Notice2024-08760
Privacy Act of 1974; System of Records
Primary source
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Published
April 24, 2024
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, "DCAA Management Information System (DMIS), RDCAA 590.8." This system of records was originally established by the Defense Contract Audit Agency (DCAA) to collect and maintain records on audit requirements, programs, and performance and to provide timekeepers with access to time and attendance records. This system of records notice (SORN) is being updated to change the SORN title from "DCAA Management Information System (DMIS)" to "DCAA Portfolio Management System Records." The DoD is also modifying various other sections within the SORN to improve clarity or update information that has changed.
Full Text
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<title>Federal Register, Volume 89 Issue 80 (Wednesday, April 24, 2024)</title>
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[Federal Register Volume 89, Number 80 (Wednesday, April 24, 2024)]
[Notices]
[Pages 31147-31149]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-08760]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2024-OS-0040]
Privacy Act of 1974; System of Records
AGENCY: Defense Contract Audit Agency, 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, ``DCAA
Management Information System (DMIS), RDCAA 590.8.'' This system of
records was originally established by the Defense Contract Audit Agency
(DCAA) to collect and maintain records on audit requirements, programs,
and performance and to provide timekeepers with access to time and
attendance records. This system of records notice (SORN) is being
updated to change the SORN title from ``DCAA Management Information
System (DMIS)'' to ``DCAA Portfolio Management System Records.'' The
DoD is also modifying various other sections within the SORN to improve
clarity or update information that has changed.
DATES: This system of records is effective upon publication; however,
comments on the Routine Uses will be accepted on or before May 24,
2024. 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: Keith Mastromichalis, FOIA, Privacy,
and Civil Liberties Officer, Defense Contract Audit Agency, 8725 John
J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219,
<a href="/cdn-cgi/l/email-protection#98f3fdf1ecf0b6f7b6f5f9ebeceaf7f5f1fbf0f9f4f1ebb6fbf1eed8f5f9f1f4b6f5f1f4"><span class="__cf_email__" data-cfemail="345f515d405c1a5b1a59554740465b595d575c55585d471a575d427459555d581a595d58">[email protected]</span></a>, (571) 448-3153.
SUPPLEMENTARY INFORMATION:
I. Background
The DCAA Management Information System is used to collect and
maintain records on audit requirements, programs, and performance as
well as to plan, perform, and oversee non-audit projects supporting
Agency mission and initiatives. This system of records name is changing
from ``DCAA Management Information System'' to ``DCAA Portfolio
Management System Records.'' Subject to public comment, the DoD is
updating this SORN to add the standard DoD routine uses (A through J).
Additionally, the following sections of this SORN are being modified as
follows: (1) to the System Manager and System Location sections to
update system name and Location to reflect the cloud environment; (2)
to the Authority for Maintenance of the System to update citations and
add additional authorities; (3) to the Purpose of the System section to
clarity the scope of the system; (4) to the Categories of Records in
the System to add additional categories and to remove Social Security
Number; (5) to the Purpose to provide clarity on the scope of
collection; (6) to the Records Source Categories to add additional
sources; (7) to the Records Storage Section to update storage medium in
which records are maintained; to Retrievability to reduce the
identifiers listed for records retrieval; (8) to the Record Access,
Notification, and Contesting Record Procedures section, to reflect the
need for individuals to identify the appropriate DoD office and/or
component to direct their request and to update the appropriate
citation for contesting records. and (9) to the Record Source
Categories to list the appropriate Federal information systems.
DoD SORNs have been published in the Federal Register and are
available from the address in FOR FURTHER INFORMATION CONTACT or at the
Privacy and Civil Liberties 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 particular assigned to the individual. In
the Privacy Act, an individual is defined as a U.S. citizen or lawful
permanent resident.
[[Page 31148]]
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: April 19, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
DCAA Portfolio Management System Records, RDCAA 590.8.
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):
The system manager is Chief Digital and AI Office, Defense Contract
Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA
22060-6219.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
DoDD 5105.36, Defense Contract Audit Agency, and DoDI 7640.02,
Policy for Follow-Up on Contract Audit Reports.
PURPOSE(S) OF THE SYSTEM:
To provide managers, supervisors, and team members with timely,
online information regarding audit requirements, programs, and
performance as well as to plan, perform, and oversee non-audit projects
supporting Agency mission and initiatives.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Defense Contract Audit Agency (DCAA) employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records relating to audit work performed in terms of hours expended
by individual employees, dollar amounts audited, exceptions reported,
audit activity codes, and net savings to the government as a result of
those exceptions; records containing employee data; name, DOD ID
Number, position/title, rank/grade, work email address, official duty
telephone number, time and attendance, and work schedule; and records
containing office information, e.g., duty station address, office
symbol and telephone number.
RECORD SOURCE CATEGORIES:
Records and information stored in this system of records are
obtained from: Individuals; existing DoD information systems, such as
Defense Civilian Personnel Data System (DCPDS), Defense Agencies
Initiative (DAI), Learning Management System (LMS), and System for
Award Management (SAM); Procurement Integrated Enterprise Environment
(PIEE); audit reports and working papers.
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 other review as
authorized by the Inspector General Act.
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 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:
Records may be retrieved by individuals' name and DoD ID number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records Schedule DAA-0372-2024-0001 is being reviewed by NARA
pending approval. NARA appraiser had some recommended changes which we
are re-submitting for review and approval. Records will be maintained
as
[[Page 31149]]
permanent until NARA approves the retention and disposition of these
records.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The 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, the DoD established security audit and
accountability policies and procedures which support the safeguarding
of PII and detection of potential PII incidents. The 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 Agency
facilities.
RECORD ACCESS PROCEDURES:
Individuals seeking access to their records should address written
inquiries to the Defense Contract Audit Agency, FOIA Requester Service
Center, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-
6219. Signed written requests should contain the name and number of
this system of records notice along with full name, current address,
and email address of the individual. 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 appropriate 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:
November 9, 2005, 70 FR 67995.
[FR Doc. 2024-08760 Filed 4-23-24; 8:45 am]
BILLING CODE 6001-FR-P
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</html>Indexed from Federal Register on April 24, 2024.
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