Notice2022-27356
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
December 16, 2022
Issuing agencies
Defense Department
Abstract
In accordance with the Privacy Act of 1974, the DoD is establishing a new Department-wide system of records titled, "Enterprise Identity, Credential, and Access Management (ICAM) Records, DoD-0015." This system of records will support the management of individual identity information, support the provision of credentials to individuals and entities to provide them access to the DoD information services and data they require, and support a standardized DoD-wide process and protocol for individual system and data access across the enterprise to improve security and cost savings.
Full Text
<html>
<head>
<title>Federal Register, Volume 87 Issue 241 (Friday, December 16, 2022)</title>
</head>
<body><pre>
[Federal Register Volume 87, Number 241 (Friday, December 16, 2022)]
[Notices]
[Pages 77085-77088]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-27356]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID DoD-2022-OS-0139]
Privacy Act of 1974; System of Records
AGENCY: Department of Defense (DoD).
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act of 1974, the DoD is
establishing a new Department-wide system of records titled,
``Enterprise Identity, Credential, and Access Management (ICAM)
Records, DoD-0015.'' This system of records will support the management
of individual identity information, support the provision of
credentials to individuals and entities to provide them access to the
DoD information services and data they require, and support a
standardized DoD-wide process and protocol for individual system and
data access across the enterprise to improve security and cost savings.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before January 17,
2023. 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: Ms. Rahwa Keleta, Defense Privacy and
Civil Liberties Division, Directorate for Privacy, Civil Liberties and
Freedom of Information, Office of the Assistant to the Secretary of
Defense for Privacy, Civil Liberties, and Transparency, Department of
Defense, 4800 Mark Center Drive, Mailbox #24, Suite 08D09, Alexandria,
VA 22350-1700; <a href="/cdn-cgi/l/email-protection#87c8d4c3a9c3d7c4cbd3c3c7eae6eeeba9eaeeeb"><span class="__cf_email__" data-cfemail="4f001c0b610b1f0c031b0b0f222e262361222623">[email protected]</span></a>; (703) 571-0070.
SUPPLEMENTARY INFORMATION:
I. Background
DoD is establishing the Enterprise Identity, Credentialing, and
Access
[[Page 77086]]
Management (ICAM) Records, DoD-0015, as a DoD-wide Privacy Act system
of records. A DoD-wide system of records notice (SORN) supports
multiple DoD paper or electronic recordkeeping systems operated by more
than one DoD component that maintain the same kind of information about
individuals for the same purpose. Establishment of DoD-wide SORNs helps
DoD standardize the rules governing the collection, maintenance, use,
and sharing of personal information in key areas across the enterprise.
DoD-wide SORNs also reduce duplicative and overlapping SORNs published
by separate DoD components. The creation of DoD-wide SORNs is expected
to make locating relevant SORNs easier for DoD personnel and the
public, and create efficiencies in the operation of the DoD privacy
program.
This system of records covers the Department's maintenance of
records about individual users of the DoD network and information
systems, to create a secure and trusted environment where users can
access authorized resources, including services, information systems,
and data, thereby supporting mission accomplishment while efficiently
providing oversight of DoD users on the network. There are significant
advantages in providing ICAM services at the enterprise level,
including efficiencies in consolidating network services; improved
security; cost savings; and enabling the creation of digital identities
for a single individual for use across the enterprise. The purposes of
this system of records include maintaining standardized user access
controls, which provides for supporting users through self-service
functions, and ensuring only approved users may access systems and data
across the DoD enterprise. ICAM more efficiently reinforces the rules
and controls governing the collection, maintenance, use, and sharing of
information. This SORN will reduce duplicative efforts and overlap from
SORNs published by separate DoD Components for solutions pursuing the
same functions.
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 FOIA Directorate website at
<a href="https://dpcld.defense.gov">https://dpcld.defense.gov</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 particulars 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, DoD has provided a report of this
system of records to the OMB and to Congress.
Dated: December 10, 2022.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Enterprise Identity, Credential, and Access Management (ICAM)
Records, DoD-0015.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of Defense (Department or DoD), located at 1000 Defense
Pentagon, Washington, DC 20301-1000, and other Department
installations, offices, or mission locations. Information may also be
stored within a government-certified cloud, implemented and overseen by
the Department's Chief Information Officer (CIO), 6000 Defense
Pentagon, Washington, DC 20301-6000.
SYSTEM MANAGER(S):
Chief Information Officer, Department of Defense, 6000 Defense
Pentagon, Washington, DC 20301-6000; <a href="/cdn-cgi/l/email-protection#452a36216b35202b3124222a2b6b212a2168262c2a6b292c36316b262c2a0528242c296b282c29"><span class="__cf_email__" data-cfemail="204f53440e50454e5441474f4e0e444f440d43494f0e4c4953540e43494f604d41494c0e4d494c">[email protected]</span></a>; 703-614-7323.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 2222, Defense Business Systems: Business Process
Reengineering; Enterprise Architecture; Management; 10 U.S.C. 2224,
Defense Information Assurance Program; 10 U.S.C. Chapter 8-Defense
Agencies and Department of Defense Field Activities; 31 U.S.C. 902,
Authority and functions of agency Chief Financial Officers; Homeland
Security Presidential Directive (HSPD) 12, Policies for a Common
Identification Standard for Federal Employees and Contractors, August
27, 2004; OMB M-19-17, Enabling Mission Delivery through Improved
Identity, Credential, and Access Management; National Institute of
Standards and Technology (NIST) Federal Information Processing Standard
(FIPS) 201-2, Personal Identity Verification (PIV) of Federal Employees
and Contractors; DoD Instruction 8320.02, Sharing Data, Information,
and Information Technology (IT) Services in the Department of Defense;
DoD Instruction 8320.07, Implementing the Sharing of Data, Information,
and Information Technology (IT) Services in the Department of Defense;
and DoD Instruction 8520.03, Identity Authentication for Information
Systems.
PURPOSE(S) OF THE SYSTEM:
This system of records supports the Department's maintenance of
records about individual users of the DoD network and information
systems, to create a secure and trusted environment where users can
access authorized resources, including services, information systems,
and data. ICAM more efficiently reinforces the rules and controls
governing the collection, maintenance, use, and sharing of information
and supports the standardization of user access controls, self-service
functions, and ensuring that only approved users access systems and
data across the DoD enterprise. The system creates a single user
record, consolidating all pertinent data associated with the individual
under one account. The principal purpose of the ICAM system is to
capture and maintain a record of names, digital signatures, approved
access, and other identifiers from authoritative sources to provide and
maintain a record of access management to DoD systems and resources, to
include Financial Management and Reporting Records and Information
Systems Security records. This information is used to provide the
following ICAM services:
A. Enables and manages the digital flow of identity, credential,
and access-management data for DoD-affiliated individuals.
B. Provides authentication to DoD networks and resources through
common standards, shared services, and federation.
C. Facilitates managed access to protected resources, such as
federally managed facilities, information systems, and data.
D. Scopes access that is necessary and relevant to authorize the
actions each user is allowed to perform on a given system; provides
audit capability to ensure proper access is granted.
E. Supports aligning existing account or entitlement information
from DoD authoritative source systems to consuming applications.
F. Provides fast, reliable, secure, and auditable capabilities
across the DoD enterprise in a manner enhancing user experience and
supports the critical missions.
G. Provides consistent auditing capabilities such as monitoring and
logging to support identity analytics for
[[Page 77087]]
detecting insider threats and external attacks.
H. Enables the determination of requirements for identification,
credentialing, authentication, and authorization lifecycle management
for future planning and fiscal management.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have been issued credentials for access to DoD
data, systems, or facilities which may include uniformed services
personnel, including National Guard and Reserve components; former
members and retirees of the uniformed services; dependent family
members of uniformed services members; civilian employees, contractors,
and any other DoD-``affiliated'' individuals requiring or requesting
access to DoD or DoD-controlled information systems and/or DoD- or DoD
contractor-operated, controlled, or secured facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
A. Personal information, such as name, DoD Identification (ID)
Number, or other DoD-assigned student or educational ID number, date
and place of birth, gender, citizenship, mother's middle/maiden name,
driver's license, passport information, photograph, email address(es),
personal and duty phone numbers, emergency contact information, race
and ethnic origin.
B. Employment-related information, such as employment status, duty
position, service component, branch, personnel classification, security
clearance, grade/rank/series, military status, military occupational
specialty, official orders, unit of assignment, occupation, access
rights provisioned in DoD systems and applications, DD Form 577,
``Appointment/Termination Record--Authorized Signature,'' financial
position appointed to, and other organizational affiliation
information.
C. Course and training data, such as examination and course
completion status.
RECORD SOURCE CATEGORIES:
A. Individuals.
B. All DoD databases flowing into or accessed through the following
integrated data systems, environments, applications, and tools,
including:
Defense Finance and Accounting Services financial business feeder
systems, Procurement Integrated Enterprise Environment, Defense
Manpower Data Center including the Defense Eligibility Enrollment
System (DEERS), Defense Readiness Reporting System (DRRS) enterprise
(including DRRS-Strategic and DRRS-Army Database), Defense Medical
Logistics--Enterprise Solution, Digital Training Management System,
Defense Occupational and Environmental Health Readiness System, Global
Force Management Data Initiative, Medical Operational Data System,
Force Risk Reduction, Medical Readiness Reporting System, Medical
Health System Data Repository, National Guard Bureau Human/Personnel,
Resource, and Manpower Systems, National Guard Bureau System, and
commensurate data from DoD Component systems performing ICAM services.
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 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 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 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.
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. Electronic records
may be stored locally on 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:
Records may be retrieved by individual name, DoD ID Number, or
email address.
[[Page 77088]]
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
A. Financial Records: The DD Form 577 records are retained for six
(6) years after the final invoice or Intra-Government Payment and
Collection or other similar documentation and then destroyed (DAA-
GRS2013-0003-0001).
B. General System Records: Records are created as part of the user
identification and authorization process to gain access to systems.
Records are used to monitor inappropriate systems access by users.
These records are temporary and will be destroyed in accordance with
NARA guidance, when business use ceases (DAA-GRS-2013-0006-0003).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
DoD safeguards records in this system of records according to
applicable rules, policies, and procedures, including all applicable
DoD automated systems security and access policies. DoD policies
require the use of controls to minimize the risk of compromise of
personally identifiable information (PII) in paper and electronic form
and to enforce access by those with a need to know and with appropriate
clearances. Additionally, DoD has established security audit and
accountability policies and procedures which support the safeguarding
of PII and detection of potential PII incidents. DoD routinely employs
safeguards such as the following to information systems and paper
recordkeeping systems: Multifactor log-in authentication including
Common Access Card (CAC) authentication and password; physical token as
required; physical and technological access controls governing access
to data; network encryption to protect data transmitted over the
network; disk encryption securing disks storing data; key management
services to safeguard encryption keys; masking of sensitive data as
practicable; mandatory information assurance and privacy training for
individuals who will have access; identification, marking, and
safeguarding of PII; physical access safeguards including multifactor
identification physical access controls, detection and electronic alert
systems for access to servers and other network infrastructure; and
electronic intrusion detection systems in DoD facilities.
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 DoD component with oversight of the records, as the
component has Privacy Act responsibilities concerning access,
amendment, and disclosure of the records within this system of records.
The public may identify the contact information for the appropriate DoD
office through the following website: <a href="http://www.FOIA.gov">www.FOIA.gov</a>. Signed written
requests should contain the name and number of this system of records
notice along with the full name, current address, telephone number and
email address of the individual along with 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:
Individuals seeking to amend or correct the content of records
about them should follow the procedures in 32 CFR part 310.
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:
None.
[FR Doc. 2022-27356 Filed 12-15-22; 8:45 am]
BILLING CODE 5001-06-P
</pre><script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script></body>
</html>Indexed from Federal Register on December 16, 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.