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)

Page Range		37585-37586
FR Document		2016-13776

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 Issue 112 (Friday, June 10, 2016)

[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.

-----------------------------------------------------------------------

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

Federal Register / Vol. 81, No. 112 / Friday, June 10, 2016 / Notices 37585

INFORMATION CONTACT section. The Compliance, 4800 Mark Center Drive, SYSTEM LOCATION:
committee DFO will log each request to Mailbox #24, Alexandria, VA 22350– Delete entry and replace with
make a comment, in the order received, 1700. ‘‘Defense Information Systems Agency
and determine whether the subject Instructions: All submissions received (DISA), Computing Directorate
matter of each comment is relevant to must include the agency name and Mechanicsburg, 5450 Carlisle Pike,
the panel’s mission and/or the topics to docket number for this Federal Register Mechanicsburg, PA 17050–2411.’’
be addressed in this public meeting. A document. The general policy for Backup: Iron Mountain, 1665 S 5350
30-minute period near the end of the comments and other submissions from W, Salt Lake City, UT 84104–4721.’’
meeting will be available for verbal members of the public is to make these
public comments. Members of the submissions available for public CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
public who have requested to make a viewing on the Internet at http://
verbal comment and whose comments www.regulations.gov as they are Delete entry and replace with
have been deemed relevant under the received without change, including any ‘‘Federal employees and DoD volunteers
process described in this paragraph, will personal identifiers or contact who work for Employer Support of the
be allotted no more than three (3) information. Guard and Reserve (ESGR).’’
minutes during this period, and will be FOR FURTHER INFORMATION CONTACT: Mrs. CATEGORIES OF RECORDS IN THE SYSTEM:
invited to speak in the order in which Luz D. Ortiz, Chief, Records, Privacy
their requests were received by the DFO. Delete entry and replace with ‘‘Full
and Declassification Division (RPD2), name; role/position and ESGR affiliation
Dated: June 6, 2016. 1155 Defense Pentagon, Washington, DC (State Committee region or
Aaron Siegel, 20301–1155, or by phone at (571) 372– Headquarters); military base for
Alternate OSD Federal Register Liaison 0478. volunteer activity; home address, home
Officer, Department of Defense. SUPPLEMENTARY INFORMATION: The Office and/or mobile phone number, and
[FR Doc. 2016–13718 Filed 6–9–16; 8:45 am] of the Secretary of Defense notices for personal email address; ESGR-related
BILLING CODE 5001–06–P systems of records subject to the Privacy training completed; affiliated Service (if
Act of 1974 (5 U.S.C. 552a), as amended, applicable); and emergency contact
have been published in the Federal name, phone number, and relationship.
DEPARTMENT OF DEFENSE Register and are available from the Additional information collected on
address in FOR FURTHER INFORMATION federal employees includes: work
Office of the Secretary CONTACT or at the Defense Privacy and address, phone number, and email;
[Docket ID: DOD–2016–OS–0071] Civil Liberties Division Web site at assigned military unit and rank (where
http://dpcld.defense.gov/. applicable); and official report and
Privacy Act of 1974; System of The proposed systems reports, as departure date.
Records required by 5 U.S.C. 552a(r) of the Additional information collected on
AGENCY: Office of the Secretary of Privacy Act, as amended, were DoD volunteers includes: volunteer
Defense, DoD. submitted on May 23, 2016, to the hours performed; awards; mentor/
House Committee on Oversight and mentee assignments; military
ACTION: Notice to alter a System of
Government Reform, the Senate experience (Component, rank, status,
Records. Committee on Homeland Security and and years of service); civilian work
SUMMARY: The Office of the Secretary of Governmental Affairs, and the Office of experience (industry and position type);
Defense proposes to alter a system of Management and Budget (OMB) special skills or qualifications; and form
records, DPR 37, entitled ‘‘DoD pursuant to paragraph 4 of Appendix I of DoD identification (where
Employer Support of Guard and Reserve to OMB Circular No. A–130, ‘‘Federal applicable).’’
Volunteer Rosters.’’ The system is used Agency Responsibilities for Maintaining
Records About Individuals,’’ revised AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
to maintain a roster of and facilitate
communication between ESGR November 28, 2000 (December 12, 2000 Delete entry and replace with ‘‘10
members; to track ESGR-related 65 FR 77677). U.S.C. 136, Under Secretary of Defense
training, awards, and hours donated by Dated: June 7, 2016.
for Personnel and Readiness; 10 U.S.C.
ESGR DoD volunteer staff; and to 1588, Authority to accept certain
Aaron Siegel,
identify federal employee and ESGR voluntary services; DoDD 1250.01,
Alternate OSD Federal Register Liaison National Committee for Employer
DoD volunteer emergency contact Officer, Department of Defense.
information. Support of the Guard and Reserve
DPR 37 (NCESGR); DoD Instruction (DoDI)
DATES: Comments will be accepted on or 1205.22, Employer Support of the Guard
before July 11, 2016. This proposed SYSTEM NAME: and Reserve; DoDI 1100.21, Voluntary
action will be effective the date DoD Employer Support of Guard and Services in the Department of Defense;
following the end of the comment Reserve Volunteer Rosters (January 29, and DoDI 3001.02, Personnel
period unless comments are received 2010, 75 FR 4788) Accountability in Conjunction With
which result in a contrary Natural or Manmade Disasters.’’
determination. CHANGES:
PURPOSE(S):
asabaliauskas on DSK3SPTVN1PROD with NOTICES

ADDRESSES: You may submit comments, SYSTEM ID:
identified by docket number and title, Delete entry and replace with ‘‘DHRA Delete entry and replace with ‘‘To
by any of the following methods: 17.’’ maintain a roster of and facilitate
* Federal Rulemaking Portal: http:// communication between ESGR
www.regulations.gov. Follow the SYSTEM NAME: members; to track ESGR-related
instructions for submitting comments. Delete entry and replace with training, awards, and hours donated by
* Mail: Department of Defense, Office ‘‘Employer Support of the Guard and ESGR DoD volunteer staff; and to
of the Deputy Chief Management Reserve Member Management System identify federal employee and ESGR
Officer, Directorate for Oversight and (MMS).’’ DoD volunteer emergency contact

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37586 Federal Register / Vol. 81, No. 112 / Friday, June 10, 2016 / Notices

information for accountability during confidentiality of the information in the Volunteer Staff Records: Destroy/
manmade disasters and other system of records has been delete 4 years after volunteer departs
emergencies.’’ compromised; (2) the Component has program.’’
determined that as a result of the
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM MANAGER(S) AND ADDRESS:
SYSTEM, INCLUDING CATEGORIES OF USERS AND
suspected or confirmed compromise
there is a risk of harm to economic or Delete entry and replace with
THE PURPOSES OF SUCH USES:
property interests, identity theft or ‘‘Executive Director, Headquarters,
Delete entry and replace with ‘‘In Employer Support of the Guard and
fraud, or harm to the security or
addition to those disclosures generally Reserve, 4800 Mark Center Drive,
integrity of this system or other systems
permitted under 5 U.S.C. 552a(b) of the Alexandria, VA 22350–1200.’’
or programs (whether maintained by the
Privacy Act of 1974, as amended, the
Component or another agency or entity) NOTIFICATION PROCEDURE:
records contained herein may be
that rely upon the compromised Delete entry and replace with
disclosed outside the DoD as a routine
information; and (3) the disclosure ‘‘Individuals seeking to determine
use pursuant to 5 U.S.C. 552a(b)(3) as
made to such agencies, entities, and whether information about themselves
follows:
Law Enforcement Routine Use: If a persons is reasonably necessary to assist is contained in this system should
system of records maintained by a DoD in connection with the Components address written inquiries to the
Component to carry out its functions efforts to respond to the suspected or Executive Director, Headquarters,
indicates a violation or potential confirmed compromise and prevent, Employer Support of the Guard and
violation of law, whether civil, criminal, minimize, or remedy such harm. Reserve, 4800 Mark Center Drive,
or regulatory in nature, and whether The DoD Blanket Routine Uses set Alexandria, VA 22350–1200.
arising by general statute or by forth at the beginning of the Office of Signed, written requests should
regulation, rule, or order issued the Secretary of Defense (OSD) contain the individual’s full name,
pursuant thereto, the relevant records in compilation of systems of records ESGR affiliation, and personal contact
the system of records may be referred, notices apply to this system. The information (home address, phone
as a routine use, to the agency complete list of DoD Blanket Routine number, and email).’’
concerned, whether federal, state, local, Uses can be found online at: http://
dpcld.defense.gov/Privacy/ RECORDS ACCESS PROCEDURES:
or foreign, charged with the
responsibility of investigating or SORNsIndex/ Delete entry and replace with
prosecuting such violation or charged BlanketRoutineUses.aspx.’’ ‘‘Individuals seeking access to records
with enforcing or implementing the * * * * * about themselves contained in this
statute, rule, regulation, or order issued system should address written inquiries
pursuant thereto. RETRIEVABILITY: to the Office of the Secretary of Defense/
Congressional Inquiries Disclosure Joint Staff, Freedom of Information Act
Delete entry and replace with ‘‘Full Requester Service Center, Office of
Routine Use: Disclosure from a system name and ESGR affiliation.’’
of records maintained by a DoD Freedom of Information, 1155 Defense
Component may be made to a Pentagon, Washington, DC 20301–1155.
SAFEGUARDS:
congressional office from the record of Signed, written requests should
an individual in response to an inquiry Delete entry and replace with ‘‘All contain the individual’s full name,
from the congressional office made at personally identifiable information (PII) personal contact information (home
the request of that individual. is maintained in a secure, password address, phone number, email), and the
Disclosure to the Department of protected electronic system. The system number and name of this system of
Justice for Litigation Routine Use: A utilizes security hardware and software records notice.’’
record from a system of records to include physical controls such as * * * * *
maintained by a DoD Component may combination locks, cipher locks, key [FR Doc. 2016–13776 Filed 6–9–16; 8:45 am]
be disclosed as a routine use to any cards, identification badges, closed BILLING CODE 5001–06–P
component of the Department of Justice circuit televisions, and controlled
for the purpose of representing the screenings. Technical controls include
Department of Defense, or any officer, the use of user identifications and DEPARTMENT OF DEFENSE
employee or member of the Department passwords, intrusion detection systems,
encryption, Common Access Cards Office of the Secretary
in pending or potential litigation to
which the record is pertinent. (CAC), firewalls, virtual private
networks, role-based access controls, Charter Re-Establishment of
Disclosure of Information to the Department of Defense Federal
National Archives and Records and two-factor authentication.
Administrative controls include Advisory Committees
Administration Routine Use: A record
from a system of records maintained by periodic security audits, regular AGENCY: Department of Defense.
a DoD Component may be disclosed as monitoring of users’ security practices, ACTION:Re-establishment of Federal
a routine use to the National Archives methods to ensure only authorized Advisory Committee.
and Records Administration for the personnel access information,
purpose of records management encryption of backups containing SUMMARY: The Department of Defense
inspections conducted under authority sensitive data, visitor registers, backups (DoD) is publishing this notice to
asabaliauskas on DSK3SPTVN1PROD with NOTICES

of 44 U.S.C. 2904 and 2906. secured off-site, and use of visitor announce that it is re-establishing the
Data Breach Remediation Purposes registers.’’ Board of Advisors to the Presidents of
Routine Use: A record from a system of the Naval Postgraduate School and the
RETENTION AND DISPOSAL: Naval War College (‘‘the Board’’).
records maintained by a Component
may be disclosed to appropriate Delete entry and replace with FOR FURTHER INFORMATION CONTACT: Jim
agencies, entities, and persons when (1) ‘‘Headquarters Personnel Records: Freeman, Advisory Committee
The Component suspects or has Destroy upon separation or transfer of Management Officer for the Department
confirmed that the security or employee. of Defense, 703–692–5952.

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Document Created: 2018-02-08 07:35:42
Document Modified: 2018-02-08 07:35:42

Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice to alter a System of Records.
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.
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.
FR Citation		81 FR 37585

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

DEPARTMENT OF DEFENSEOffice of the Secretary

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

DEPARTMENT OF DEFENSE
Office of the Secretary