Privacy Act of 1974; System of Records, 105033-105035 [2024-30665]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Navy

[Federal Register Volume 89, Number 247 (Thursday, December 26, 2024)]
[Notices]
[Pages 105033-105035]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-30665]



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DEPARTMENT OF DEFENSE

Department of the Navy

[Docket ID: USN-2024-HQ-0020]


Privacy Act of 1974; System of Records

AGENCY: United States Marine Corps, 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 Department of 
the Navy is modifying and reissuing a current system of records titled, 
``Marine Corps Marathon Automated Support System,'' MMC00010. This 
system of records was originally established to collect and maintain 
records to register and promote participation in Marine Corps Marathon 
Organization's race events. The system name and identifier are changing 
from ``Marine Corps Marathon Automated Support System,'' MMC0010 to 
``Marine Corps Marathon Organization Event Records,'' M01710-2. 
Additionally, this system of records notice (SORN) is being updated to 
expand the events and individuals covered, include information 
regarding medical treatment provided at events, and incorporate the DoD 
standard routine uses and support additional information sharing of 
these records outside the DoD. 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 27, 
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: Sally A. Hughes, FOIA/PA Programs 
Manager (ARSF), Headquarters, U.S. Marine Corps, 3000 Marine Corps 
Pentagon, Washington, DC 20350-3000, or by phone (703) 614-3685.

SUPPLEMENTARY INFORMATION:

I. Background

    The Marine Corps Marathon Automated Support System of records is 
used to register, acknowledge, and promote participation in Marine 
Corps Marathon Organization's race events. Information from this system 
of records is used to plan, organize, coordinate, and execute the 
events and communicate with the runners, first responders, medical and 
general volunteers. Subject to public comment, the DoD is updating this 
SORN to add the standard DoD routine uses (routine uses A through J) 
and to allow for additional disclosures outside DoD related to the 
purpose of this system of records. Additionally, the following sections 
of this SORN are being modified: (1) to the Categories of Individuals 
Covered by the System section to expand the individuals covered; (2) to 
the Categories of Records to include medical data, treatment, and 
transportation information; (3) to the Purpose(s) to clarify how the 
records related to the Category of Individuals (4) to the 
Retrievability section to permit retrieval using revised Categories of 
Records; (5) to the Administrative, Technical, and Physical Safeguards 
to update the individual safeguards protecting the personal 
information; (6) to the Contesting Records Procedures section to update 
the appropriate citation for contesting records; (7) to the System 
Manager and System Location sections to update the addresses and office 
name; and (8) Retention and Disposal section to reflect current 
National Archives and Records Administration approved retentions. 
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 
Defense Privacy, Civil Liberties, and Transparency Division 
(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:
    Marine Corps Marathon Organization Event Records, M01710-2.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Marine Corps Marathon Office, Building 3399 Russell Road, Quantico, 
VA 22134-5000.

SYSTEM MANAGER(S):
    The system manager is Director, Marine Corps Marathon Organization, 
3399 Russell Road, Quantico, VA 22134-5000, or by phone 703-784-2225/6.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, 
Headquarters, Marine Corps: Function, Composition; DoD 7000.14-R Volume 
13, Financial Management Regulations (FMR); SECNAVINST 1700.12B, 
Operation of Morale, Welfare, and Recreation Activities; and Marine 
Corps Marathon Charter, 27 March 2017.

PURPOSE(S) OF THE SYSTEM:
    To register, acknowledge and promote participation in Marine Corps 
Marathon Organization's race events. Information is used to plan, 
organize, coordinate, and execute the events and communicate with the 
runners, first responders, medical and general volunteers before, 
during and after the event to include publication of finisher results, 
finisher certificates and race photographs, videos, and motion 
pictures. Data and photographs, videotape, motion pictures and other 
recordings may be used by the Marine Corps Marathon Organization and 
its select partners and sponsors for surveys,

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data mining, publications on websites, social media posting, race 
programs and promotions, newspaper articles, newsletters, digital 
media, and other race marketing purposes and runner experience and 
enhancements.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Participants, parents/guardians and volunteers for the Marine Corps 
Marathon, Marine Corps Marathon Transfer/Deferment, Marine Corps 
Marathon 10K, Marine Corps Marathon Kids Run, Marine Corps Historic 
Half, Historic 10K, Semper Fred 5K, Marine Corps 1775K, Run Amuck, Mini 
Run Amuck, Quantico Triathlon, Turkey Trot 10K, and Turkey Trot Kids 
Mile.

CATEGORIES OF RECORDS IN THE SYSTEM:
    A. Personal information such as: name, address, date of birth, 
country, phone number(s), gender, emergency contact information, 
medical information (current and chronic health conditions, 
medications, injuries, allergies, and assistive devices as well as 
medical treatment requested and received). If participant is a minor, 
parent's name, contact information, and consent.
    B. Employment information such as: position/title, rank/grade, work 
address, email address, military service, medical specialty/sub-
specialty, certification/license number, status and expiration date, 
type, and associated state.
    C. First responder and volunteer information such as: organization, 
race name and volunteer job selection/assignment, and eligibility 
information (such as experience, education, professional 
qualifications/skills), and start and completion dates of service.
    D. Other information such as: apparel selection and size, race 
payment information, club member ID and bib number, solo or team 
runners, team captain selection, and team category (e.g., corporate/
workplace, military, nonprofit running club, charity, university/
college, high school), physical or special accommodations information, 
live map tracking data and race results, completion time, 
photograph(s), video, motion pictures, and other recordings. Publicly 
available social media information, including electronic social media 
information published or broadcast for public consumption, available on 
request to the public, accessible online to the public, available to 
the public by subscription or purchase, or is otherwise lawfully 
accessible to the public. Publicly available social media information 
does not include information only accessible by logging into a private 
account of the individual about whom the record pertains or by 
requiring the individual to provide a password to social media 
information that is not publicly available.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: individuals (i.e., participant, parent/guardian, or 
volunteer) through registration online, using Marine Corps Marathon 
Organization's contracted registration services or in person at the 
event to include photos or video taken.

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 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 news media, social media channels, or the general public, 
when there exists a legitimate public interest in the disclosure of 
information, and the disclosure would not constitute an unwarranted 
invasion of personal privacy.
    L. To select sponsors approved by the Marine Corps Marathon 
Organization to communicate with the runners.
    M. To medical facilities/professionals receiving patients 
transported for additional care or for follow up care.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored electronically on secure servers 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

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certified under the Federal Risk and Authorization Management Program 
(FedRAMP).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by name, home address, email address, 
telephone number, bib number, runners club ID.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    A. Race Winner Records: PERMANENT: Cut off every 4 years. Transfer 
electronic records to the National Archives for pre-accessioning 
immediately after 10 YEARS. Transfer to the National Archives 
immediately after 20 Years.
    B. General event management and participant records other than Race 
Winner Records: TEMPORARY: Cut off at CY. Destroy when 10 years old.
    C. First Responder and Volunteer records: TEMPORARY: Cut off at CY 
or when individual leaves the program. Destroy 3 years after cutoff.

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 DoD 
facilities.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
Director, Marine Corps Marathon Organization, P.O. Box 188, Quantico, 
VA 22134-5000. Written requests must contain full name, current 
address, telephone number, and must be signed by the individual. An 
email address is optional. 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).''
    For personal visits, the individual should be able to provide an 
identification bearing picture and signature or sufficient verbal data 
to ensure that the individual is the subject of the inquiry. A visitor 
may review their records in person by appointment only, Monday through 
Friday, 8 a.m. to 4:30 p.m., Marine Corps Marathon Organization, 
Building 3399 Russell Road, Quantico, VA 22134. Contact by phone (703) 
784-2225 for an appointment.

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:
    August 3, 1993, 58 FR 41254; February 13, 2015, 80 FR 8078.

[FR Doc. 2024-30665 Filed 12-23-24; 8:45 am]
BILLING CODE 6001-FR-P