Privacy Act of 1974; System of Records, 53971-53973 [2024-14203]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 89, Number 125 (Friday, June 28, 2024)]
[Notices]
[Pages 53971-53973]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-14203]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2024-OS-0072]


Privacy Act of 1974; System of Records

AGENCY: Pentagon Force Protection 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, ``Pentagon 
Facilities Access Control System,'' DPFPA 01. This system of records 
was originally established by the Pentagon Force Protection Agency 
(PFPA) to collect and maintain a listing of personnel who are 
authorized to access Pentagon Facilities and verify the identity of 
approved individuals with access to such facilities and offices. The 
system name is changing from ``Pentagon Facilities Access Control 
System'' to ``Pentagon Facilities Access Control Records.'' This system 
of records notice (SORN) is being updated to expand the purpose for 
which the system of records was established and incorporate the DoD 
standard routines uses (A through J). 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 July 29, 
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: Mr. Dajonte Holsey, Pentagon Force 
Protection Agency, Department of Defense, 9000 Defense Pentagon, 
Washington DC 20301-9000, (703) 571-2939.

SUPPLEMENTARY INFORMATION:

I. Background

    The Pentagon Facilities Access Control Records are maintained by 
the Pentagon Facilities and used to maintain a listing of personnel who 
are authorized to access Pentagon Facilities and verify the identity of 
approved individuals with access to such facilities and offices. The 
system name is changing from ``Pentagon Facilities Access Control 
System'' to ``Pentagon Facilities Access Control Records.'' 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

[[Page 53972]]

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) 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; (3) to the Administrative, Technical, and 
Physical Safeguards to update the individual safeguards protecting the 
personal information; (4) to the Purpose of the System section to list 
the functions of the system with additional clarity; (5) to the 
Retention and Disposal section to reflect the approved disposition; (6) 
to the Record Access Procedures section to reflect the need for 
individuals to identify the appropriate DoD office or component to 
which their request should be directed; (7) to the Contesting Records 
and Notification Procedures sections to update the appropriate citation 
for contesting records; and (8) to the System Manager and System 
Location sections to update the addresses and office names. 
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 
Office of the Assistant to the Secretary for 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: June 24, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Pentagon Facilities Access Control Records, DPFPA 01.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION(S):
    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):
    A. Chief, Credentialing Branch, Security Services Division, 
Pentagon Force Protection Agency, 9000 Defense Pentagon, Washington, DC 
20301-9000. Email: [email protected], Phone: 703-697-9327.
    B. Chief, Electronic Security Systems, Enterprise Physical Security 
Division, Pentagon Force Protection Agency, 9000 Defense Pentagon, 
Washington, DC 20301-9000.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2674, Operation and 
Control of Pentagon Reservation and Defense Facilities in National 
Capital Region; 32 CFR 234, Conduct on the Pentagon Reservation, as 
amended; DoD Directive (DoDD) 5105.68, Pentagon Force Protection Agency 
(PFPA); DoDD 8521.01E, DoD Biometrics; DoD Instruction (DODI) 1000.25, 
DoD Personnel Identity Protection (PIP) Program; DoDI 5200.08, Security 
of DoD Installations and Resources and the DoD Physical Security Review 
Board (PSRB); DoDI 5525.19, DoD Identity Matching Engine for Security 
and Analysis (IMESA) Access to Criminal Justice Information (CJI) and 
Terrorist Screening Databases (TSDB); DoD 5200.08-R, Physical Security 
Program; OSD Administrative Instruction 30, Force Protection on the 
Pentagon Reservation; Directive-Type Memorandum (DTM) 09-12, Interim 
Policy Guidance for DoD Physical Access Control, and E.O. 9397, as 
amended.

PURPOSE(S) OF THE SYSTEM:
    To collect and maintain records related to Pentagon Facility access 
and perimeter control, including visitor security and management. 
Additionally, to provision individual facility/installation access to 
an approved credential, and to verify the identity of an individual. 
The records will be vetted initially through the use of National Crime 
Information Center (NCIC), while continuous vetting occurs via the DoD 
Identity Matching Engine for Security and Analysis (IMESA) which may be 
accessed by other physical access control systems for further 
verification at other sites. The system may also be used for law 
enforcement purposes for verification and validation of recent and 
current police records.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Any Department of Defense military, civilian employee, or 
contractor sponsored by the Department of Defense, or other persons/
visitors who have reason to enter Pentagon Facilities for official 
Department of Defense business. Other persons/visitors can include 
vendors, concessionaires, and domestic or foreign members of the press.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, Social Security Number (SSN), DoD ID number, Federal Personal 
Identity Verification (PIV) Card Holder Unique Identifier (CHUID), 
foreign passport numbers, visa numbers, document numbers from 
Department of Homeland Security, race, sex, date of birth, place of 
birth, rank/grade, citizenship, photograph, digital certificates, 
biometric images and templates (e.g., fingerprint and iris), personal 
and work email addresses and telephone numbers, employment information, 
name of DoD sponsoring office, background investigation type and 
completion date, date of issue and expiration of facility and 
installation access credentials, access level, previous facility pass 
issuances, authorizing official, and information that reflects time of 
entry and exit from a facility.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from the individual, U.S. Citizenship and Immigration Services 
Form I-9, the Identity Matching Engine for Security and Analysis 
(IMESA) system, or the Washington Headquarter Services Parking 
Database.

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

[[Page 53973]]

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, amended.
    J. To such recipients and under such circumstances and procedures 
as are mandated by Federal statue 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. 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 name, SSN, DoD ID number, Federal PIV 
Card Holder Unique Identifier, or identification document that is 
compliant with the REAL ID Act (2005).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Federal employees and contractors: Records are retained 
temporarily. Cut off upon terminating an employee's or contractor's 
term of employment. Destroy 6 years after cutoff. Official Visitors: 
Temporary. Cut off annually after final entry or after date of 
document, as appropriate. Destroy 5 years after cutoff.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The Pentagon Facilities Access Control Records is physically 
secured using law enforcement personnel, contract security, physical 
access control and intrusion detection systems (ACS and IDS), and 
closed circuit TV (CCTV). Technical controls include user 
identification, passwords, firewalls, logical intrusion detection 
systems (IDS), encryption, DoD Public Key Infrastructure certificates 
and Common Access Cards (CAC). Administrative Controls include periodic 
security audits, regular monitoring of users' security practices, 
methods to ensure only authorized personnel have access to PII and 
encryption of backups containing sensitive data.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves in this 
system should address written inquiries to the Office of the Secretary 
of Defense/Joint Staff Freedom of Information Act Requester Service 
Center, Office of the Freedom of Information, 1155 Defense Pentagon, 
Washington, DC 20301-1155. Signed, written requests should contain the 
full name, SSN, DoD ID number or Federal PIV Personal Identifier (PI), 
current address and telephone number of the individual, and 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 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:
    May 9, 2011, 76 FR 26712.

[FR Doc. 2024-14203 Filed 6-27-24; 8:45 am]
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