80 FR 79867 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Office of the Secretary

Federal Register Volume 80, Issue 246 (December 23, 2015)

The Office of the Secretary of Defense proposes to alter a system of records, DWHS P18, entitled ``Office of the Secretary of Defense Identification Badge System'' to be used by officials of the Military Personnel Division, Human Resources Directorate, Washington Headquarters Services to temporarily issue the badge at arrival and determine who is authorized permanent award after a one-year period and then prepare the certificate to recognize this event.

[Federal Register Volume 80, Number 246 (Wednesday, December 23, 2015)]
[Notices]
[Pages 79867-79868]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-32286]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2015-OS-0138]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to alter a System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to alter a 
system of records, DWHS P18, entitled ``Office of the Secretary of 
Defense Identification Badge System'' to be used by officials of the 
Military Personnel Division, Human Resources Directorate, Washington 
Headquarters Services to temporarily issue the badge at arrival and 
determine who is authorized permanent award after a one-year period and 
then prepare the certificate to recognize this event.

DATES: Comments will be accepted on or before January 22, 2016. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Department of Defense, Office of the Deputy Chief 
Management Officer, Directorate of Oversight and Compliance, Regulatory 
and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-
9010.
    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 http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT 
or at http://dpcld.defense.gov/.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on December 15, 2015, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: December 18, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P18

System name:
    Office of the Secretary of Defense Identification Badge System 
(December 9, 2011, 76 FR 76958).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Military Personnel Division, Human 
Resources Directorate, Washington Headquarters Services, Department of 
Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.''

Categories of individuals covered by the system:
    Delete entry and replace with ``All permanent military personnel 
assigned to the Office of the Secretary of Defense (OSD).''
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 1125, Recognition for 
Accomplishment: Award of Trophies; DoD Manual 1348.33, Volume 1, Manual 
of Military Decorations and Awards: General Information, Medal of 
Honor, and Defense/Joint Decorations and Awards; and E.O. 9397 (SSN), 
as amended.''
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
Delete entry and replace with ``Disclosure When Requesting Information 
Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed as a routine use to a federal, state, or local agency 
maintaining civil, criminal, or other relevant enforcement information 
or other pertinent information, such as current licenses, if necessary 
to obtain information relevant to a DoD Component decision concerning 
the hiring or retention of an employee, the issuance of a security 
clearance, the letting of a contract, or the issuance of a license, 
grant, or other benefit.

Disclosure of Requested Information Routine Use:
    A record from a system of records maintained by a DoD Component may 
be disclosed to a federal agency, in response to its request, in 
connection with the hiring or retention of an

[[Page 79868]]

employee, the issuance of a security clearance, the reporting of an 
investigation of an employee, the letting of a contract, or the 
issuance of a license, grant, or other benefit by the requesting 
agency, to the extent that the information is relevant and necessary to 
the requesting agency's decision on the matter.

Disclosure to the Office of Personnel Management Routine Use:
    A record from a system of records subject to the Privacy Act and 
maintained by a DoD Component may be disclosed to the Office of 
Personnel Management (OPM) concerning information on pay and leave, 
benefits, retirement deduction, and any other information necessary for 
the OPM to carry out its legally authorized government-wide personnel 
management functions and studies.

Data Breach Remediation Purposes Routine Use:
    A record from a system of records maintained by a Component may be 
disclosed to appropriate agencies, entities, and persons when (1) The 
Component suspects or has confirmed that the security or 
confidentiality of the information in the system of records has been 
compromised; (2) the Component has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Component or another agency or entity) that rely upon 
the compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Components efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices may apply to this system. The complete list of DoD 
Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.
* * * * *

Retrievability:
    Delete entry and replace with ``Information is retrieved by last 
name of recipient, SSN, grade, and/or service.''

Safeguards:
    Delete entry and replace with ``Accesses are authorized by system 
manager, granted by Information Technology Management Directorate to a 
secure computer application database and are Common Access Card 
enabled. Users receive annual Privacy Act and information assurance 
training, and only those individuals with an official ``need to know'' 
are provided access. Back-up data and/or paper copies are stored in a 
locked room and cabinet. Access to this room is controlled by building 
badge and swipe access granted by the security manager. Access to 
locked cabinet is controlled by system manager.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Assistant Director, Military 
Personnel Division, Human Resources Directorate, Washington 
Headquarters Services, Department of Defense, 1155 Defense Pentagon, 
Washington, DC 20301-1155.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to Military Personnel Division, Human 
Resources Directorate, Washington Headquarters Services, Department of 
Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.
    Signed, written request must include the individual's name, grade, 
service, and SSN.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to Military Personnel Division, Human Resources 
Directorate, Washington Headquarters Services, Department of Defense, 
1155 Defense Pentagon, Washington, DC 20301-1155.
    Signed, written request must include the name and number of this 
system of records notice, along with the individual's name, grade, 
service, and SSN.''

Contesting record procedures:
    Delete entry and replace with ``The OSD rules for accessing 
records, for contesting contents and appealing initial agency 
determinations are published in Office of Secretary of Defense 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.''
* * * * *
[FR Doc. 2015-32286 Filed 12-22-15; 8:45 am]
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