Notice2021-17000
Privacy Act of 1974; System of Records
Primary source
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Published
August 10, 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 Enterprise Application and Services Forest (EASF), K890.15. This system of records was originally established by the DISA to collect and maintain records on the core active directory (AD) Infrastructure (domain controllers) for Enterprise Services such as DoD Enterprise Email (DEE), Identity Synchronization Services (IdSS), and DoD Enterprise Portal Service (DEPS). It is an Enterprise-wide hierarchical directory structure designed to employ greater centralization and standardization of network management for user data, security, and distributed resources and services across the DoD Enterprise. This system of records notice (SORN) is being updated to make various compliance changes as well as add DoD's standard routine uses.
Full Text
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<title>Federal Register, Volume 86 Issue 151 (Tuesday, August 10, 2021)</title>
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[Federal Register Volume 86, Number 151 (Tuesday, August 10, 2021)]
[Notices]
[Pages 43631-43633]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-17000]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2021-OS-0083]
Privacy Act of 1974; System of Records
AGENCY: Defense Information Systems Agency (DISA), Department of
Defense (DoD).
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 Enterprise
Application and Services Forest (EASF), K890.15. This system of records
was originally established by the DISA to collect and maintain records
on the core active directory (AD) Infrastructure (domain controllers)
for Enterprise Services such as DoD Enterprise Email (DEE), Identity
Synchronization Services (IdSS), and DoD Enterprise Portal Service
(DEPS). It is an Enterprise-wide hierarchical directory structure
designed to employ greater centralization and standardization of
network management for user data, security, and distributed resources
and services across the DoD Enterprise. This system of records notice
(SORN) is being updated to make various compliance changes as well as
add 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 September 9,
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 K890.15 EASF system of records to allow
the provision of user accounts, and to authenticate users to DoD
enterprise Web applications (e.g., Defense Collaboration Services,
Defense Enterprise Portal, DEE) for non-dual persona personnel with
DoD's Personal Identity Verification (PIV)--Authentication (Auth)
certificate, rather than DoD's Email signing certificate. 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) To the Authority for Maintenance of
the System section to update citation(s) and add additional
authorities; (2) purpose of the system to improve clarity; (3) to the
Categories of Individuals Covered by the System section to expand the
individuals covered and Categories of Records to clarify how the
records relate to the revised Category of Individuals; (4) Record
Source Categories to account for Five Eyes partners and Coalition
partners exchange in order to populate the information into the Five
Eyes national directory; (5) Routine Uses to align with DoD's standard
routine uses; (6) to the Administrative, Technical, and Physical
Safeguards to update the individual safeguards protecting the personal
information; (7) to the Record Access Procedures section to reflect the
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need for individuals to identify the appropriate DoD office or
component to which their request should be directed; and (8) to the
Contesting Records Procedures and Notification procedures section to
update the appropriate citation for contesting records. Furthermore,
this notice 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: August 5, 2021.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Enterprise Application and Services Forest (EASF), K890.15.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
System locations may be obtained from the system manager.
SYSTEM MANAGER(S):
Chief, Enterprise Directory Services Section, 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#66020f1507480b03070203481503480a0f1512480f0215154b161409021305124b0b07080701030b030812260b070f0a480b0f0a"><span class="__cf_email__" data-cfemail="b8dcd1cbd996d5ddd9dcdd96cbdd96d4d1cbcc96d1dccbcb95c8cad7dccddbcc95d5d9d6d9dfddd5ddd6ccf8d5d9d1d496d5d1d4">[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:
This system of records provides the core active directory (AD)
Infrastructure (domain controllers) for Enterprise Services such as DoD
Enterprise Email (DEE), Identity Synchronization Services (IdSS), and
DoD Enterprise Portal Service (DEPS). It also:
A. Supports the provision of user accounts and authenticates users
to DoD enterprise Web applications (e.g., Defense Collaboration
Services, Defense Enterprise Portal, DEE) for non-dual personal
personnel with DoD's Personal Identity Verification (PIV)--
Authentication (Auth) certificate;
B. Provides an Enterprise-wide hierarchical directory structure
designed to employ greater centralization and standardization of
network management for user data, security, and distributed resources
and services across the DoD Enterprise; and
C. Supports the use of enterprise services to establish a reliable
and uniform secure data portal for the transmittal of shared
information between DoD and VA.
D. To support continuous data exchange between DoD and its
Coalition Partners 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 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. Department of Veterans Affairs (VA) 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, U.S. government agency
code, service code, personnel category code, non-U.S. 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, 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: Defense Manpower Data Center (DMDC)'s Defense
Eligibility Enrollment Reporting System (DEERS), Person Data Repository
(PDR) for DoD person and person data, the DISA DoD PKI Global Directory
Service (GDS) for users with PKI email certificates, Five Eyes
partners, 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, 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 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
[[Page 43633]]
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 that 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 United States Coast Guard (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. In return, the Coalition partner may
disclose system of records information to DoD or a DoD component.
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 in secure facilities 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 and DoD ID Number.
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 EASF directory 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 Defense Information Systems Agency (DISA), 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 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 76426; June 16, 2014, 79 FR 34299
[FR Doc. 2021-17000 Filed 8-9-21; 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.