81 FR 37585 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Office of the Secretary

Federal Register Volume 81, Issue 112 (June 10, 2016)

The Office of the Secretary of Defense proposes to alter a system of records, DPR 37, entitled ``DoD Employer Support of Guard and Reserve Volunteer Rosters.'' The system is used to maintain a roster of and facilitate communication between ESGR members; to track ESGR- related training, awards, and hours donated by ESGR DoD volunteer staff; and to identify federal employee and ESGR DoD volunteer emergency contact information.

[Federal Register Volume 81, Number 112 (Friday, June 10, 2016)]
[Notices]
[Pages 37585-37586]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-13776]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2016-OS-0071]


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, DPR 37, entitled ``DoD Employer Support of Guard and 
Reserve Volunteer Rosters.'' The system is used to maintain a roster of 
and facilitate communication between ESGR members; to track ESGR-
related training, awards, and hours donated by ESGR DoD volunteer 
staff; and to identify federal employee and ESGR DoD volunteer 
emergency contact information.

DATES: Comments will be accepted on or before July 11, 2016. This 
proposed action will be effective the date 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 for Oversight and Compliance, 4800 Mark 
Center Drive, Mailbox #24, 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 http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mrs. Luz D. Ortiz, Chief, Records, 
Privacy and Declassification Division (RPD2), 1155 Defense Pentagon, 
Washington, DC 20301-1155, or by phone at (571) 372-0478.

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 the Defense Privacy and Civil Liberties Division Web site at 
http://dpcld.defense.gov/.
    The proposed systems reports, as required by 5 U.S.C. 552a(r) of 
the Privacy Act, as amended, were submitted on May 23, 2016, to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget (OMB) pursuant to paragraph 4 of Appendix I to 
OMB Circular No. A-130, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' revised November 28, 2000 
(December 12, 2000 65 FR 77677).

    Dated: June 7, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DPR 37

SYSTEM NAME:
    DoD Employer Support of Guard and Reserve Volunteer Rosters 
(January 29, 2010, 75 FR 4788)

CHANGES:
SYSTEM ID:
    Delete entry and replace with ``DHRA 17.''

SYSTEM NAME:
    Delete entry and replace with ``Employer Support of the Guard and 
Reserve Member Management System (MMS).''

SYSTEM LOCATION:
    Delete entry and replace with ``Defense Information Systems Agency 
(DISA), Computing Directorate Mechanicsburg, 5450 Carlisle Pike, 
Mechanicsburg, PA 17050-2411.''
    Backup: Iron Mountain, 1665 S 5350 W, Salt Lake City, UT 84104-
4721.''

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Delete entry and replace with ``Federal employees and DoD 
volunteers who work for Employer Support of the Guard and Reserve 
(ESGR).''

CATEGORIES OF RECORDS IN THE SYSTEM:
    Delete entry and replace with ``Full name; role/position and ESGR 
affiliation (State Committee region or Headquarters); military base for 
volunteer activity; home address, home and/or mobile phone number, and 
personal email address; ESGR-related training completed; affiliated 
Service (if applicable); and emergency contact name, phone number, and 
relationship.
    Additional information collected on federal employees includes: 
work address, phone number, and email; assigned military unit and rank 
(where applicable); and official report and departure date.
    Additional information collected on DoD volunteers includes: 
volunteer hours performed; awards; mentor/mentee assignments; military 
experience (Component, rank, status, and years of service); civilian 
work experience (industry and position type); special skills or 
qualifications; and form of DoD identification (where applicable).''

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Delete entry and replace with ``10 U.S.C. 136, Under Secretary of 
Defense for Personnel and Readiness; 10 U.S.C. 1588, Authority to 
accept certain voluntary services; DoDD 1250.01, National Committee for 
Employer Support of the Guard and Reserve (NCESGR); DoD Instruction 
(DoDI) 1205.22, Employer Support of the Guard and Reserve; DoDI 
1100.21, Voluntary Services in the Department of Defense; and DoDI 
3001.02, Personnel Accountability in Conjunction With Natural or 
Manmade Disasters.''

PURPOSE(S):
    Delete entry and replace with ``To maintain a roster of and 
facilitate communication between ESGR members; to track ESGR-related 
training, awards, and hours donated by ESGR DoD volunteer staff; and to 
identify federal employee and ESGR DoD volunteer emergency contact

[[Page 37586]]

information for accountability during manmade disasters and other 
emergencies.''

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
as amended, the records contained herein may be disclosed outside the 
DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    Law Enforcement Routine Use: If a system of records maintained by a 
DoD Component to carry out its functions indicates a violation or 
potential violation of law, whether civil, criminal, or regulatory in 
nature, and whether arising by general statute or by regulation, rule, 
or order issued pursuant thereto, the relevant records in the system of 
records may be referred, as a routine use, to the agency concerned, 
whether federal, state, local, or foreign, charged with the 
responsibility of investigating or prosecuting such violation or 
charged with enforcing or implementing the statute, rule, regulation, 
or order issued pursuant thereto.
    Congressional Inquiries Disclosure Routine Use: Disclosure from a 
system of records maintained by a DoD Component may be made to a 
congressional office from the record of an individual in response to an 
inquiry from the congressional office made at the request of that 
individual.
    Disclosure to the Department of Justice for Litigation Routine Use: 
A record from a system of records maintained by a DoD Component may be 
disclosed as a routine use to any component of the Department of 
Justice for the purpose of representing the Department of Defense, or 
any officer, employee or member of the Department in pending or 
potential litigation to which the record is pertinent.
    Disclosure of Information to the National Archives and Records 
Administration Routine Use: A record from a system of records 
maintained by a DoD Component may be disclosed as a routine use to the 
National Archives and Records Administration for the purpose of records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2906.
    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 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 ``Full name and ESGR affiliation.''

SAFEGUARDS:
    Delete entry and replace with ``All personally identifiable 
information (PII) is maintained in a secure, password protected 
electronic system. The system utilizes security hardware and software 
to include physical controls such as combination locks, cipher locks, 
key cards, identification badges, closed circuit televisions, and 
controlled screenings. Technical controls include the use of user 
identifications and passwords, intrusion detection systems, encryption, 
Common Access Cards (CAC), firewalls, virtual private networks, role-
based access controls, and two-factor authentication. Administrative 
controls include periodic security audits, regular monitoring of users' 
security practices, methods to ensure only authorized personnel access 
information, encryption of backups containing sensitive data, visitor 
registers, backups secured off-site, and use of visitor registers.''

Retention and disposal:
    Delete entry and replace with ``Headquarters Personnel Records: 
Destroy upon separation or transfer of employee.
    Volunteer Staff Records: Destroy/delete 4 years after volunteer 
departs program.''

SYSTEM MANAGER(S) AND ADDRESS:
    Delete entry and replace with ``Executive Director, Headquarters, 
Employer Support of the Guard and Reserve, 4800 Mark Center Drive, 
Alexandria, VA 22350-1200.''

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 the Executive Director, Headquarters, 
Employer Support of the Guard and Reserve, 4800 Mark Center Drive, 
Alexandria, VA 22350-1200.
    Signed, written requests should contain the individual's full name, 
ESGR affiliation, and personal contact information (home address, phone 
number, and email).''

RECORDS ACCESS PROCEDURES:
    Delete entry and replace with ``Individuals seeking access to 
records about themselves contained 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 
Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-
1155.
    Signed, written requests should contain the individual's full name, 
personal contact information (home address, phone number, email), and 
the number and name of this system of records notice.''
* * * * *
[FR Doc. 2016-13776 Filed 6-9-16; 8:45 am]
 BILLING CODE 5001-06-P