Notice2022-24646
Privacy Act of 1974; System of Records
Primary source
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Published
November 14, 2022
Issuing agencies
Defense Department
Abstract
In accordance with the Privacy Act of 1974, the DMA is establishing a new system of records titled, "Defense Visual Information Distribution Service (DVIDS)," DPA-04. The system collects, ingests, stores, transmits, and organizes public affairs released DoD media in various content types. It improves data quality, automation, and linking of defense visual information across DoD for mission readiness and visual information records management.
Full Text
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<title>Federal Register, Volume 87 Issue 218 (Monday, November 14, 2022)</title>
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[Federal Register Volume 87, Number 218 (Monday, November 14, 2022)]
[Notices]
[Pages 68140-68142]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-24646]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD-2022-OS-0123]
Privacy Act of 1974; System of Records
AGENCY: Defense Media Activity (DMA), Department of Defense (DoD).
ACTION: Notice of a new system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, the DMA is
establishing a new system of records titled, ``Defense Visual
Information Distribution Service (DVIDS),'' DPA-04. The system
collects, ingests, stores, transmits, and organizes public affairs
released DoD media in various content types. It improves data quality,
automation, and linking of defense visual information across DoD for
mission readiness and visual information records management.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before December 14,
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 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: Department of Defense, Office of the Assistant to the
Secretary of Defense for Privacy, Civil Liberties, and Transparency,
Regulatory Directorate, 4800 Mark Center Drive, 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: Ms. Gail Jones, Defense Media
Activity, Privacy Officer, 6700 Taylor Avenue, Fort Meade, MD 20755-
2253, or by phone at (301) 222-6040.
SUPPLEMENTARY INFORMATION:
I. Background
The DVIDS system of record is a state-of-the-art, 24/7 operation
owned by DMA that provides timely, accurate and reliable connection
between the media around the world and the military serving at home and
abroad. DVIDS supports media organizations to access U.S. service
members and commanders deployed in support of military operations
worldwide. The system enables media outlets to receive immediate,
first-hand information and interviews with commanders and subject
matter experts directly involved with fast-breaking news. The DVIDS
System is the system that holds the DoD archive that is then submitted
to the National Archives. The DVIDS is authorized under DoDD 5105.74,
``Defense Media Activity,'' and DoDI 5040.02, ``Visual Information.''
The information collected in the process of a media request or
registration form is not shared with any outside private organizations
and is shared with other Government agencies if it is necessary to
respond to the inquiry or otherwise by law. The information collected
is used to validate registered users and DoD approved media content
submitters as well as to deliver routine requested content or
information.
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.
Dated: November 7, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Defense Visual Information Distribution Service (DVIDS), DPA 04.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
3845 Pleasantdale Road, Atlanta, GA 30340-4205.
SYSTEM MANAGER(S):
Defense Media Activity (DMA) DVIDS Program Manager, 3845
Pleasantdale Road Atlanta, GA 30340-4205, (678) 421-6776.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 113, Secretary of Defense; DoDI 5105.74, Defense Media
Activity; and DoDI 5040.02, Visual Information.
PURPOSE(S) OF THE SYSTEM:
The DVIDS:
A. Serves as an enterprise shared services for collecting, storing,
and distributing visual information and public affairs information to
the internal DoD audience.
B. Serves as an enterprise shared service for distribution to the
media and public.
C. Improves data quality, automation, and linking of defense visual
information across DoD for mission readiness and visual information
records management.
D. Executes the DoD Joint Hometown News (JHN) program which
provides leaders, managers and service members a capability to release
news about service members' accomplishments to their hometown media
entities.
E. Provides a shared service to comply with program requirements,
and applicable laws and regulations to preserve and maintain
confidentiality of the registered users and DoD approved media content
submitters personally identifiable information (PII).
F. Serves as the official system for the Visual Information Records
Center Mission to Archive DoD content and transfer it to the National
Archives in accordance with 44 U.S.C 3103, Transfer of records to
records centers.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
General public and Federal and contractor personnel from the DoD
and other federal agencies receiving DVIDS services from the DMA. This
includes DoD civilian and contractor personnel performing DVIDS
oversight duties; military, civilian, and contractor personnel from the
DoD and other federal agencies. Also, journalists who produce content
available on DVIDS.
CATEGORIES OF RECORDS IN THE SYSTEM:
A. Non Government Registered users: Name; personal and work
telephone numbers; personal and work email.
B. DoD Public Affairs, Visual Information, and Combat Camera
approved media content submitters:
[[Page 68141]]
Name; personal and work telephone numbers; personal and work email;
position/title; grade/rank, and branch.
C. Attribution of Publicly Released Media Content such as images,
video, news, audio, graphics, publications, podcasts and webcasts to
the journalist (searchable by journalist's name in order to see all
media content associated to a specific journalist).
Note: All content is approved and released by the DoD Public
Affairs Officer prior to publication to the DVIDS website.
RECORD SOURCE CATEGORIES:
Information is obtained from the individual either in email, or web
form online and then entered into DVIDS, or via direct entry
electronically into DVIDS.
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. 552(b)(1) 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 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
determined 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 another Federal, State or local agency for the purpose of
comparing to the agency's system of records or to non-Federal records,
in coordination with an Office of Inspector General in conducting an
audit, investigation, inspection, evaluation, or some other review as
authorized by the Inspector General Act of 1987, as amended.
J. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
K. To appropriate Federal, State, local, territorial, tribal,
foreign, or international agencies for the purpose of
counterintelligence activities authorized by U.S. law or Executive
Order, or for the purpose of executing or enforcing laws designed to
protect the national security or homeland security of the United
States, including those relating to the sharing of records or
information concerning terrorism, homeland security, or law
enforcement.
L. To the news media and the public unless it is determined that
release of the specific information in the context of a particular case
would constitute an unwarranted invasion of personal privacy.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic storage media. Electronic records may be stored 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:
Records may be retrieved by name.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Temporary. Cut off after system is superseded by a new iteration,
or is terminated, defunded, or when no longer needed for
administrative, legal, audit, or other operational purposes. Destroy 5
years after cutoff.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Administrative: backups are secured off-site, encryption of
backups, methods to ensure only authorized personnel have access to
PII, periodic security audits, and regular monitoring of users'
security practices. Physical: cipher locks, closed circuit TV, key
cards, and security guards. Technical safeguards: Common Access Card,
DoD public key infrastructure certificates, encryption of data at rest,
encryption of data in transit, firewall, intrusion detection system,
and role-based access control, used only for privileged (elevated
roles).
RECORD ACCESS PROCEDURES:
Individuals seeking access to their records should address written
requests to the Office of the Secretary of Defense/Joint Staff Freedom
of Information Act Requester Service Center, 1155 Defense Pentagon,
Washington, DC 20301-1155. For verification purposes, individuals
should provide full name, current address, and sufficient details to
permit locating pertinent records, and signature. Signed, written
requests should contain the individual's full name, telephone number,
street address, email address, and 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
[[Page 68142]]
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 agency determinations are published in 32 CFR part
310, or may be obtained from the system manger.
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:
N/A
[FR Doc. 2022-24646 Filed 11-10-22; 8:45 am]
BILLING CODE 5001-06-P
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</html>Indexed from Federal Register on November 14, 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.