83 FR 45112 - Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE
Department of the Navy

Federal Register Volume 83, Issue 172 (September 5, 2018)

The Office of the Department of the Navy proposes to modify a system of records, Family and Unaccompanied Housing Program, NM1110-01. This system is used for Department of Defense (DoD) housing program management and therefore used to determine the eligibility of civilian and contract personnel to utilize government owned, leased and privatized housing for current and retired military and to provide housing services at military installations and enterprise reporting and performance metrics. The system also provides a public website for property owners and managers to advertise referral properties to Service members. This system is required to ensure timely and efficient DoD housing operations, products and services.

[Federal Register Volume 83, Number 172 (Wednesday, September 5, 2018)]
[Notices]
[Pages 45112-45115]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-19204]


=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Department of the Navy

[Docket ID USN-2018-HQ-0014]


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice of a modified system of records.

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

SUMMARY: The Office of the Department of the Navy proposes to modify a 
system of records, Family and Unaccompanied Housing Program, NM1110-01. 
This system is used for Department of Defense (DoD) housing program 
management and therefore used to determine the eligibility of civilian 
and contract personnel to utilize government owned, leased and 
privatized housing for current and retired military and to provide 
housing services at military installations and enterprise reporting and 
performance metrics. The system also provides a public website for 
property owners and managers to advertise referral properties to 
Service members. This system is required to ensure timely and efficient 
DoD housing operations, products and services.

DATES: Comments will be accepted on or before October 5, 2018. This 
proposed action will be effective on the date following the end of the 
comment period unless comments are received which will 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 Chief Management 
Officer, Directorate of 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: Ms. Robin Patterson, Head, FOIA/
Privacy Act Program Office, Department of the Navy, 2000 Navy Pentagon, 
Washington, DC 20350-2000, or by phone at (202) 685-6546.

SUPPLEMENTARY INFORMATION: This system was established to automate 
housing program management and provide enterprise reporting and program 
metrics. 10 U.S.C. chapter 169 provides authorities for the DoD housing 
programs which require a modern, secure, information system for 
operations, monitoring, compliance and reporting. The SORN is updated 
to reflect the Navy system and is now named Enterprise Military Housing 
(EMH). The system is also utilized by the Army (DA), Marines (Included 
in DON), Air Force (DAF) and Coast Guard (CG). Data elements collected 
have also been revised to include additional personal contact 
information such as cell phone, email and DoD ID, and to reflect a new 
source, property managers and owners. Additional parties have been 
added within the new routine uses for the system. These new parties 
include, DoD Medical Commands, the Department of Housing and Urban 
Development, the Department of Justice, State, Federal, local, foreign, 
and international law enforcement agencies, the National Archives and 
Records Administration, members of Congress, and other Federal 
entities.
    The Department of the Navy's notices for systems of records subject 
to the Privacy Act of 1974, as amended, have been published in the 
Federal Register and are available from the address in FOR FURTHER 
INFORMATION CONTACT or from the Defense Privacy and Civil Liberties 
Division website at http://defense.gov/privacy.
    The proposed system report, as required by the Privacy Act of 1974, 
as amended, was submitted on June 5, 2018, 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 7 of OMB Circular No. A-108, ``Federal Agency 
Responsibilities for Review, Reporting, and Publication under the 
Privacy Act,'' revised December 23, 2016 (December 23, 2016 81 FR 
94424).

    Dated: August 29, 2018.
Shelly E. Finke,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Family and Unaccompanied Housing Program, NM1110-01.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of the Navy (DON) Strategic Delivery Point at 1968 
Gilbert Street, Building W-143 in Norfolk, VA 23511-3318.

SYSTEM MANAGER(S):
    eMH System Manager, Commander, Navy Installations Command, Housing 
Code N93, Suite 1000, 2713 Mitscher Road SW, Anacostia Annex, 
Washington, DC 20373-5802. Phone number: (202) 433-3580.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, 
Headquarters, Marine Corps; 10 U.S.C. 3013, Secretary of the Army; 10 
U.S.C. 8013, Secretary of the Air Force; 14 U.S.C. chapter 18, Coast 
Guard Housing Authorities; 10 U.S.C. 2831, Military Family Housing 
Management Account; DoD 4165.63-M, DoD Housing Management; and E.O. 
9397 (SSN), as amended.

[[Page 45113]]

PURPOSE OF THE SYSTEM:
    To support enterprise program management and reporting of 
Department of Defense (DoD) Housing programs. To determine an 
individual's eligibility for Department of Navy (DON), Marine Corps, 
Department of Army (DA), Department of Air Force (DAF), and Coast Guard 
(CG) housing, including privatized, leased and rental property program 
housing, and notification for subsequent assignment to housing or 
granting a waiver to allow occupancy of community housing. To support 
the programming and execution of housing entitlements. To support the 
timely and efficient delivery of DoD housing program products and 
services. Additional purposes of the system include:
    a. Efficiently managing housing for the purpose of determining 
priority and listing individuals' names on the appropriate housing 
waiting list.
    b. Efficiently managing housing for the purpose of overseeing 
housing occupancy upon assignment or lease.
    c. Referring individuals and families to privatization partners for 
the purpose of supporting privatization portfolio management.
    d. Determining eligibility for furnishings for the purpose of 
managing and monitoring the usage of furnishings and government 
provided equipment.
    e. Providing housing information and reports to DON, DA, DAF, CG or 
other military components and government agencies for the purpose of 
supporting housing infrastructure such as safety and emergency 
identification and location lists; local school and community 
population impact studies; health and environmental impact studies; 
evacuation and relocation planning for natural disasters.
    f. Supporting DoD security investigations for the purpose of DoD 
and national security.
    g. Supporting DoD entitlement programming, budgeting and execution 
for the purpose of accurate and timely DoD budget estimates and funds 
execution.
    h. Interfacing with the Defense Manpower Management System (DMDC) 
for the purpose of verifying eligibility for housing, data accuracy and 
supporting population measurements and surveys.
    i. Supporting the determination of current and projected 
requirements for DoD owned, leased and privatized housing for 
environmental and budgeting purposes.
    j. Providing DON, DA, DAF, CG or other military components and 
government agencies the ability to track violations or complaints by or 
against those who occupy DoD housing and community housing occupied by 
DoD personnel for the purpose of damage collections and record keeping.
    k. Providing a public website, HOMES.mil, for property owners and 
managers to advertise referral properties to Service members in the 
DON, DA, DAF, and CG.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and retired military/civilian personnel, including contract 
employees eligible for or interested in occupying DON, DA, Coast Guard 
and DAF housing, those occupying DON, DA or DAF housing and privatized 
housing, and property owners and managers advertising referral 
properties to Service members on HOMES.mil.

CATEGORIES OF RECORDS IN THE SYSTEM:
    For primary military housing applicants including: Installation 
name, full name, Social Security Number (SSN), DoD ID number, gender, 
marital status, birth date, current home address, permanent home 
address, work phone number, home phone number, cell phone number, fax 
number, work email address, home email address, rank/rate, pay grade, 
civilian pay grade equivalent, branch of service, unit identification 
code (UIC), geographic bachelor, voluntarily or involuntarily 
separated, time involuntarily separated, last unit, location of last 
assignment, agency or type of civilian, length of service, time 
remaining on active duty, service start date, date of rank, projected 
rotation date, projected rotation location, End of Active Obligated 
Service Date, Exceptional Family Member Level, Forward UIC Command, 
current unit, reporting date, estimated family arrival date, name of 
employer, unit or employer mailing address, housing allowance start and 
stop dates, entitlement condition type, entitlement condition end date, 
entitlement condition start date, personnel type, Americans with 
Disabilities Act housing requirements, complaints by or against, 
criminal conviction or violations, cigarette smoking habits, vehicle 
information, and type, breed and size of pet.
    If applicable, data for related and non-related dependents to 
include: Installation name, total number in family, full name, Social 
Security Number (SSN), DoD ID number, birth date, gender, relation to 
primary applicant, dependent start date with primary applicant, 
dependent end date with primary applicant, entitlement condition type, 
entitlement condition end date, entitlement condition start date, work 
phone number, home phone number, cell phone number, work email address, 
home email address, current mailing address, permanent mailing address, 
rank/rate, branch of service, Dependent UIC, Exceptional Family Member 
Level, civilian pay grade equivalent, service start date, date of rank, 
time remaining on active duty, projected rotation date, criminal 
conviction, cigarette smoking habits, Americans with Disabilities Act 
housing requirements.
    Additional housing information is collected for primary applicants 
and dependents to include: Particular housing preferences; special 
health problems; copies of permanent change of station orders; 
temporary orders; emergency contact full name, home, cell and work 
phone number and relation; detaching endorsement from prior duty 
station; and pet health records.
    The following information is collected on property owners and 
managers advertising referral properties on HOMES.mil: First name, last 
name, primary phone, alternate phone (optional), company name 
(optional), website (optional), Branch of Service, and email address.

RECORD SOURCE CATEGORIES:
    Individual; DD Form 1746, Application for Assignment to Housing; 
Military Orders; Emergency Contact Form; Defense Enrollment Eligibility 
Reporting System (DEERS); Defense Civilian Payroll System (DCPS); 
detaching endorsement from prior duty station; military pay records; 
privatized partner system.

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, these records contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To private partners who operate DON, DA, DAF, and CG housing for 
the purpose of privatized housing referral, management, operations and 
reporting.
    b. To community property owners and managers participating in the 
Rental Property Program for the purpose of management and efficient 
referral coordination.
    c. To U.S. government security agencies, police and fire 
departments for the purpose of accident, health, safety, and other 
investigative activities.
    d. To DoD Medical Commands for the purpose of environmental and 
health studies.

[[Page 45114]]

    e. To Child Protective Services for the purpose of providing 
information during their investigation into possible child abuse.
    f. To adoption agencies for the purpose of providing information 
for the purpose of qualifying a couple or individual to adopt.
    g. To public school systems and State and local governments with 
demographic data for the purpose of determining military impact on 
school population.
    h. To the Department of Housing and Urban Development (HUD) and the 
Census Bureau for the purpose of supporting housing programs and Census 
studies and surveys.
    i. 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.
    j. 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.
    k. 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 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.
    l. 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.
    m. 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.
    n. To appropriate agencies, entities, and persons when (1) the DON 
suspects or has confirmed that there has been a breach of the system of 
records; (2) the DON has determined that as a result of the suspected 
or confirmed breach there is a risk of harm to individuals, the DON 
(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 DON's efforts to respond to the suspected 
or confirmed breach or to prevent, minimize, or remedy such harm.
    o. To another Federal agency or Federal entity, when the DoD 
determines 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.
    p. To community property owners and managers advertising referral 
properties in HOMES.mil for efficiently tracking participating property 
owners and managers, and filing, reviewing, and resolving complaints 
and violations involving referral properties.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Paper records in local housing offices are in secure storage 
cabinets and electronic records are centrally stored in a secure Navy 
system. Access to paper and electronic records is restricted to DoD 
employees with a need to know.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by installation name, name of applicant or 
name of resident, house number and address of resident.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained for up to three years after termination of 
housing occupancy and then destroyed. eMH system hard drives and media 
are destroyed using National Security Agency/Central Security Service 
(NSA/CSS) approved methods. Paper records containing PII or sensitive 
information are destroyed using NSA/CSS evaluated crosscut shredders.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Physical and electronic access is restricted to designated 
individuals having a need to know in the performance of official duties 
and who are properly screened and cleared for need-to-know. Physical 
entry is restricted as records are maintained in a secured building 
maintained behind a firewall, protected by the use of locks, guards, 
and accessible only to authorized personnel. Paper records are 
maintained in file cabinets under the control of authorized personnel 
during working hours. The office space in which the file cabinets are 
located is locked outside of official working hours. Computer terminals 
are located in supervised areas. The system has an Authority to Operate 
and access to the system is password and or Systems Software uses 
Primary Key Infrastructure (PKI)/Common Access Card (CAC) protected.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system of records should address written inquiries to 
the Housing Office at the station/base/installation where they applied 
for housing. DON official station/base mailing addresses are published 
as an appendix to the Navy's compilation of system of records notices. 
DA official mailing addresses are published in DA Pamphlet 25-50, 
Compilation of Army Addresses. DAF official mailing addresses are 
published as an appendix to DAF's compilation of system of records 
notices. Coast Guard official mailing addresses are published at http://www.uscg.mil/Hr/cg133/Housing/default.asp.
    Requests must be signed and include installation name, full name of 
applicant or name of resident, house number, and year(s) of occupancy. 
Individuals should provide full name, SSN, or DoD ID number, military 
status, or other information verifiable from the record itself. In 
addition, the requester must provide either a notarized signature or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following 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).''

CONTESTING RECORD PROCEDURES:
    The Navy's rules for accessing records and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5, Department of the Navy (DON) Privacy 
Program; 32 CFR part 701, Availability of Department of the Navy 
Records and Publication of Department of the Navy Documents Affecting 
the Public; or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains

[[Page 45115]]

information about themselves should address written inquiries to the 
Housing Office at the station/base/installation where they applied for 
housing. DON official station/base mailing addresses are published as 
an appendix to the Navy's compilation of system of records notices. DA 
official mailing addresses are published in DA Pamphlet 25-50, 
Compilation of Army Addresses. DAF official mailing addresses are 
published an appendix to DAF's compilation of system of records 
notices. Coast Guard official mailing addresses are published at http://www.uscg.mil/Hr/cg133/Housing/default.asp.
    Requests must be signed and include full name of applicant or name 
of resident, house number, and year(s) of occupancy. Individuals should 
provide full name, SSN, or DoD ID number, military status, or other 
information verifiable from the record itself. In addition, the 
requester must provide either a notarized signature or an unsworn 
declaration made in accordance with 28 U.S.C. 1746, in the following 
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).''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Initially published April 1, 2008, 73 FR 17334.

[FR Doc. 2018-19204 Filed 9-4-18; 8:45 am]
 BILLING CODE 5001-06-P