and 
accountability policies and procedures which support the safeguarding 
of PII and detection of potential PII incidents. DoD routinely employs 
safeguards such as the following to information systems and paper 
recordkeeping systems: Multifactor log-in authentication including 
Common Access Card (CAC) authentication and password; physical token as 
required; physical and technological access controls governing access 
to data; network encryption to protect data transmitted over the 
network; disk encryption securing disks storing data; key management 
services to safeguard encryption keys; masking of sensitive data as 
practicable; mandatory information assurance and privacy training for 
individuals who will have access; identification, marking, and 
safeguarding of PII; physical access safeguards including multifactor 
identification physical access controls, detection and electronic alert 
systems for access to servers and other network infrastructure; and 
electronic intrusion detection systems in DoD facilities.

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 DoD component with oversight of the records, as the 
component has Privacy Act responsibilities concerning access, 
amendment, and disclosure of the records within this system of records. 
The public may identify the contact information for 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, current address, telephone number and 
email address of the individual along with 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:
    Individuals seeking to amend or correct the content of records 
about them should follow the procedures in 32 CFR part 310.

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:
    None.

[FR Doc. 2022-27356 Filed 12-15-22; 8:45 am]
BILLING CODE 5001-06-P