Notice2021-16304
Privacy Act of 1974; System of Records
Primary source
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Published
July 30, 2021
Issuing agencies
Defense Department
Abstract
In accordance with the Privacy Act of 1974, the DoD is modifying and reissuing a current system of records titled ``Identity Synchronization Services (IdSS),'' K890.14. This system of records was originally established by the DISA to populate and maintain persona- based user objects in DoD enterprise-level Domain Controllers, such as the Enterprise Application and Services Forest (EASF) implemented by DISA to provide DoD Enterprise E-Mail, DoD Enterprise Portal Service (DEPS), etc. In addition, the DISA uses the IdSS to populate and maintain persona data elements in DoD Component networks and systems, such as directory services and account provisioning systems. This system of records notice (SORN) is being updated to make various changes, including expanding the individuals covered and adding DoD's standard routine uses.
Full Text
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<title>Federal Register, Volume 86 Issue 144 (Friday, July 30, 2021)</title>
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[Federal Register Volume 86, Number 144 (Friday, July 30, 2021)]
[Notices]
[Pages 41025-41028]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-16304]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2021-OS-0078]
Privacy Act of 1974; System of Records
AGENCY: Defense Information Systems Agency (DISA), Department of
Defense (DoD).
[[Page 41026]]
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the DoD is
modifying and reissuing a current system of records titled ``Identity
Synchronization Services (IdSS),'' K890.14. This system of records was
originally established by the DISA to populate and maintain persona-
based user objects in DoD enterprise-level Domain Controllers, such as
the Enterprise Application and Services Forest (EASF) implemented by
DISA to provide DoD Enterprise E-Mail, DoD Enterprise Portal Service
(DEPS), etc. In addition, the DISA uses the IdSS to populate and
maintain persona data elements in DoD Component networks and systems,
such as directory services and account provisioning systems. This
system of records notice (SORN) is being updated to make various
changes, including expanding the individuals covered and adding DoD's
standard routine uses.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before August 30,
2021. The Routine Uses are effective at the close of the comment
period.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
Federal Rulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a>.
Follow the instructions for submitting comments.
Mail: DoD cannot receive written comments at this time due to the
COVID-19 pandemic. Comments should be sent electronically to the docket
listed above.
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 <a href="https://www.regulations.gov">https://www.regulations.gov</a> as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Mrs. Jeanette M. Weathers-Jenkins,
DISA Privacy Officer, 6914 Cooper Ave., Fort Meade, MD 20755-7090, or
by phone at (301) 225-8158.
SUPPLEMENTARY INFORMATION:
I. Background
The DISA is modifying the K890.14 IdSS system of records, to
provide DoD Enterprise E-Mail, DEPS, etc. In addition, it will allow
the IdSS to populate and maintain persona data elements in DoD
Component networks and systems, such as directory services and account
provisioning systems to provide DoD Enterprise E-Mail. Subject to
public comment, the DoD proposes to update this SORN to add the
standard DoD routine uses (routine uses A through I) and to allow for
additional disclosures outside DoD related to the purpose of this
system of records.
Additionally, the following sections of this SORN are being
modified as follows: (1) System Location and System Manager(s), to
provide instructions on obtaining a list of system location(s); (2)
Authority for Maintenance of the System, to update citation(s) and add
additional authorities; (3) Purpose(s) of the System, to clarify the
system's purpose for the general public; (4) Categories of Individuals
Covered by the System, to expand the individuals covered, and
Categories of Records, to clarify how the records relate to the revised
Category of Individuals; (5) Record Source Categories, to provide
clarity; (6) Routine Uses, to align with DoD's standard routine uses;
(7) Record Access Procedures, to reflect the need for individuals to
identify the appropriate DoD office or component to which their request
should be directed; and (8) Contesting Records Procedures and
Notification Procedures, to update the appropriate citation for
contesting records. Additionally, the sections containing the policies
on storage, retrieval of records, retention and disposal of records,
and safeguards have been modified to improve clarity generally and for
compliance with National Archives and Records Administration approved
records schedules. This notice also includes non-substantive changes to
simplify the formatting and text of the previously published notice.
DoD SORNs have been published in the Federal Register and are
available from the address in FOR FURTHER INFORMATION CONTACT or at the
Defense Privacy, Civil Liberties, and Transparency Division (DPCLTD)
website at <a href="https://dpcld.defense.gov/privacy">https://dpcld.defense.gov/privacy</a>.
II. Privacy Act
Under the Privacy Act, a ``system of records'' is a group of
records under the control of an agency from which information is
retrieved by the name of an individual or by some identifying number,
symbol, or other identifying particular assigned to the individual. In
the Privacy Act, an individual is defined as a U.S. citizen or lawful
permanent resident.
In accordance with 5 U.S.C. 552a(r) and Office of Management and
Budget (OMB) Circular No. A-108, DPCLTD has provided a report of this
system of records to the OMB and to Congress.
Dated: July 26, 2021.
Aaron T. Siegel,
Alternate OSD Federal Register, Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Identity Synchronization Services (IdSS), K890.14
SECURITY CLASSIFICATION:
Unclassified
SYSTEM LOCATION:
System locations may be obtained from the system manager at the
Defense Information Systems Agency (DISA), Services Directorate, 6910
Cooper Ave., Fort Meade, MD 20755-7090.
SYSTEM MANAGER(S):
Chief, Enterprise Directory Services, Defense Information Systems
Agency (DISA), Services Directorate, Applications Division,
Infrastructure Applications Branch, 6910 Cooper Ave., Fort Meade, MD
20755-7090, telephone number 301-225-9201, email:
<a href="/cdn-cgi/l/email-protection#95f1fce6f4bbf8f0f4f1f0bbe6f0bbf9fce6e1bbfcf1e6e6b8e5e7faf1e0f6e1b8f8f4fbf4f2f0f8f0fbe1d5f8f4fcf9bbf8fcf9"><span class="__cf_email__" data-cfemail="51353822307f3c343035347f22347f3d3822257f383522227c21233e352432257c3c303f3036343c343f25113c30383d7f3c383d">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. Chapter 8, Defense Agencies and Department of Defense
Field Activities; DoD Directive 5105.19, Defense Information Systems
Agency (DISA); DoD Instruction (DoDI) 1000.25, DoD Personnel Identity
Protection (PIP) Program; DoDI 5200.46, DoD Investigative and
Adjudicative Guidance for Issuing the Common Access Card (CAC); and
DoDI 8520.03, Identity Authentication for Information Systems.
PURPOSE(S) OF THE SYSTEM:
A. To populate and maintain persona-based user objects in DoD
enterprise-level Domain Controllers, such as the Enterprise Application
Services Forest (EASF) implemented by DISA to provide DoD Enterprise
Email, DoD Enterprise Portal Service (DEPS), etc.
B. To populate and maintain persona data elements in DoD Component
networks and systems, such as directory services and account
provisioning systems to provide DoD Enterprise Email.
C. To populate and maintain persona data elements in DoD Component
(including the United States Coast Guard (USCG) networks and systems,
[[Page 41027]]
such as directory services and account provisioning systems.
D. To utilize enterprise services to establish a reliable and
uniform secure data portal for the transmittal of shared information
between DoD and the U.S. Department of Veterans Affairs (VA).
E. To populate and maintain persona data elements to support
continuous data exchange between DoD and its Coalition Partners and
partner Five Eyes Nations to enable current and future information
sharing capabilities that are used by the respective warfighters for
conducting mission supporting operations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
A. DoD personnel, meaning those who have been issued DoD Common
Access Cards (CAC) or a DoD Class 3 Public Key Infrastructure (PKI)
certificate, to include civilian employees, military personnel,
contractors and other individuals detailed or assigned to DoD
Components.
B. VA Personal Identity Verification (PIV) card holders identified
by the VA's Interagency Care Coordination Committee (IC3).
CATEGORIES OF RECORDS IN THE SYSTEM:
A. For DoD personnel: Individuals name, unique identifiers
including DoD ID number, other unique identifier, Federal Agency Smart
Credential Number (FASC-N), login name, legacy login name, and persona
username, object class, rank, title, job title, persona type code
(PTC), persona display name (PDN), address, email, phone, and other
contact information for work and home locations, non-US government
agency object common name; user account control, information technology
service entitlements, Unit Identification Code (UIC), and PKI
certificate information. Administrative Organization Code, DoD
component, DoD sub-component, Non-DoD agency, Directory publishing
restrictions, Reserve Component Code, Billet Code, Pay Grade, type of
investigation, date of investigation, and security clearance level.
B. For VA personnel: Individual's name, other unique identifier,
primary and other work email addresses, administrative organization
code, duty sub-organization code persona email address, email
encryption certificate, and driver's license number.
Note: This system does not collect or maintain the individual's
Social Security Number.
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from: DoD Component directories such as the Defense
Eligibility Enrollment Reporting System (DEERS), Person Data Repository
(PDR) for DoD person and persona data, the DISA DoD PKI Global
Directory Service (GDS) for user PKI email certificates, partner Five
Eyes Nations, and the Coalition partners.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE 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, 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:
A. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the federal government when
necessary to accomplish an agency function related to this system of
records.
B. 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.
C. 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.
D. 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 that 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.
E. 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.
F. 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.
G. To appropriate agencies, entities, and persons when (1) the DoD
suspects or confirms a breach of the system of records; (2) the DoD
determines as a result of the suspected or confirmed breach there is a
risk of harm to individuals, the DoD (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 DoD's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
H. 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.
I. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
J. To the USCG to share DoD information to ensure it maintains a
state of readiness to function as a specialized military Service in the
Department of Navy in a time of war or national emergency.
K. To DoD-approved Coalition Partners for the purposes of routine
mission supporting activities.
L. To partner Five Eyes (FVEY) Nations to provide information
pursuant to existing bilateral agreement(s) in order to populate the
information into the FVEY national directory.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records may be stored electronically or on paper in secure
facilities in a locked drawer behind a locked door. The records may be
stored on magnetic disc, tape, or digital media; in agency-owned cloud
environments; or in vendor Cloud Service Offerings certified under the
Federal Risk and Authorization Management Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
These records are retrieved by individual name, DoD ID Number, or
email address.
[[Page 41028]]
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
System's sole function is to receive and integrate data from two or
more other systems and export the resultant product to yet another
independent system. These records are maintained as temporary which may
be destroyed upon verification of successful creation of the final
document or file, or when no longer needed for business use, whichever
is later.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to the type and amount of data is governed by privilege
management software and policies developed and enforced by Federal
government personnel. Data is protected by repository and interfaces,
including, but not limited to multi-layered firewalls, Secure Sockets
Layer/Transport Layer Security (SSL/TLS) connections, access control
lists, file system permissions, intrusion detection and prevention
systems and log monitoring. Complete access to all records is
restricted to and controlled by certified system management personnel,
who are responsible for maintaining the IdSS system integrity and the
data confidentiality. Access to computerized data is restricted by CAC.
RECORD ACCESS PROCEDURES:
Individuals seeking access to their records should follow the
procedures in 32 CFR part 310. Individuals should address written
inquiries to the FOIA Service Center, Defense Information Systems
Agency, ATTN: Headquarters FOIA Requester Service Center, P.O. Box 549,
Ft. Meade, MD 20755-0549. Signed, written requests should include the
individual's full name, current address, telephone number, and the name
and number of this system of records notice. In addition, the requester
must provide either a notarized statement 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 DoD rules for accessing records, contesting contents, and
appealing initial Component determinations are contained in 32 CFR part
310, or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system of records should follow the
instructions for Record Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
December 8, 2010, 75 FR 76428.
[FR Doc. 2021-16304 Filed 7-29-21; 8:45 am]
BILLING CODE 5001-06-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.