Privacy Act of 1974; System of Records, 104526-104528 [2024-30615]
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104526
Federal Register / Vol. 89, No. 246 / Monday, December 23, 2024 / Notices
FOR FURTHER INFORMATION CONTACT:
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD–2024–OS–0144]
Privacy Act of 1974; System of
Records
Office of the Secretary of
Defense, Department of Defense (DoD).
ACTION: Notice of a modified system of
records.
AGENCY:
In accordance with the
Privacy Act of 1974, the DoD is
modifying and reissuing a current
system of records titled, ‘‘Pentagon
Facilities Parking Program,’’ DWHS
D04. This system of records was
originally established to manage the
Pentagon Facilities Parking Program for
DoD civilian, military, and contractor
personnel applying for and in receipt of
Pentagon parking permits. Records are
also used to ensure DoD military
personnel and civilians are not in
receipt of both an issued parking pass
and mass transit benefits. This system of
records is being updated to expand the
categories of records collected. DoD is
also updating the System of Records
Notice (SORN) to add the standard DoD
routine uses (routine uses A through J).
Lastly, 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 January 22, 2025.
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 05F16, 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.
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SUMMARY:
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Jeanette Whiten, Privacy and Civil
Liberties Officer, Records and
Declassification Division, (571) 372–
0937, 4800 Mark Center Drive, Suite
02F09–02, Alexandria, VA 22350,
whs.mc-alex.rsrcmgmt.list.esd-osd-jsprivacy-office-mbx@mail.mil.
SUPPLEMENTARY INFORMATION:
I. Background
The Pentagon’s parking program is
designed to manage the large number of
vehicles belonging to employees,
military personnel, and visitors who are
authorized to park at the Pentagon
Reservation (to include the Pentagon,
Mark Center, and Suffolk Building).
This system of records is being updated
to expand the categories of records
collected. Additionally, DoD is updating
the SORN to add the standard DoD
routine uses (routine uses A through J).
Other sections of this SORN are being
modified as follows: (1) System Manager
and System Location sections to update
the address and office name; (2)
Authority for Maintenance of the
System to update citation(s) and add
additional authorities; (3) Categories of
Records in the System to remove the
social security number (SSN); (4)
Policies and Practices for retrieval of
Records to remove the SSN and add a
data element; (5) Policies and Practices
for Retention and Disposal of Records to
update the retention period which the
records are maintained; (6) Record
Access Procedures to update the
procedures for accessing the records;
and (7) Contesting Record Procedures to
update the appropriate citation for
contesting records. 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 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,
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Fmt 4703
Sfmt 4703
OATSD(PCLT) has provided a report of
this system of records to the OMB and
to Congress.
Dated: December 18, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison
Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Pentagon Facilities Parking Program,
DWHS D04.
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, Parking Management Office,
Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC
20301–1155.
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;
DoD Directive 5105.53, Director of
Administration and Management
(DA&M); DoD Directive 5110.04,
Washington Headquarters Services
(WHS); Administrative Instruction 88,
Pentagon Reservation Vehicle Parking
Program.
PURPOSE(S) OF THE SYSTEM:
To manage the Pentagon Facilities
Parking Program for DoD civilian,
military, and contractor personnel
applying for and in receipt of Pentagon
parking permits. Records are also used
to ensure DoD military personnel and
civilians are not in receipt of both an
issued parking pass and mass transit
benefits.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All DoD civilians, military, and
contractors holding DoD parking
permits, participating in DoD carpools,
or are otherwise authorized to park at
the Pentagon Reservation (to include the
Pentagon, Mark Center, and Suffolk
Building). This includes concessionaires
and custodial workers who are
authorized to park at Pentagon
Facilities.
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Federal Register / Vol. 89, No. 246 / Monday, December 23, 2024 / Notices
CATEGORIES OF RECORDS IN THE SYSTEM:
Full name, DoD ID Number, work
email address, rank/grade, work
location, work telephone number, home
address, vehicle registration, vehicle
identification number, organizational
affiliation, vehicle license plate number,
state, assigned system number, and
parking permit number.
RECORD SOURCE CATEGORIES:
Individual.
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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.
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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 nonFederal 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.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Paper file folders and electronic
storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Full name, assigned system number,
work email address, parking permit
number, and vehicle tag number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Temporary. Cut off and destroy upon
immediate collection once the
temporary credential or card is returned
for potential reissuance due to nearing
expiration or not to exceed 6 months
from time of issuance or when
individual no longer requires access,
whichever is sooner.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Records are maintained in controlled
areas accessible only to authorized DoD
personnel, including system users,
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104527
system administrators, and authorized
contractors who have a need-to-know in
the performance of official duties and
who are properly screened and cleared.
Physical entry is restricted by the use of
locks, guards, identification badges, key
cards and closed-circuit TV. Paper
records are stored in locked cabinets in
secured offices. Access to personal
information is further restricted by the
use of Common Access Card and user
ID/passwords, intrusion detection
system, encryption, and firewalls.
Administrative procedures include
periodic security audits, regular
monitoring of users’ security practices,
methods to ensure only authorized
personnel access to Personally
Identifiable Information (PII) and
encryption of back-up and recovery
Standard Operating Procedures.
RECORD ACCESS PROCEDURES:
Individuals seeking access to
information about themselves contained
in this system of records should address
written inquiries to Office of the
Secretary of Defense/Joint Staff,
Freedom of Information Requester
Service Center, Office of Freedom of
Information, 1155 Defense Pentagon,
Washington, DC 20301–1155, Fax (571)
372–0500. FOIA website: https://
www.esd.whs.mil/FOID/SubmitRequest. Signed, written requests
should include the name and number of
this system of records notice, the case
number (if available), date of request,
title/subject of submitted document, or
author’s 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
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104528
Federal Register / Vol. 89, No. 246 / Monday, December 23, 2024 / Notices
Common Set of Instructions for
Applicants:
is contained in this system of records
should follow the instructions for
Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
October 20, 2010, 75 FR 64713;
February 11, 2016, 81 FR 7325.
[FR Doc. 2024–30615 Filed 12–20–24; 8:45 am]
BILLING CODE 6001–FR–P
DEPARTMENT OF EDUCATION
Common Instructions for Applicants to
Department of Education Discretionary
Grant Programs
Office for Planning, Evaluation
and Policy Development, Department of
Education.
ACTION: Notice; revised common
instructions.
AGENCY:
On December 7, 2022, the
Department of Education (Department)
published a revised set of common
instructions for applicants seeking
funds under a Department discretionary
grant competition. In this notice, the
Department is publishing a revised
version of the common instructions that
supersedes the version published on
December 7, 2022.
FOR FURTHER INFORMATION CONTACT:
Kelly Terpak, U.S. Department of
Education, 400 Maryland Avenue SW,
room 4C212, Washington, DC 20202.
Telephone: (202) 280–8472. Email:
Kelly.Terpak@ed.gov.
If you are deaf, hard of hearing, or
have a speech disability and wish to
access telecommunications relay
services, please dial 7–1–1.
SUPPLEMENTARY INFORMATION:
Background: This document is a
centralized and up-to-date set of
instructions for applying to the
Department’s discretionary grant
programs. Notices inviting applications
(NIAs) will reference this document
instead of providing this series of
instructions within each NIA. If in the
rare circumstance exceptions to these
instructions are necessary, they will be
noted in an individual competition NIA.
Revised Common Instructions:
The Department is making changes to
the revised common instructions for
applicants that were published in the
Federal Register on December 7, 2022
(87 FR 75045), to make them clearer and
more direct. The Department has also
added guidance on the usage of
Artificial Intelligence when applying to
grant competitions.
The revised common instructions are:
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SUMMARY:
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Application and Submission
Information
1. Where to Find the Application
Package: You can obtain an application
package from the Department’s website
or Grants.gov.
2. Content and Formatting
Requirements: Requirements concerning
the content and formatting of an
application, together with the forms you
must submit, are in the application
package for the program located on
Grants.gov.
3. Unique Entity Identifier, Taxpayer
Identification Number, and System for
Award Management: To do business
with the Department, and to submit
your application electronically using
Grants.gov, you must—
a. Have a Unique Entity Identifier
(UEI) and a Taxpayer Identification
Number (TIN);
b. Be registered in the System for
Award Management (SAM.gov), the
Government’s primary registrant
database. Information about SAM is
available at www.SAM.gov. To further
assist you with registering in SAM.gov
and getting a UEI or updating your
existing SAM registration, see the Quick
Start Guide for Grant Registrations and
the Entity Registration Video at https://
sam.gov/content/entity-registration;
c. Provide your UEI number and TIN
on your application; and
d. Maintain an active SAM
registration with current information
while your application is under review
by the Department and, if you are
awarded a grant, during the project
period.
If you are a corporate entity, agency,
institution, or organization, you can
obtain a TIN from the Internal Revenue
Service (IRS). If you are an individual,
you can obtain a TIN from the IRS or the
Social Security Administration. If you
need a new TIN, please allow two to
five weeks for your TIN to become
active.
The SAM registration process usually
takes approximately 7 to 10 business
days, but may take longer, depending on
the completeness and accuracy of the
data you enter into the SAM.gov
database. The Department recommends
that you register early, at least 10 to 14
business days before the application
deadline. If you are unable to submit an
application on Grants.gov by the
application deadline because you do not
have an active SAM registration, you
will not be considered for funding.
Note: Once your SAM.gov registration
is active, it may be 24 to 48 hours before
you can access the information in, and
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Sfmt 4703
submit an application through,
Grants.gov.
If you are currently registered with
SAM.gov, you may not need to make
any changes. However, please make
certain that the TIN associated with
your UEI is correct.
Note: You must update your SAM
registration annually. This may take
three or more business days.
e. (1) Register as an applicant using
your UEI number and (2) be designated
by your organization’s E-Biz Point of
Contact as an Authorized Organization
Representative (AOR). Details on these
steps are outlined at the following
Grants.gov web page: https://grants.gov/
register.
4. Submission Instructions:
a. Electronic Submission of
Applications.
The Department is participating as a
partner in the Government-wide
Grants.gov site. Submit applications
electronically using Grants.gov. Do not
email them unless explicitly allowed in
a competition NIA.
You may access the electronic grant
applications at www.grants.gov. You
may search for the downloadable
application package for the competition
that you are interested in applying to by
the Assistance Listing Number (ALN).
Do not include the ALN’s alpha suffix
in your search (e.g., search for 84.184,
not 84.184D).
A Grants.gov applicant must apply
online using Workspace, a shared
environment in Grants.gov where
members of a grant team may
simultaneously access and edit different
web forms within an application. An
applicant can create an individual
Workspace for each application and
establish, for that application, a
collaborative application package that
allows more than one person in the
applicant’s organization to work
concurrently on an application. The
Grants.gov system also enables the
applicant to reuse forms from previous
submissions, check forms in and out to
complete them, and submit the
application package. For further
instructions on how to apply using
Grants.gov, refer to: https://grants.gov/
applicants/grant-applications/how-toapply-for-grants.
Please note the following:
• Assistance: Applicants needing
assistance with Grants.gov may contact
the Grants.gov Support Center either by
calling 1–800–518–4726 or by sending
an email to support@grants.gov. The
Grants.gov Support Center is available
24 hours a day, seven days a week,
except for Federal holidays. Applicants
needing assistance from Principal Office
staff with their applications should
E:\FR\FM\23DEN1.SGM
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Agencies
[Federal Register Volume 89, Number 246 (Monday, December 23, 2024)]
[Notices]
[Pages 104526-104528]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-30615]
[[Page 104526]]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2024-OS-0144]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense, 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 titled, ``Pentagon
Facilities Parking Program,'' DWHS D04. This system of records was
originally established to manage the Pentagon Facilities Parking
Program for DoD civilian, military, and contractor personnel applying
for and in receipt of Pentagon parking permits. Records are also used
to ensure DoD military personnel and civilians are not in receipt of
both an issued parking pass and mass transit benefits. This system of
records is being updated to expand the categories of records collected.
DoD is also updating the System of Records Notice (SORN) to add the
standard DoD routine uses (routine uses A through J). Lastly, 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 January 22,
2025. 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
05F16, 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: Jeanette Whiten, Privacy and Civil
Liberties Officer, Records and Declassification Division, (571) 372-
0937, 4800 Mark Center Drive, Suite 02F09-02, Alexandria, VA 22350,
[email protected].
SUPPLEMENTARY INFORMATION:
I. Background
The Pentagon's parking program is designed to manage the large
number of vehicles belonging to employees, military personnel, and
visitors who are authorized to park at the Pentagon Reservation (to
include the Pentagon, Mark Center, and Suffolk Building). This system
of records is being updated to expand the categories of records
collected. Additionally, DoD is updating the SORN to add the standard
DoD routine uses (routine uses A through J). Other sections of this
SORN are being modified as follows: (1) System Manager and System
Location sections to update the address and office name; (2) Authority
for Maintenance of the System to update citation(s) and add additional
authorities; (3) Categories of Records in the System to remove the
social security number (SSN); (4) Policies and Practices for retrieval
of Records to remove the SSN and add a data element; (5) Policies and
Practices for Retention and Disposal of Records to update the retention
period which the records are maintained; (6) Record Access Procedures
to update the procedures for accessing the records; and (7) Contesting
Record Procedures to update the appropriate citation for contesting
records. 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 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: December 18, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Pentagon Facilities Parking Program, DWHS D04.
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, Parking Management Office, Washington Headquarters Services,
1155 Defense Pentagon, Washington, DC 20301-1155.
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; DoD Directive 5105.53, Director of Administration and
Management (DA&M); DoD Directive 5110.04, Washington Headquarters
Services (WHS); Administrative Instruction 88, Pentagon Reservation
Vehicle Parking Program.
PURPOSE(S) OF THE SYSTEM:
To manage the Pentagon Facilities Parking Program for DoD civilian,
military, and contractor personnel applying for and in receipt of
Pentagon parking permits. Records are also used to ensure DoD military
personnel and civilians are not in receipt of both an issued parking
pass and mass transit benefits.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All DoD civilians, military, and contractors holding DoD parking
permits, participating in DoD carpools, or are otherwise authorized to
park at the Pentagon Reservation (to include the Pentagon, Mark Center,
and Suffolk Building). This includes concessionaires and custodial
workers who are authorized to park at Pentagon Facilities.
[[Page 104527]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Full name, DoD ID Number, work email address, rank/grade, work
location, work telephone number, home address, vehicle registration,
vehicle identification number, organizational affiliation, vehicle
license plate number, state, assigned system number, and parking permit
number.
RECORD SOURCE CATEGORIES:
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.
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 1978, 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:
Paper file folders and electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Full name, assigned system number, work email address, parking
permit number, and vehicle tag number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Temporary. Cut off and destroy upon immediate collection once the
temporary credential or card is returned for potential reissuance due
to nearing expiration or not to exceed 6 months from time of issuance
or when individual no longer requires access, whichever is sooner.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records are maintained in controlled areas accessible only to
authorized DoD personnel, including system users, system
administrators, and authorized contractors who have a need-to-know in
the performance of official duties and who are properly screened and
cleared. Physical entry is restricted by the use of locks, guards,
identification badges, key cards and closed-circuit TV. Paper records
are stored in locked cabinets in secured offices. Access to personal
information is further restricted by the use of Common Access Card and
user ID/passwords, intrusion detection system, encryption, and
firewalls. Administrative procedures include periodic security audits,
regular monitoring of users' security practices, methods to ensure only
authorized personnel access to Personally Identifiable Information
(PII) and encryption of back-up and recovery Standard Operating
Procedures.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
Office of the Secretary of Defense/Joint Staff, Freedom of Information
Requester Service Center, Office of Freedom of Information, 1155
Defense Pentagon, Washington, DC 20301-1155, Fax (571) 372-0500. FOIA
website: https://www.esd.whs.mil/FOID/Submit-Request. Signed, written
requests should include the name and number of this system of records
notice, the case number (if available), date of request, title/subject
of submitted document, or author's 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
[[Page 104528]]
is contained in this system of records should follow the instructions
for Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
October 20, 2010, 75 FR 64713; February 11, 2016, 81 FR 7325.
[FR Doc. 2024-30615 Filed 12-20-24; 8:45 am]
BILLING CODE 6001-FR-P