Privacy Act of 1974; System of Records, 78093-78096 [2022-27671]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 87, Number 244 (Wednesday, December 21, 2022)]
[Notices]
[Pages 78093-78096]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-27671]


=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2022-OS-0140]


Privacy Act of 1974; System of Records

AGENCY: Under Secretary of Defense for Personnel & Readiness 
(USD(P&R)), 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 originally titled, 
``Military OneSource Case Management System (CMS),'' DPR 45, which is 
being renamed as ``Military OneSource Business Operations Information 
System''. This system of records was originally established by the 
USD(P&R) to collect and maintain records in the Military OneSource Case 
Management of individuals' eligibility for support as well as 
processing training registration, enrollment, requests, and self-
motivated education/training for its Learning Management System. The 
Military OneSource is a call center and website providing comprehensive 
information on available benefits and services to Active Duty Military, 
Reserve and National Guard, eligible separated members and their family 
members. These benefits and services include financial counseling, 
educational assistance and benefits, relocation planning and 
preparation, quality of life programs, and family and community 
programs. In addition to formatting administrative changes, this 
modification changes the categories of individuals, categories of 
records, the system location, system manager, authorities, record 
source categories, policy and practices for storage, record access, 
contesting and notification procedures, as well as the routine uses 
within the SORN.

DATES: This system of records modification is effective upon 
publication; however, comments on the Routine Uses will be accepted on 
or before January 20, 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

    The Military OneSource system of records provides service members 
and their families with access to a wide variety of resources and 
confidential support in order to weather the demands of military life. 
In an increasingly technological and mobile world, the Military 
OneSource offers support 24 hours a day, telephonically as well as 
online. Subject to public comment, the DoD is updating this SORN to add 
the standard DoD routine uses (routine uses A through J). Additionally, 
the following sections of this SORN are being modified as follows: 
system and number to support the integration of the Military OneSource 
Case Management System (CMS) into the larger Military OneSource 
Business Operations Information System technological environment; 
system location in order to expand the operating environments in 
support of the Military OneSource Business Operations Information 
System; system manger to support the dual-designation Military 
OneSource system manager responsibilities in support of the Military 
OneSource Business Operations Information System; authorities to 
include the addition of public law citations and National Defense 
Authorization Act (NDAA) authorities; the purpose to improve clarity; 
categories of individuals in order to incorporate those who have been 
determined, by DoD policy, to be eligible for the web-based services 
and capabilities; categories of records in order to improve clarity; 
record sources section incorporates formatting edits; policies and 
practices for storage to account for the use of Government-validated 
Cloud Computing environments; safeguards in order to describe 
additional measures that are employed in support of the Military One 
Source Business Operations Information System; record access procedures 
in order to improve clarity; contesting procedures to ensure the 
correct citation is listed for accessing records, contesting content, 
and appealing initial agency determinations; notification procedures in 
order to add clarity.
    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

[[Page 78094]]

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

    Dated: December 15, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Military OneSource Business Operations Information System, DPR 45.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Defense Information Systems Agency (DISA), 6910 Cooper Avenue, Fort 
Meade, MD 20755-7085, Amazon Web Services (AWS) GovCloud Region, and 
MC&FP IT and Cyber Operations, 4800 Mark Center Drive, Alexandria, VA 
22350-2300.

SYSTEM MANAGER(S):
    (1) Under Secretary of Defense for Personnel and Readiness (USD/
P&R), Office of the Deputy Assistant Secretary of Defense (DASD) for 
Military Community and Family Policy (MC&FP), Director, Military 
Community Support Programs (MCSP), 4800 Mark Center Drive, Suite 14E08, 
Alexandria, VA 22350-2300.
    (2) Under Secretary of Defense for Personnel and Readiness (USD/
P&R), Office of the Deputy Assistant Secretary of Defense (DASD) for 
Military Community and Family Policy (MC&FP), Director, Military 
Community Outreach (MCO) Directorate, 4800 Mark Center Drive, 
Alexandria, VA 22350-2300, email: [email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 10 U.S.C. 1788, Additional Family Assistance; 10 U.S.C. 
Chapter 88, Military Family Programs and Military Child Care, 
Subchapter I, Military Family Programs; 10 U.S.C. 53, Miscellaneous 
Rights and Benefits; Directive-type Memorandum (DTM)-17-004, DoD 
Expeditionary Civilian Workforce; DoD Directive 1322.18, Military 
Training; DoD Instruction (DoDI) 1342.22, Military Family Readiness; 
DoDI 6490.06, Counseling Services for DoD Military, Guard and Reserve, 
Certain Affiliated Personnel, and Their Family Members; and DoDI 
1322.26, Distributed Learning (DL).

PURPOSE(S) OF THE SYSTEM:
    The Military OneSource Business Operations Information System 
drives the technological capabilities that deliver the full ecosystem 
of Military OneSource web-based services that supports Service members 
and families throughout their military life, which includes one-year 
post military transition and survivors. The Military OneSource Business 
Operations Information System, Military OneSource digital enclave, and 
Military OneSource Content Management System (CMS) allow for 
documenting an individual's eligibility for these services; 
identification of the caller's inquiry or issue to provide a warm hand-
off, referral and/or requested information; and the development of a 
final solution and referral information. The system also allows access 
to tools and resources such as live chat, appointment scheduling, 
community resource finder, MilTax software, financial calculators, 
Morale, Welfare, and Recreation (MWR) Digital Library; personalized 
moving checklists; training registration, enrollment requests, and 
self-motivated education/training for its Learning Management System 
(LMS). Records may be used as a management tool for statistical 
analysis, tracking, reporting, and evaluating program effectiveness and 
conducting research.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Active Duty Service members; Reserve and National Guard members; 
members of the Coast Guard activated as part of the Department of the 
Navy under Title 10 authority; medically discharged Service members 
participating in one of the Services Wounded Warrior or Seriously Ill 
and Injured Programs; those with honorable, other than honorable and 
general (under honorable conditions) discharges; Retired service 
members until 365 days past end of tour of service, retirement date or 
discharge date, including service members on the Temporary Disability 
Retirement List. Discharged service members (if discharged honorably) 
until 365 days past end of tour of service, retirement date or 
discharge date. Coast Guard veterans (if discharged honorably) and 
their immediate family are eligible from their separation date until 
365 days past end of tour of service; Reserve Officer Training Course 
and Service Academy Cadets; DoD Civilians Expeditionary Workforce 
Personnel; survivors (surviving spouses who have not remarried and 
children) of active duty, National Guard and Reserve Service members 
(regardless of activation status or cause of Service member's death); 
immediate family members of the groups described above; individuals 
with a legal responsibility to care for service member's children 
acting for the benefit of the children; survivors of deceased Service 
members contacting Military OneSource seeking information, referrals, 
or non-medical counseling; service providers accessing the LMS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individual's full name, DoD ID number, date of birth, gender, 
gender identification, marital status, relationship to Service member, 
rank/grade, unit, branch of military Service, official duty address, 
military status and records (role of individual [e.g., Service Member, 
Survivor, Family Member, Service Provider] and military installation 
assigned to), current address and mailing address, emergency contact; 
participant education information, legal status, mother's middle/maiden 
name, telephone numbers (work/home/cell/DSN) and participant 
authorization or refusal to allow incoming/outgoing text messages 
between participant and Military OneSource, email addresses, 
participant ID and case number (automatically generated internal 
numbers not provided to the participant), presenting issue/information 
requested, handoff type to contractor, handoff notes, if interpretation 
is requested and the language requested, referrals, and feedback from 
quality assurance follow-up with participants.
    Online Learning Platform: User account name, course history 
(attempted dates/times, grades), member type, agency, installation, 
unit, and service provider affiliation.
    Non-medical counseling information: Non-medical counseling 
information includes a brief, non-clinical intake to ascertain the 
scope of support the participant needs (e.g., to effectively 
communicate with others).

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from:
    A. Individual,
    B. Military OneSource program officials,
    C. Transition Assistance Program (TAP) Data Retrieval Web Service 
(TDRWS), and
    D. Authorized contractors providing advice and support to the 
individual.

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.

[[Page 78095]]

552a(b) of the Privacy Act of 1974, as amended, these records 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 1978, as amended.
    J. To such recipients and under such circumstances and procedures 
as are mandated by Federal statute or treaty.
    K. To the appropriate Federal, State, local, territorial, tribal, 
foreign, or international law enforcement authority or other 
appropriate entity when necessary pursuant to a showing of compelling 
circumstances affecting the health or safety of an individual.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in electronic storage media. 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:
    Records may be retrieved by the participant's or Service members 
name, date of birth, participant ID, case ID, DoD ID number, phone 
number, email address, or an LMS account username.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Master database files: Cut off after 3 years of continuous 
inactivity or notification of discharge, retirement or separation of 
the Service member. Destroy 10 years after cut off.
    Non-medical counseling records: Cut off after 3 years of continuous 
inactivity or notification of discharge, retirement or separation of 
the Service member. Destroy 15 years after cut off.
    Training records: Cut off annually upon completion of training. 
Destroy 5 years after cut off.
    Call center recordings: Cut off after referral to non-medical 
counseling, employee assistance program support, information and 
referral. Destroy 90 days after cut off.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The 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, the DoD established security audit and 
accountability policies and procedures which support the safeguarding 
of PII and detection of potential PII incidents. The DoD routinely 
employs safeguards such as the following to information systems and 
paper recordkeeping systems: records are maintained in a secure 
building in a controlled area accessible only to authorized personnel. 
Physical entry is restricted by the use of locks, passwords, and 
administrative procedures, which are changed periodically. The system 
is designed with access controls, comprehensive intrusion detection, 
and virus protection. Access to personally identifiable information in 
this system is role-based and restricted to those requiring the data in 
the performance of their official duties and completing annual 
information assurance and privacy training. Records are encrypted 
during transmission to protect session information, and while not in 
use (data at rest).

RECORDS ACCESS PROCEDURES:
    Individuals seeking access to information about themselves or their 
minor legal dependent(s) in this record system should address inquiries 
in writing to the Office of the Secretary of Defense/Joint Staff 
Freedom of Information Act Requester Service Center, 1155 Defense 
Pentagon, Washington, DC 20701-1155. Signed, written requests should 
include the individual's full name (First, Middle, Last), all other 
names used, current address, telephone number, email address, date of 
birth (YYYYMMDD), and the name and number of this system of records 
notice (SORN). 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

[[Page 78096]]

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:
    January 24, 2017, 82 FR 8182; February 11, 2015, 80 FR 7579; 
October 15, 2014, 79 FR 61854.

[FR Doc. 2022-27671 Filed 12-20-22; 8:45 am]
BILLING CODE 5001-06-P