Notice2022-11610
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
May 31, 2022
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, "Defense Enrollment Eligibility Reporting Systems (DEERS)," DMDC 02 DoD. This system of records was originally established by the Defense Manpower Data Center to collect and maintain records that are used to manage the issuance of DoD identification cards, manage physical and logical access to DoD facilities and to provide a database for determining DoD entitlements and privileges. Additionally, DEERS is used to support DoD healthcare management programs, assess manpower and support personnel and readiness functions. This system of records notice (SORN) is being updated to support additional information sharing of records outside of the DoD in order to streamline the DoD identification card issuance process. In addition, it clarifies the routine use governing the data sharing DoD utilizes in support of the Public Service Forgiveness loan program and it expands the routine use governing the data sharing in support of the Unemployment Compensation for Ex-service members to state workforce agencies, or to the Department of Labor contractors or grantees. This modification revises the routine uses. The new routine use will allow DoD to disclose information to the Government Publishing Office (GPO).
Full Text
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<title>Federal Register, Volume 87 Issue 104 (Tuesday, May 31, 2022)</title>
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[Federal Register Volume 87, Number 104 (Tuesday, May 31, 2022)]
[Notices]
[Pages 32384-32389]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-11610]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2022-OS-0064]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, 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, ``Defense
Enrollment Eligibility Reporting Systems (DEERS),'' DMDC 02 DoD. This
system of records was originally established by the Defense Manpower
Data Center to collect and maintain records that are used to manage the
issuance of DoD identification cards, manage physical and logical
access to DoD facilities and to provide a database for determining DoD
entitlements and privileges. Additionally, DEERS is used to support DoD
healthcare management programs, assess manpower and support personnel
and readiness functions. This system of records notice (SORN) is being
updated to support additional information sharing of records outside of
the DoD in order to streamline the DoD identification card issuance
process. In addition, it clarifies the routine use governing the data
sharing DoD utilizes in support of the Public Service Forgiveness loan
program and it expands the routine use governing the data sharing in
support of the Unemployment Compensation for Ex-service members to
state workforce agencies, or to the Department of Labor contractors or
grantees. This modification revises the routine uses. The new routine
use will allow DoD to disclose information to the Government Publishing
Office (GPO).
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before June 30,
2022. The Routine Uses are effective at the close of the comment
period.
ADDRESSES: You may submit comments, identified by docket number and
title, by either 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: Department of Defense, Office of the Assistant to the
Secretary of Defense for Privacy, Civil Liberties, and Transparency,
Regulatory Directorate, 4800 Mark Center Drive, Attn: Mailbox 24, Suite
08D09, 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 <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: Mr. Sam Peterson, DMDC Privacy
Officer, DMDC Privacy Office, DoD Center, 400 Gigling Road, Monterey,
CA 93955; <a href="/cdn-cgi/l/email-protection#44202b202c36256a202b20276929266a202920276a29263c6a3321262925373021360429252d286a292d28"><span class="__cf_email__" data-cfemail="f0949f94988291de949f9493dd9d92de949d9493de9d9288de8795929d9183849582b09d91999cde9d999c">[email protected]</span></a>; (831) 583-2400.
SUPPLEMENTARY INFORMATION:
I. Background
The DEERS system of records is used to manage the issuance of DoD
badges and identification cards, i.e., Common Access Cards (CACs) or
beneficiary identification cards. In addition, this system of records
is used to authenticate and identify DoD affiliated personnel (e.g.,
contractors) and manage physical and logical access to DoD facilities.
This modification will allow DoD Identification (ID) cardholders to
request renewal of their CAC online as part of a pilot program. The
pilot program postures the GPO to more efficiently produce and
distribute the DoD ID cards on behalf of and in conjunction with DoD.
Implementation of the online DoD ID card issuance capability presents
an opportunity for increased convenience for cardholders and overall
cost savings to the Department. In support of this initiative and
subject to public comment, DoD is adding new routine use (KK) for this
system of records. This routine use would allow for disclosure of
information to the GPO to facilitate GPO's role in supporting the
production and distribution of CAC cards on behalf of the DoD.
Additionally, subject to public comment, the DoD is modifying
existing routine use (F), which currently permits disclosures of
information to entities engaged in financial and legal transactions
with Service members. The modification will clarify and broaden this
routine use to support disclosures to these same entities to facilitate
communication with Service members and to support student loan
forgiveness programs.
DoD SORNs have been published in the Federal Register and are
available from the address in FOR FURTHER INFORMATION CONTACT or at the
Office of the Assistant to the Secretary of Defense for Privacy, Civil
Liberties, and Transparency (OATSD(PCLT)) 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, OATSD(PCLT) has provided a report of
this system of records to the OMB and to Congress.
[[Page 32385]]
Dated: May 25, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Defense Enrollment Eligibility Reporting Systems (DEERS), DMDC 02
DoD.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
DMDC at DISA DECC Columbus, 3990 East Broad St., Bldg. 23,
Columbus, OH 43213-0240.
SYSTEM MANAGER:
The system manager is Deputy Director, Defense Manpower Data
Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-
6771. Email: <a href="/cdn-cgi/l/email-protection#55313a313d27347b313a31367838377b313831367b38372d7b2230373834262130271538343c397b383c39"><span class="__cf_email__" data-cfemail="33575c575b41521d575c57501e5e511d575e57501d5e514b1d4456515e5240475641735e525a5f1d5e5a5f">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. App. 3, Inspector General Act of 1978; 5 U.S.C. Chapter
90, Federal Long-Term Care Insurance; 10 U.S.C. 136, Under Secretary of
Defense for Personnel and Readiness; 10 U.S.C. Chapter 53,
Miscellaneous Rights and Benefits; 10 U.S.C. Chapter 54, Commissary and
Exchange Benefits; 10 U.S.C. Chapter 58, Benefits and Services for
Members being Separated or Recently Separated; 10 U.S.C. Chapter 75,
Deceased Personnel; 10 U.S.C. 2358, Research and Development Projects;
10 U.S.C. 987, Terms of Consumer Credit Extended to Members and
Dependents; 20 U.S.C. 1070h, Scholarships for Veteran's Dependents; 31
U.S.C. 3512(c), Executive Agency Accounting and Other Financial
Management Reports and Plan; 38 U.S.C. Chapter 19, Subchapter III,
Service members' Group Life Insurance; 42 U.S.C. 18001 note, Patient
Protection and Affordable Care Act (Pub. L. 111-148); 42 U.S.C. 1973ff,
Federal Responsibilities; 50 U.S.C. Chapter 23, Internal Security; 50
U.S.C. Chapter 50, Service members Civil Relief Act; DoD Directive
1000.04, Federal Voting Assistance Program (FVAP); DoD Directive
1000.25, DoD Personnel Identity Protection (PIP) Program; DoD
Instruction 1015.9, Professional United States Scouting Organization
Operations at United States Military Installations Located Overseas;
DoD Instruction 1100.13, Surveys of DoD Personnel; DoD Instruction
1241.03 TRICARE Retired Reserve (TRS) Program; DoD Instruction 1241.04,
TRICARE Reserve Select (TRS) Program; DoD Instruction 1336.05,
Automated Extract of Active Duty Military Personnel Records; DoD
Instruction 1341.2, Defense Enrollment Eligibility Reporting System
(DEERS) Procedures; DoD Manual 1341.02, DoD Identity Management DoD
Self-Service (DS) Logon Program and Credential; DoD Instruction
3001.02, Personnel Accountability in Conjunction with Natural or
Manmade Disasters; Homeland Security Presidential Directive 12, Policy
for a Common Identification Standard for Federal Employees and
Contractors; DoD Instruction 7730.54, Reserve Components Common
Personnel Data System (RCCPDS); 38 CFR 9.20, Traumatic injury
protection; and E.O. 9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
A. To manage the issuance of DoD badges and identification cards,
i.e., Common Access Cards (CACs) or beneficiary identification cards.
B. To authenticate and identify DoD affiliated personnel (e.g.,
contractors);
C. To manage physical and logical access to DoD facilities.
D. To provide a database for determining eligibility for DoD
entitlements and privileges;
E. To detect fraud and abuse of the benefit programs by claimants
and providers to include appropriate collection actions arising out of
any debts incurred as a consequence of such programs;
F. To detect and identify current DoD civilian and military
personnel committing benefit program fraud and abuse;
G. To ensure benefit eligibility is retained after separation from
the military;
H. To maintain the Service members' Group Life Insurance (SGLI) and
Family SGLI (FSGLI) coverage elections and beneficiaries' information.
I. To support DoD healthcare management programs, to include
research and analytical projects, through the Defense Health Agency
(previously the TRICARE Management Activity);
J. To support benefit administration for those beneficiaries that
have granted permission to use their personal email address for
benefit-related notification purposes;
K. To register current DoD civilian and military personnel and
their authorized dependents to obtain medical examinations, treatment
or other benefits to which they are entitled;
L. To provide identification of deceased members.
M. To assess manpower, support personnel and readiness functions,
to include Continuous Evaluation programs; to perform statistical
analyses;
N. To determine Service members' Civil Relief Act (SCRA) duty
status as it pertains to SCRA legislation;
O. To determine Military Lending Act (MLA) eligibility pertaining
to MLA legislation; to prepare studies and policies related to manpower
and the health and well-being of current and past Armed Forces and DoD-
affiliated personnel;
P. To assist in the Transition Assistance Program (TAP);
Q. To assist in recruiting prior service personnel;
R. To notify military members eligible to vote about voter
registration and voting procedures;
S. To provide rosters of DoD affiliated persons at the time of an
official declared natural or man-made disaster.
T. To provide appropriate contact information of DoD personnel and
beneficiaries for the purpose of conducting DoD authorized surveys.
Authorized surveys are used as a management tool for conducting
statistical analysis, policy planning, reporting, evaluation of program
effectiveness, conducting research, to provide direct feedback on key
strategic indicators, and for other policy planning purposes.
U. Defense Manpower Data Center (DMDC) web usage data will be used
to validate continued need for user access to DMDC computer systems and
databases, to address problems associated with web access, and to
ensure that access is only for official purposes.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
A. Members, former members, retirees, civilian employees (includes
non-appropriated fund) and contractor employees of the DoD and all of
the Uniformed Services;
B. Presidential appointees of all Federal Government agencies;
C. Medal of Honor recipients;
D. U.S. Military Academy students;
E. DoD and Department of Veterans Affairs (DVA) beneficiaries
(e.g., dependent family members, legal guardians and other protectors,
prior military members eligible for DVA benefits, beneficiaries of
SGLI/FSGLI), non-Federal agency civilian associates and other
individuals granted DoD privileges, benefits, or physical or logical
access to military installations (e.g., American Red Cross paid
employees, United Service Organization, Intergovernmental Personnel Act
Employees, Boy and Girl Scout Professionals, non-DoD contract
employees);
[[Page 32386]]
F. Members of the public treated for a medical emergency in a DoD
or joint DoD/DVA medical facility;
G. Non-CAC holders requiring access to DoD IT applications (e.g.,
DVA employees, Department of Homeland Security (DHS) employees, state
National Guard Employees, Office of Personnel Management (OPM)
employees and Affiliated Volunteers);
H. Individuals identified as the result of an administrative
function in information assurance/cybersecurity reports and supportive
materials.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individual's name; Service or Social Security Number (SSN); DoD
identification (DoD ID) number; residence address; mailing address;
personal and work email addresses; date of birth; gender; mother's
maiden name, branch of Service; primary and secondary fingerprints and
photographs; Foreign National Identification Numbers; emergency contact
person information; stored documents for proofing identity and
association; DEERS Benefits Number; relationship of beneficiary to
sponsor, to include relationship and eligibility qualifiers (i.e.,
percent of support by sponsor, student or incapacitation status,
guardian authorizations); SGLI/FSGLI beneficiaries information and
amounts of coverage; pharmacy benefits; start and end dates of benefits
eligibility; number of family members of sponsor; multiple birth code/
birth order; primary unit duty location of sponsor; race and ethnic
origin; occupation; rank/pay grade.
Disability documentation; wounded, ill and injured identification
information; other health information (i.e., tumor/reportable disease
registry, immunizations); Medicare eligibility and enrollment data;
CHAMPVA and Federal Employees Health Benefits (FEHB) program
eligibility indicators; blood test results; Deoxyribonucleic Acid
(DNA); dental care eligibility codes and dental x-rays.
Patient registration data for shared DoD/DVA beneficiary
populations, including DVA Integration Control Number (ICN), DVA
patient type, patient category code and patient category TRICARE
enrollment data (i.e., plan name, effective dates, primary care manager
information, premium payment details), identity and relationship data,
command interest code and name, command security code and name, medical
fly status code.
Catastrophic Cap and Deductible transactions, including monetary
amounts; third party health insurance information on dependents; in
addition to identity data and demographic data for beneficiaries such
as contact information, family membership, and personnel information is
captured as required to determine and maintain benefits; DVA disability
payment records; digital signatures where appropriate to assert
validity of data; care giver information; immunization data; education
benefit eligibility and usage; special military pay information; SGLI/
FSGLI; Privacy Act audit logs; and account audit information (i.e., IP
address) to support cybersecurity policy, unauthorized access and other
similar investigations.
Character of service; reenlistment eligibility; entitlement
conditions; activations and deployments; medals and awards data;
citizenship data/country of birth; civil service employee employment
information (agency and bureau, pay plan and grade, nature of action
code and nature of action effective date, occupation series, dates of
promotion and expected return from overseas, service computation date);
compensation data (i.e., Department of Labor Compensation data); date
of separation of former enlisted and officer personnel; Information
Assurance Work Force information; language data; military personnel
information (rank, assignment/deployment, length of service, military
occupation, education, and benefit usage); reason leaving military
service or DoD civilian service; Reserve member's civilian occupation
and employment information; workforces information (e.g., acquisition,
first responders).
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from: Individuals and the personnel, pay, and benefit systems
of the military and civilian departments, and agencies of the Uniformed
Services, DVA, and other Federal agencies.
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, all or a portion of the
records or information 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 Federal agencies and/or their contractors, the Transportation
Security Administration and other federal transportation agencies, for
purposes of authenticating the identity of individuals who, incident to
the conduct of official business, present the CAC or other valid
identification as proof of identity to gain physical or logical access
to government and contractor facilities, locations, networks, systems,
or programs.
B. To Federal and State agencies to validate demographic data
(e.g., SSN, citizenship status, date and place of birth, etc.) for
individuals in DMDC personnel and pay files so that accurate
information is available in support of DoD requirements.
C. To the Social Security Administration for the purpose of
verifying an individual's identity.
D. To the DVA:
1. To provide uniformed service personnel (pay, wounded, ill, and
injured) identification data for present and former uniformed service
personnel for the purpose of evaluating use of veterans' benefits,
validating benefit eligibility and maintaining the health and wellbeing
of veterans and their family members.
2. To provide identifying uniformed service personnel data to the
DVA and its insurance program contractor for the purpose of conducting
outreach and administration of benefits to qualified service members,
Veterans and their dependents (38 U.S.C. 1977), notifying separating
eligible Reservists of their right to apply for Veteran's Group Life
Insurance coverage under the Veterans Benefits Improvement Act of 1996
(38 U.S.C. 1968) and for DVA to administer the Traumatic Service
members' Group Life Insurance (TSGLI) (Traumatic Injury Protection
Rider to Service members' Group Life Insurance (TSGLI), 38 CFR 9.20).
3. To register eligible veterans and their dependents for DVA
programs.
4. To provide former uniformed service personnel and survivor's
financial benefit data to DVA for the purpose of identifying retired
pay and survivor benefit payments for use in the administration of the
DVA's Compensation and Pension Program (38 U.S.C. 5106). The
information is to be used to process all DVA award actions more
efficiently, reduce subsequent overpayment collection actions, and
minimize erroneous payments.
5. To provide identifying uniformed service personnel data to the
DVA for the purpose of notifying such personnel of information relating
to educational assistance as required by the Veterans Programs
Enhancement Act of 1998 (38 U.S.C. 3011 and 3034).
6. To the Veterans Benefits Administration, DVA uniformed service
personnel and financial data for the purpose of determining initial
eligibility and any changes in eligibility status to insure proper
payment of benefits for GI
[[Page 32387]]
Bill education and training benefits by the DVA under the Montgomery GI
Bill (10 U.S.C. Chapter 1606--Selected Reserve and 38 U.S.C. Chapter
30--Active Duty), the Reserve Educational Assistance Program (REAP)
educational benefit (Title 10 U.S.C. Chapter 1607), and the National
Call to Service enlistment educational benefit (10 U.S.C. Chapter 510),
the Post 9/11 GI Bill (38 U.S.C. Chapter 33), and The Transferability
of Education Assistance to Family Members. The administrative
responsibilities designated to both agencies by the law require that
data be exchanged when administering the programs.
E. To consumer reporting agencies:
1. To obtain identity confirmation and current addresses of
separated uniformed services personnel to notify them of potential
benefits eligibility.
2. To the national consumer reporting agencies for the purpose of
ensuring eligible Service members receive MLA protections in accordance
with 32 CFR part 232.
F. To financial institutions, collection agencies and others
engaged in financial and legal transactions with eligible service
members for the purpose of communicating with those members and/or
determining eligibility for student loan forgiveness, ensuring those
service members receive SCRA protections in accordance with 50 U.S.C.
Chapter 50 and other similar benefits.
G. To Federal Agencies, to include OPM, United States Postal
Service, Department of Health and Human Services (HHS), Department of
Education, and DVA to conduct computer matching programs regulated by
the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose
of:
1. Providing all members of the Reserve Component of the Armed
Forces to be matched against the Federal agencies for identifying those
Reserve Component Service members that are also Federal civil service
employees with eligibility for the FEHB program. This disclosure by the
Federal agencies will provide the DoD with the FEHB program eligibility
and Federal employment information necessary to determine initial and
continuing eligibility for the TRICARE Reserve Select (TRS) program and
the TRICARE Retired Reserve (TRR) program (collectively referred to as
purchased TRICARE programs). Reserve Component members who are not
eligible for FEHB program are eligible for TRS (10 U.S.C. 1076d) or TRR
(10 U.S.C. 1076e).
2. Providing all members of the Reserve Component of the Armed
Forces to be matched against the Federal agencies for the purpose of
identifying the Ready Reserve Component Service members who are also
employed by the Federal Government in a civilian position, so that
reserve status can be terminated if necessary. To accomplish an
emergency mobilization, individuals occupying critical civilian
positions cannot be mobilized as Reservists.
3. Providing data to the Department of Education for the purpose of
identifying dependent children of those Armed Forces members killed in
Operation Iraqi Freedom and Operation Enduring Freedom, Iraq and
Afghanistan Only, for possible benefits.
4. To the Veterans Benefits Administration, DVA uniformed service
data for the purpose of determining eligibility and any changes in
eligibility status to insure proper administration of benefits for GI
Bill education and training benefits under the Montgomery GI Bill (10
U.S.C. Chapter 1606--Selected Reserve and 38 U.S.C. Chapter 30--Active
Duty), the Post 9/11 GI Bill (38 U.S.C. Chapter 33).
5. Providing data to the Centers for Medicaid and Medicare Services
(CMS), HHS, for the purpose of identifying DoD eligible beneficiaries
both over and under the age of 65 who are Medicare eligible. Current
law requires the Defense Health Agency to discontinue military health
care benefits to Military Health Services beneficiaries who are
Medicare eligible unless they are enrolled in Medicare Part B.
H. To the CMS, HHS, for the purpose of verifying individual's
healthcare eligibility status, in accordance with the Affordable Care
Act. Data provided to CMS will be used to make eligibility
determinations for insurance affordability programs, administered by
Medicaid, the Children's Health Insurance Program, the Basic Health
Program and the American Health Benefit Exchange.
I. To Federal agencies for the purpose of notifying service members
and dependent individuals of payments or other benefits for which they
are eligible under actions of the Federal agencies.
J. To State agencies for the purpose of supporting State Veteran
Affairs activities.
K. To state workforce agencies, or to the Department of Labor and/
or its contractors or grantees, as the case may be, for the
determination of the entitlement of an individual to unemployment
compensation.
L. To other Federal agencies and state, local and territorial
governments to identify fraud and abuse of the Federal agency's
programs and to identify debtors and collect debts and overpayment in
the DoD health care programs.
M. To each of the fifty states and the District of Columbia for the
purpose of determining the extent to which state Medicaid beneficiaries
may be eligible for Uniformed Services health care benefits, including
CHAMPUS, TRICARE, and to recover Medicaid monies from the CHAMPUS
program.
N. To State and local child support enforcement agencies for
purposes of providing information, consistent with the requirements of
29 U.S.C. 1169(a), 42 U.S.C. 666(a)(19), and E.O. 12953 and in response
to a National Medical Support Notice (NMSN) (or equivalent notice if
based upon the statutory authority for the NMSN), regarding the
military status of identified individuals and whether, and for what
period of time, the children of such individuals are or were eligible
for DoD health care coverage. NOTE: Information requested by the states
is not disclosed when it would contravene U.S. national policy or
security interests (42 U.S.C. 653(e)).
O. To the HHS:
1. For purposes of providing information, consistent with the
requirements of 42 U.S.C. 653 and in response to an HHS request,
regarding the military status of identified individuals and whether the
children of such individuals are or were eligible for DoD healthcare
coverage and for what period of time they were eligible. NOTE:
Information requested by HHS is not disclosed when it would contravene
U.S. national policy or security interests (42 U.S.C. 653(e)).
2. For purposes of providing information so that specified Medicare
determinations, specifically late enrollment and waiver of penalty, can
be made for eligible (1) DoD military retirees and (2) spouses (or
former spouses) and/or dependents of either military retirees or active
duty military personnel, pursuant to section 625 of the Medicare
Prescription Drug, Improvement, and Modernization Act of 2002 (as
codified at 42 U.S.C. 1395p and 1395r).
3. To the Office of Child Support Enforcement, Federal Parent
Locator Service, pursuant to 42 U.S.C. 653 and 653a; to assist in
locating individuals for the purpose of establishing parentage;
establishing, setting the amount of, modifying, or enforcing child
support obligations; or enforcing child custody or visitation orders;
the relationship to a child receiving benefits provided by a third
party and the name and SSN of those third party providers who have a
legal responsibility. Identifying delinquent obligors will allow state
child support enforcement agencies to
[[Page 32388]]
commence wage withholding or other enforcement actions against the
obligors.
4. For purposes of providing information to the CMS to account for
the impact of DoD healthcare on local reimbursement rates for the
Medicare Advantage program as required in 42 CFR 422.306.
P. To the Coast Guard and Public Health Service to complete
Individual Mandate Reporting and Employer Mandate reporting to the
Internal Revenue Service (IRS) as required by Patient Protection and
Affordable Care Act of 2010 (Pub. L. 111-148) and Sections 6055 and
6056 of the IRS Code.
Q. To Federal and contractor medical personnel at joint DoD/DVA
health care clinics, for purposes of authenticating the identity of
individuals who are registered as patients at the clinic and
maintaining, through the correlation of DoD ID number and ICN, a shared
population of DoD and DVA beneficiaries who are users of the clinic.
R. To the American Red Cross for purposes of providing emergency
notification and assistance to members of the Armed Forces, retirees,
family members or survivors.
S. To the Office of Disability and Insurance Security Programs, for
the purpose of expediting disability processing of wounded military
service members and veterans.
T. To Federally Funded Research Centers and grantees for the
purpose of performing research on manpower problems for statistical
analyses.
U. To Defense contractors to monitor the employment of former DoD
employees and uniformed service personnel subject to the provisions of
41 U.S.C. 423.
V. To the Bureau of the Census for the purposes of planning or
carrying out a census survey or related activities pursuant to the
provisions of section 6 of title 13 U.S.C.
W. To designated officers and employees of Federal, State, local,
territorial, tribal, international, or foreign agencies in connection
with the hiring or retention of an employee, the conduct of a
suitability or security investigation, 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 and the Department deems
appropriate.
X. To Federal and quasi Federal agencies, territorial, state and
local governments, and contractors and grantees for the purpose of
supporting research studies concerned with the health and well-being of
active duty, reserve, and retired uniformed service personnel or
veterans, to include family members. DMDC will disclose information
from this system of records for research purposes when DMDC:
1. Determines the use or disclosure does not violate legal or
policy limitations under which the record was provided, collected, or
obtained;
2. Determines the research purpose (1) cannot be reasonably
accomplished unless the record is provided in individually identifiable
form, and (2) warrants the risk to the privacy of the individual that
additional exposure of the record might bring;
3. Requires the recipient to (1) establish reasonable
administrative, technical, and physical safeguards to prevent
unauthorized use or disclosure of the record, and (2) remove or destroy
the information that identifies the individual at the earliest time at
which removal or destruction can be accomplished consistent with the
purpose of the research project, unless the recipient has presented
adequate justification of a research or health nature for retaining
such information, and (3) make no further use or disclosure of the
record except (A) in emergency circumstances affecting the health or
safety of any individual, (B) for use in another research project,
under these same conditions, and with written authorization of the
Department, (C) for disclosure to a properly identified person for the
purpose of an audit related to the research project, if information
that would enable research subjects to be identified is removed or
destroyed at the earliest opportunity consistent with the purpose of
the audit, or (D) when required by law;
4. Secures a written statement attesting to the recipients'
understanding of, and willingness to abide by these provisions.
Y. To the DHS for the conduct of studies related to the health and
well-being of Coast Guard members and to authenticate and identify
Coast Guard personnel.
Z. To Federal and State agencies for purposes of obtaining
socioeconomic information on uniformed service personnel so analytical
studies can be conducted with a view to assess the present needs and
future requirements of such personnel.
AA. To the Bureau of Citizenship and Immigration Services, DHS, for
purposes of facilitating the verification of individuals who may be
eligible for expedited naturalization (Pub. L. 108-136, Section 1701,
and E.O. 13269, Expedited Naturalization).
BB. To Coast Guard recruiters in the performance of their assigned
duties.
CC. To the Office of Personnel Management (OPM) for the purpose of
addressing civilian 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.
DD. 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.
EE. 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.
FF. 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.
GG. To the National Archives and Records Administration (NARA) for
the purpose of records management inspections conducted under the
authority of 44 U.S.C. 2904 and 2906.
HH. 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.
II. To appropriate agencies, entities, and persons when (1) the DoD
suspects or has confirmed that there has been a breach of the System of
Records; (2) the DoD has determined that 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.
KK. 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
[[Page 32389]]
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.
LL. To the Government Publishing Office (GPO) for the purpose of
supporting the Department's capability for DoD Identification (ID)
Cardholders to request renewal of their ID card online. Necessary
identifiable information for approved requests will be transmitted to
GPO, which will then produce and mail new ID cards to the applicable
cardholder.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored on electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by using a search algorithm utilizing with
the primary identity traits: Personal identifier (e.g., SSN, service
number, foreign identification number, etc.), name, date of birth and
gender; mailing address, telephone number, mother's maiden name and
place of birth when available. Individual information can be retrieved
via the DoD ID Number or DoD Benefits Number; data retrievals may be
done by biometrics (i.e., fingerprints, photograph); data retrievals
for generating address lists for direct mail distribution may be
accomplished using selection criteria based on geographic and
demographic keys; data retrievals may also be done utilizing audit
information.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
A. Hardcopy version of DD Form 1172-2: Destroy once written to
optical disk.
B. Optical disks: Destroy primary and backup copies after 5 years.
C. The DEERS database is Permanent: Cut off (take a snapshot) at
end of Fiscal Year and transfer to NARA in accordance with 36 CFR
1228.270 and 36 CFR 1234 Output records (electronic or paper summary
reports) are deleted or destroyed when no longer needed for operational
purposes.
Note: This disposition instruction applies only to record keeping
copies of the reports retained by DMDC. The DoD office requiring
creation of the report should maintain its record keeping copy in
accordance with NARA approved disposition instructions for such
reports.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Computerized records are maintained in a controlled area accessible
only to authorized personnel. Entry to these areas is restricted to
those personnel with a valid requirement and authorization to enter.
Physical entry is restricted by the use of locks, guards, and
administrative procedures (e.g., fire protection regulations). Access
to personal information is restricted to those requiring the records in
the performance of their official duties, and to the individuals who
are the subjects of the record or their authorized representatives.
Access to personal information is further restricted by the use of
Public Key Infrastructure or login/password authorization. All
individuals granted access to this system of records require
Information Assurance and Privacy Act training.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information 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, 1155 Defense Pentagon, Washington, DC 20301-
1155. Signed written requests should contain the name and number of
this system of records notice along with the full name, identifier
(i.e., DoD ID number, DoD Benefits Number, or SSN), date of birth,
current address, and telephone number of the individual. In addition,
the requester must provide either a notarized statement or a
declaration made in accordance with 28 U.S.C. 1746, using 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 should address written inquiries
to the Deputy Director, Defense Manpower Data Center, DoD Center
Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Signed written
requests should contain the full name, identifier (i.e., DoD ID number,
DoD Benefits Number, or SSN), date of birth, and current address and
telephone number of the individual. In addition, the requester must
provide either a notarized statement or a declaration made in
accordance with 28 U.S.C. 1746, using 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:
July 27, 2016, 81 FR 49210; October 16, 2019, 84 FR 55293;
corrected December 2, 2019, 84 FR 65975.
[FR Doc. 2022-11610 Filed 5-27-22; 8:45 am]
BILLING CODE 5001-06-P
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</html>Indexed from Federal Register on May 31, 2022.
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.