Privacy Act of 1974; System of Records, 31147-31149 [2024-08760]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 89, Number 80 (Wednesday, April 24, 2024)]
[Notices]
[Pages 31147-31149]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-08760]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2024-OS-0040]


Privacy Act of 1974; System of Records

AGENCY: Defense Contract Audit Agency, 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, ``DCAA 
Management Information System (DMIS), RDCAA 590.8.'' This system of 
records was originally established by the Defense Contract Audit Agency 
(DCAA) to collect and maintain records on audit requirements, programs, 
and performance and to provide timekeepers with access to time and 
attendance records. This system of records notice (SORN) is being 
updated to change the SORN title from ``DCAA Management Information 
System (DMIS)'' to ``DCAA Portfolio Management System Records.'' The 
DoD is also modifying various other sections within the SORN to improve 
clarity or update information that has changed.

DATES: This system of records is effective upon publication; however, 
comments on the Routine Uses will be accepted on or before May 24, 
2024. 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: Keith Mastromichalis, FOIA, Privacy, 
and Civil Liberties Officer, Defense Contract Audit Agency, 8725 John 
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219, 
[email protected], (571) 448-3153.

SUPPLEMENTARY INFORMATION:

I. Background

    The DCAA Management Information System is used to collect and 
maintain records on audit requirements, programs, and performance as 
well as to plan, perform, and oversee non-audit projects supporting 
Agency mission and initiatives. This system of records name is changing 
from ``DCAA Management Information System'' to ``DCAA Portfolio 
Management System Records.'' Subject to public comment, the DoD is 
updating this SORN to add the standard DoD routine uses (A through J). 
Additionally, the following sections of this SORN are being modified as 
follows: (1) to the System Manager and System Location sections to 
update system name and Location to reflect the cloud environment; (2) 
to the Authority for Maintenance of the System to update citations and 
add additional authorities; (3) to the Purpose of the System section to 
clarity the scope of the system; (4) to the Categories of Records in 
the System to add additional categories and to remove Social Security 
Number; (5) to the Purpose to provide clarity on the scope of 
collection; (6) to the Records Source Categories to add additional 
sources; (7) to the Records Storage Section to update storage medium in 
which records are maintained; to Retrievability to reduce the 
identifiers listed for records retrieval; (8) to the Record Access, 
Notification, and Contesting Record Procedures section, to reflect the 
need for individuals to identify the appropriate DoD office and/or 
component to direct their request and to update the appropriate 
citation for contesting records. and (9) to the Record Source 
Categories to list the appropriate Federal information systems.
    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Privacy and Civil Liberties 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 particular assigned to the individual. In 
the Privacy Act, an individual is defined as a U.S. citizen or lawful 
permanent resident.

[[Page 31148]]

    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: April 19, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    DCAA Portfolio Management System Records, RDCAA 590.8.

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):
    The system manager is Chief Digital and AI Office, Defense Contract 
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 
22060-6219.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    DoDD 5105.36, Defense Contract Audit Agency, and DoDI 7640.02, 
Policy for Follow-Up on Contract Audit Reports.

PURPOSE(S) OF THE SYSTEM:
    To provide managers, supervisors, and team members with timely, 
online information regarding audit requirements, programs, and 
performance as well as to plan, perform, and oversee non-audit projects 
supporting Agency mission and initiatives.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Defense Contract Audit Agency (DCAA) employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records relating to audit work performed in terms of hours expended 
by individual employees, dollar amounts audited, exceptions reported, 
audit activity codes, and net savings to the government as a result of 
those exceptions; records containing employee data; name, DOD ID 
Number, position/title, rank/grade, work email address, official duty 
telephone number, time and attendance, and work schedule; and records 
containing office information, e.g., duty station address, office 
symbol and telephone number.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: Individuals; existing DoD information systems, such as 
Defense Civilian Personnel Data System (DCPDS), Defense Agencies 
Initiative (DAI), Learning Management System (LMS), and System for 
Award Management (SAM); Procurement Integrated Enterprise Environment 
(PIEE); audit reports and working papers.

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 other review as 
authorized by the Inspector General Act.
    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 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 individuals' name and DoD ID number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records Schedule DAA-0372-2024-0001 is being reviewed by NARA 
pending approval. NARA appraiser had some recommended changes which we 
are re-submitting for review and approval. Records will be maintained 
as

[[Page 31149]]

permanent until NARA approves the retention and disposition of these 
records.

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: 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 Agency 
facilities.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should address written 
inquiries to the Defense Contract Audit Agency, FOIA Requester Service 
Center, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219. Signed written requests should contain the name and number of 
this system of records notice along with full name, current address, 
and email address of the individual. 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 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:
    November 9, 2005, 70 FR 67995.

[FR Doc. 2024-08760 Filed 4-23-24; 8:45 am]
BILLING CODE 6001-FR-P