81 FR 9461 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Office of the Secretary

Federal Register Volume 81, Issue 37 (February 25, 2016)

Page Range		9461-9462
FR Document		2016-04038

The Office of the Secretary of Defense proposes to alter a system of records, DWHS P04, entitled ``Reduction-In-Force Case Files'' to maintain records used to affect a RIF, document retention standing, personnel actions, and all communications between the employees, managers, and the Human Resources Office.

Federal Register, Volume 81 Issue 37 (Thursday, February 25, 2016)

[Federal Register Volume 81, Number 37 (Thursday, February 25, 2016)]
[Notices]
[Pages 9461-9462]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-04038]



[[Page 9461]]

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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2016-OS-0014]


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 P04, entitled ``Reduction-In-Force Case Files'' 
to maintain records used to affect a RIF, document retention standing, 
personnel actions, and all communications between the employees, 
managers, and the Human Resources Office.

DATES: Comments will be accepted on or before March 28, 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, 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 February 18, 2016, 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: February 22, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P04

System name:
    Reduction-In-Force Case Files (October 27, 2011, 76 FR 66695).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Human Resources Directorate, 
Personnel Services Division, 4800 Mark Center Drive, Alexandria, VA 
22350-3200.''
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 7103, Definitions, 
application; 10 U.S.C. 1597, Civilian positions: Guidelines for 
reductions; 5 CFR 351, Reduction in Force; and DoD Instruction 1400.25, 
Volume 1700, DoD Civilian Personnel Management System: Civilian 
Assistance and Re-Employment (CARE) Program.''

Purpose(s):
    Delete entry and replace with ``To maintain records used to affect 
a RIF, document retention standing, personnel actions, and all 
communications between the employees, managers, and the Human Resources 
Office.''

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 specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    To the Office of Personnel Management in instances where an 
affected employee appeals the decision.
    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 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.
    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.
    Disclosure to the Merit Systems Protection Board Routine Use. A 
record from a system of records maintained by a DoD Component may be 
disclosed as a routine use to the Merit Systems Protection Board, 
including the Office of the Special Counsel for the purpose of 
litigation, including administrative

[[Page 9462]]

proceedings, appeals, special studies of the civil service and other 
merit systems, review of OPM or component rules and regulations, 
investigation of alleged or possible prohibited personnel practices; 
including administrative proceedings involving any individual subject 
of a DoD investigation, and such other functions, promulgated in 5 
U.S.C. 1205 and 1206, or as may be authorized by law.
    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.''

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Delete entry and replace with ``Paper file folders and electronic 
storage media.''

Retrievability:
    Delete entry and replace with ``Retrieved by fiscal year, effective 
date, organization name, then affected employees alphabetically by last 
name.''

Safeguards:
    Delete entry and replace with ``Paper records are maintained in 
locked file cabinets in a secure area in a building with 24-hour 
security. Access to records is only by authorized Reduction in Force 
(RIF) team personnel. Access to computerized data is restricted by 
Common Access Card.
    Records are maintained in a secure, password protected electronic 
system that utilizes security hardware and software. All personnel 
requiring access to the information are trained in the proper 
safeguarding and use of the information.''

Retention and disposal:
    Delete entry and replace with ``Records are destroyed two years 
after the RIF effective date, unless litigation, grievance, or equal 
employment opportunity case is pending.''

System manager(s) and address:
    Delete entry and replace with ``Assistant Director, Personnel 
Services Division, Human Resources Directorate, 4800 Mark Center Drive, 
Alexandria, VA 20350-3200.''

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 Assistant Director, Personnel Services 
Division, Human Resources Directorate, Washington Headquarters Service, 
4800 Mark Center Drive, Alexandria, VA 20350-3200.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the OSD/Joint Staff, Freedom of Information Act 
Requester Service Center, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Signed, written requests must include the name and number of this 
System of Records Notice along with the name of the individual and 
approximate date of RIF.''
* * * * *
[FR Doc. 2016-04038 Filed 2-24-16; 8:45 am]
 BILLING CODE 5001-06-P

Federal Register / Vol. 81, No. 37 / Thursday, February 25, 2016 / Notices 9461

DEPARTMENT OF DEFENSE The proposed system report, as a system of records maintained by a
required by 5 U.S.C. 552a(r) of the DoD Component may be disclosed as a
Office of the Secretary Privacy Act of 1974, as amended, was routine use to a federal, state, or local
submitted on February 18, 2016, to the agency maintaining civil, criminal, or
[Docket ID: DOD–2016–OS–0014] House Committee on Oversight and other relevant enforcement information
Government Reform, the Senate or other pertinent information, such as
Privacy Act of 1974; System of
Committee on Governmental Affairs, current licenses, if necessary to obtain
Records
and the Office of Management and information relevant to a DoD
AGENCY: Office of the Secretary of Budget (OMB) pursuant to paragraph 4c Component decision concerning the
Defense, DoD. of Appendix I to OMB Circular No. A– hiring or retention of an employee, the
ACTION: Notice to alter a System of 130, ‘‘Federal Agency Responsibilities issuance of a security clearance, the
Records. for Maintaining Records About letting of a contract, or the issuance of
Individuals,’’ dated February 8, 1996 a license, grant, or other benefit.
SUMMARY: The Office of the Secretary of (February 20, 1996, 61 FR 6427). Disclosure of Requested Information
Defense proposes to alter a system of Dated: February 22, 2016. Routine Use. A record from a system of
records, DWHS P04, entitled records maintained by a DoD
Aaron Siegel,
‘‘Reduction-In-Force Case Files’’ to Component may be disclosed to a
Alternate OSD Federal Register Liaison
maintain records used to affect a RIF, Officer, Department of Defense.
federal agency, in response to its
document retention standing, personnel request, in connection with the hiring or
actions, and all communications DWHS P04 retention of an employee, the issuance
between the employees, managers, and of a security clearance, the reporting of
SYSTEM NAME:
the Human Resources Office. an investigation of an employee, the
Reduction-In-Force Case Files letting of a contract, or the issuance of
DATES: Comments will be accepted on or (October 27, 2011, 76 FR 66695). a license, grant, or other benefit by the
before March 28, 2016. This proposed
CHANGES: requesting agency, to the extent that the
action will be effective the day
* * * * * information is relevant and necessary to
following the end of the comment
the requesting agency’s decision on the
period unless comments are received SYSTEM LOCATION: matter.
which result in a contrary Disclosure to the Office of Personnel
determination. Delete entry and replace with
‘‘Human Resources Directorate, Management Routine Use. A record
ADDRESSES: You may submit comments, Personnel Services Division, 4800 Mark from a system of records subject to the
identified by docket number and title, Center Drive, Alexandria, VA 22350– Privacy Act and maintained by a DoD
by any of the following methods: 3200.’’ Component may be disclosed to the
* Federal Rulemaking Portal: http:// * * * * * Office of Personnel Management (OPM)
www.regulations.gov. Follow the concerning information on pay and
instructions for submitting comments. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: leave, benefits, retirement deduction,
* Mail: Department of Defense, Delete entry and replace with ‘‘5 and any other information necessary for
Office of the Deputy Chief Management U.S.C. 7103, Definitions, application; 10 the OPM to carry out its legally
Officer, Directorate of Oversight and U.S.C. 1597, Civilian positions: authorized government-wide personnel
Compliance, Regulatory and Audit Guidelines for reductions; 5 CFR 351, management functions and studies.
Matters Office, 9010 Defense Pentagon, Reduction in Force; and DoD Instruction Disclosure to the Department of
Washington, DC 20301–9010. 1400.25, Volume 1700, DoD Civilian Justice for Litigation Routine Use. A
Instructions: All submissions received Personnel Management System: Civilian record from a system of records
must include the agency name and Assistance and Re-Employment (CARE) maintained by a DoD Component may
docket number for this Federal Register Program.’’ be disclosed as a routine use to any
document. The general policy for component of the Department of Justice
PURPOSE(S):
comments and other submissions from for the purpose of representing the
Delete entry and replace with ‘‘To Department of Defense, or any officer,
members of the public is to make these
maintain records used to affect a RIF, employee or member of the Department
submissions available for public
document retention standing, personnel in pending or potential litigation to
viewing on the Internet at http://
actions, and all communications which the record is pertinent.
www.regulations.gov as they are
between the employees, managers, and Disclosure of Information to the
received without change, including any the Human Resources Office.’’
personal identifiers or contact National Archives and Records
information. ROUTINE USES OF RECORDS MAINTAINED IN THE Administration Routine Use. A record
SYSTEM, INCLUDING CATEGORIES OF USERS AND from a system of records maintained by
FOR FURTHER INFORMATION CONTACT: Ms. THE PURPOSES OF SUCH USES: a DoD Component may be disclosed as
Cindy Allard, Chief, OSD/JS Privacy Delete entry and replace with ‘‘In a routine use to the National Archives
Office, 1155 Defense Pentagon, addition to those disclosures generally and Records Administration for the
Washington, DC 20301–1155, or by permitted under 5 U.S.C. 552a(b) of the purpose of records management
phone at (571) 372–0461. Privacy Act of 1974, as amended, the inspections conducted under authority
SUPPLEMENTARY INFORMATION: The Office records contained herein may of 44 U.S.C. 2904 and 2906.
mstockstill on DSK4VPTVN1PROD with NOTICES

of the Secretary of Defense notices for specifically be disclosed outside the Disclosure to the Merit Systems
systems of records subject to the Privacy DoD as a routine use pursuant to 5 Protection Board Routine Use. A record
Act of 1974 (5 U.S.C. 552a), as amended, U.S.C. 552a(b)(3) as follows: from a system of records maintained by
have been published in the Federal To the Office of Personnel a DoD Component may be disclosed as
Register and are available from the Management in instances where an a routine use to the Merit Systems
address in FOR FURTHER INFORMATION affected employee appeals the decision. Protection Board, including the Office of
CONTACT or at http://dpcld.defense.gov/ Disclosure When Requesting the Special Counsel for the purpose of
. Information Routine Use. A record from litigation, including administrative

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9462 Federal Register / Vol. 81, No. 37 / Thursday, February 25, 2016 / Notices

proceedings, appeals, special studies of computerized data is restricted by SUMMARY: The Office of the Secretary of
the civil service and other merit Common Access Card. Defense proposes to alter a system of
systems, review of OPM or component Records are maintained in a secure, records notice DWHS D01, entitled
rules and regulations, investigation of password protected electronic system ‘‘DoD National Capital Region Mass
alleged or possible prohibited personnel that utilizes security hardware and Transportation Benefit Program’’ to
practices; including administrative software. All personnel requiring access manage the DoD National Capital
proceedings involving any individual to the information are trained in the Region Mass Transportation Benefit
subject of a DoD investigation, and such proper safeguarding and use of the Program for DoD military and civilian
other functions, promulgated in 5 U.S.C. information.’’ personnel applying for and in receipt of
1205 and 1206, or as may be authorized fare subsidies. Used as a management
RETENTION AND DISPOSAL:
by law. tool for statistical analysis, tracking,
Data Breach Remediation Purposes Delete entry and replace with reporting, evaluating program
Routine Use. A record from a system of ‘‘Records are destroyed two years after effectiveness, and conducting research.
records maintained by a Component the RIF effective date, unless litigation, DATES: Comments will be accepted on or
may be disclosed to appropriate grievance, or equal employment before March 28, 2016. This proposed
agencies, entities, and persons when (1) opportunity case is pending.’’ action will be effective on the date
The Component suspects or has following the end of the comment
SYSTEM MANAGER(S) AND ADDRESS:
confirmed that the security or period unless comments are received
confidentiality of the information in the Delete entry and replace with
‘‘Assistant Director, Personnel Services which result in a contrary
system of records has been determination.
compromised; (2) the Component has Division, Human Resources Directorate,
determined that as a result of the 4800 Mark Center Drive, Alexandria, VA ADDRESSES: You may submit comments,
suspected or confirmed compromise 20350–3200.’’ identified by docket number and title,
there is a risk of harm to economic or by any of the following methods:
NOTIFICATION PROCEDURE:
property interests, identity theft or * Federal Rulemaking Portal: http://
Delete entry and replace with www.regulations.gov. Follow the
fraud, or harm to the security or
‘‘Individuals seeking to determine instructions for submitting comments.
integrity of this system or other systems
whether information about themselves * Mail: Department of Defense, Office
or programs (whether maintained by the
is contained in this system should of the Deputy Chief Management
Component or another agency or entity)
address written inquiries to the Officer, Directorate of Oversight and
that rely upon the compromised
Assistant Director, Personnel Services Compliance, Regulatory and Audit
information; and (3) the disclosure
Division, Human Resources Directorate, Matters Office, 9010 Defense Pentagon,
made to such agencies, entities, and
Washington Headquarters Service, 4800 Washington, DC 20301–9010.
persons is reasonably necessary to assist
Mark Center Drive, Alexandria, VA Instructions: All submissions received
in connection with the Components
20350–3200.’’ must include the agency name and
efforts to respond to the suspected or
confirmed compromise and prevent, RECORD ACCESS PROCEDURES:
docket number for this Federal Register
minimize, or remedy such harm. document. The general policy for
Delete entry and replace with comments and other submissions from
The DoD Blanket Routine Uses set ‘‘Individuals seeking access to
forth at the beginning of the Office of members of the public is to make these
information about themselves contained submissions available for public
the Secretary of Defense (OSD) in this system should address written
compilation of systems of records viewing on the Internet at http://
inquiries to the OSD/Joint Staff, www.regulations.gov as they are
notices apply to this system. The Freedom of Information Act Requester
complete list of DoD Blanket Routine received without change, including any
Service Center, Office of Freedom of personal identifiers or contact
Uses can be found Online at: http:// Information, 1155 Defense Pentagon,
dpcld.defense.gov/Privacy/ information.
Washington, DC 20301–1155.
SORNsIndex/BlanketRoutine Signed, written requests must include FOR FURTHER INFORMATION CONTACT: Ms.
Uses.aspx.’’ the name and number of this System of Cindy Allard, Chief, OSD/JS Privacy
Records Notice along with the name of Office, Washington Headquarters
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND the individual and approximate date of Service, 1155 Defense Pentagon,
DISPOSING OF RECORDS IN THE SYSTEM: RIF.’’ Washington, DC 20301–1155, or by
* * * * * phone at (571) 372–0461.
STORAGE:
[FR Doc. 2016–04038 Filed 2–24–16; 8:45 am] SUPPLEMENTARY INFORMATION: The Office
Delete entry and replace with ‘‘Paper of the Secretary of Defense notices for
BILLING CODE 5001–06–P
file folders and electronic storage systems of records subject to the Privacy
media.’’ Act of 1974 (5 U.S.C. 552a), as amended,
RETRIEVABILITY: DEPARTMENT OF DEFENSE have been published in the Federal
Delete entry and replace with Register and are available from the
‘‘Retrieved by fiscal year, effective date, Office of the Secretary address in the FOR FURTHER INFORMATION
organization name, then affected CONTACT or from the Defense Privacy
[Docket ID: DOD–2016–OS–0016] and Civil Liberties Division Web site at
employees alphabetically by last name.’’
mstockstill on DSK4VPTVN1PROD with NOTICES

http://dpcld.defense.gov/.
SAFEGUARDS: Privacy Act of 1974; System of The proposed systems reports, as
Delete entry and replace with ‘‘Paper Records required by 5 U.S.C. 552a(r) of the
records are maintained in locked file AGENCY: Office of the Secretary of Privacy Act, as amended, were
cabinets in a secure area in a building Defense, DoD. submitted on February 16, 2016, to the
with 24-hour security. Access to records House Committee on Oversight and
ACTION: Notice to alter a System of
is only by authorized Reduction in Government Reform, the Senate
Records.
Force (RIF) team personnel. Access to Committee on Homeland Security and

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Document Created: 2018-02-02 14:34:58
Document Modified: 2018-02-02 14:34:58

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 March 28, 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.
Contact		Ms. Cindy Allard, Chief, OSD/JS Privacy Office, 1155 Defense Pentagon, Washington, DC 20301-1155, or by phone at (571) 372-0461.
FR Citation		81 FR 9461

81 FR 9461 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSEOffice of the Secretary

Federal Register Volume 81, Issue 37 (February 25, 2016)

DEPARTMENT OF DEFENSE
Office of the Secretary