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Notice2024-30611

Privacy Act of 1974; System of Records

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Published
December 23, 2024

Issuing agencies

Defense Department

Abstract

In accordance with the Privacy Act of 1974, the DoD is modifying a system of records titled, "Joint Advertising, Market Research & Studies Recruiting Database (JAMRS)," DHRA 04. The JAMRS Recruiting Database compiles, processes, and distributes files of individuals, ages 16 to 18 years, to the Services to assist them in their direct marketing recruiting efforts. This system of records notice (SORN) is being updated to add two new DoD Standard routine uses (Routine Uses I and J) which authorize disclosures to allow for coordination with the Office of Inspector General and other disclosures mandated by Federal statute or treaty. The DoD is also modifying various other sections within the SORN to improve clarity or update information that has changed.

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<title>Federal Register, Volume 89 Issue 246 (Monday, December 23, 2024)</title>
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[Federal Register Volume 89, Number 246 (Monday, December 23, 2024)]
[Notices]
[Pages 104523-104525]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-30611]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2024-OS-0143]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, 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 a system of records titled, ``Joint Advertising, Market 
Research & Studies Recruiting Database (JAMRS),'' DHRA 04. The JAMRS 
Recruiting Database compiles, processes, and distributes files of 
individuals, ages 16 to 18 years, to the Services to assist them in 
their direct marketing recruiting efforts. This system of records 
notice (SORN) is being updated to add two new DoD Standard routine uses 
(Routine Uses I and J) which authorize disclosures to allow for 
coordination with the Office of Inspector General and other disclosures 
mandated by Federal statute or treaty. 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 January 22, 
2025. 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="http://www.regulations.gov">http://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 
05F16, 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="http://www.regulations.gov">http://www.regulations.gov</a> as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Samuel Peterson, DHRA Component 
Privacy Officer, 400 Gigling Rd., Rm. DODC-MB 7028, Seaside, CA 93955, 
<a href="/cdn-cgi/l/email-protection#65010a010d17044b0806480409001d4b010d1704480d144b08071d4b15170c1304061c2508040c094b080c09"><span class="__cf_email__" data-cfemail="ed898289859f8cc3808ec08c818895c389859f8cc0859cc3808f95c39d9f849b8c8e94ad808c8481c3808481">[email&#160;protected]</span></a> or 831-220-7330.

SUPPLEMENTARY INFORMATION:

I. Background

    The JAMRS Recruiting Database serves as a centralized database used 
to compile, process, and distribute files of individuals, ages 16 to 18 
years, to the Services to assist them in their direct marketing 
recruiting efforts. Subject to public comment the OSD is updating this 
SORN to add two new DoD Standard routine uses (Routine Uses I and J) 
which authorize disclosures to allow for coordination with the Office 
of Inspector General and other disclosures mandated by Federal statute 
or treaty. In addition to updating the routine use section, the other 
modifications are to the following sections: (1) System Location to 
update the address, (2) Authority for Maintenance of the System to 
update citation(s); (3) Purpose of the System to improve clarity; (4) 
Categories of Records to provide clarity; (5) Records Source Categories 
to add additional sources; (6) Policies and Practices for Storage of 
Records to account for the use of Government-validated Cloud Computing 
environments; (7) Policies and Practices For Retrieval of Records for 
clarity; (8) Administrative, Technical, and Physical Safeguards to 
update the description of safeguards protecting these records; (9) to 
the Record Access, Notification, and Contesting Record Procedures, to 
reflect the updated guidance for accessing records and to update the 
appropriate citation for contesting records. Furthermore, this notice 
includes non-substantive changes to simplify the formatting and text of 
the previously published notice.
    DoD SORNs have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT or at the 
Privacy and Civil Liberties Directorate 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

[[Page 104524]]

this system of records to the OMB and to Congress.

    Dated: December 18, 2024.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Joint Advertising, Market Research & Studies Recruiting Database 
(JAMRS), DHRA 04.

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):
    Program Manager, Defense Personnel Analytics Center, Office of 
People Analytics, Joint Advertising, Market Research & Studies (JAMRS), 
Suite 06J25, 4800 Mark Center Drive, Alexandria, VA 22350-4000; email: 
<a href="/cdn-cgi/l/email-protection#89e0e7efe6c9e3e8e4fbfaa7e6fbee"><span class="__cf_email__" data-cfemail="365f585059765c575b444518594451">[email&#160;protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 503(a), Enlistments: recruiting campaigns; 10 U.S.C. 136, 
Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 7013, 
Secretary of the Army; 10 U.S.C. 8013, Secretary of the Navy; 10 U.S.C. 
9013, Secretary of the Air Force; and 14 U.S.C. 350 Coast Guard, and 
E.O. 9397 as amended.

PURPOSE(S) OF THE SYSTEM:
    The Joint Advertising, Market Research & Studies (JAMRS) Recruiting 
Database is to compile, process and distribute files of individuals, 
ages 16 to 18 years, and to the Services to assist them in their direct 
marketing recruiting efforts. The system also provides JAMRS with the 
ability to measure effectiveness of list purchases through ongoing 
analysis and to remove the names of individuals who are current/former 
members of, or are enlisting in, the Armed Forces, and individuals who 
have asked to be removed from consideration as a participant in any 
future recruitment lists.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    A. Individuals aged 16 to 18; college students; Selective Service 
System registrants; individuals who have taken the Armed Services 
Vocational Aptitude Battery (ASVAB) test; individuals who have 
responded to various paid/non-paid advertising campaigns seeking 
enlistment information; current military personnel who are on Active 
Duty or in the Reserves and prior service individuals who still have 
remaining Military Service Obligation; individuals who are in the 
process of enlisting.
    B. Individuals who have asked to be removed from any future 
recruitment or marketing lists via direct request, enrollment in do not 
mail registries, or death. Opt-Out information: Individuals, who are 
15\1/2\ years old or older, or parents or legal guardians acting on 
behalf of individuals who are between the ages of 15\1/2\ and 18 years 
old, seeking to have their name or the name of their child or ward, as 
well as other identifying data, removed from this system of records (or 
removed in the future when such information is obtained) should address 
written Opt-Out requests to the Joint Advertising, Marketing Research & 
Studies (JAMRS), ATTN: Opt-Out, Suite 06J25, 4800 Mark Center Drive, 
Alexandria, VA 22350-4000. Such requests must contain the full name, 
date of birth, and current address of the individual. Opt-Out requests 
will be honored for ten years. However, because Opt-Out screening is 
based, in part, on the current address of the individual, any change in 
address will require the submission of a new Opt-Out request with the 
new address.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Personal information may include, name, DoD ID number, date of 
birth, ethnicity, gender, email and mailing address, city, state, zip 
code, source code, telephone number, education level, military status, 
selective service registration method.
    A. For individuals aged 16 to 18 years: high school name, 
graduation date, grade point average, education level, military 
interest, college intent, ethnicity, ASVAB test date, and ASVAB Armed 
Forces Qualifying Test Category Score.
    B. For college students: college name, college location, college 
type, college competitive ranking, class year, and field of study.
    C. Individuals who have responded to various paid/non-paid 
advertising campaigns seeking enlistment information: Service Code, and 
contact immediately flag.
    D. For military personnel: application date, military service, and 
occupation information.
    E. Opt-Out: For individuals who have asked to be removed from 
future recruitment or marketing lists: reason code.
    Note: Individuals who have submitted an opt-out request to JAMRS, 
the system maintains the individuals' information in suppression files. 
The suppression files ensure those individuals are not contacted.

RECORD SOURCE CATEGORIES:
    Records and information stored in this system of records are 
obtained from: The Individual; State Department of Motor Vehicle 
offices; commercial information brokers/vendors; Selective Service 
System; Defense Manpower Data Center; United States Military Entrance 
Processing Command for individuals who have taken the ASVAB test; and 
the Military services, Congressional offices, and the Direct Marketing 
Association for individuals who have asked to be removed from any 
future recruitment lists.

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

[[Page 104525]]

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.
    K. To the Department of Homeland Security to support outreach 
efforts targeted at prospective United States Coast Guard recruits.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored electronically in secure facilities 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 name, address, and date of birth.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Destroy three years from the date the information pertaining to the 
individual is first distributed to the Services or, or from the date on 
which the file has been inactive for one year, according to the mail 
usage dates, as appropriate. Contact information of individuals who 
wish to be removed (Opt-Out suppression files) is retained for ten (10) 
years from the date the information is added.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to information in the database is highly restricted and 
limited to those that require the records in the performance of their 
official duties. Personnel with access to the database have completed 
background security checks and have been provided Command Access Cards. 
The database complies with DoD cloud computing policy and procedural 
guidance as published. The database utilizes a layered approach of 
overlapping controls, monitoring, and authentication to ensure overall 
security of the data, network, and system resources. The use of 
information security continuous monitoring supports the maintenance of 
ongoing awareness of information security, vulnerabilities, and threats 
to support organizational risk management decisions. Sophisticated 
physical security, perimeter security (firewall, intrusion prevention), 
access control, authentication, encryption, data transfer, and 
monitoring solutions prevent unauthorized access from internal and 
external sources. The following administrative controls are also 
applied to restrict access to those who require the data in the 
performance of their official duties: periodic security audits; regular 
monitoring of users' security practices; methods to ensure only 
authorized personnel have access to personally identifiable 
information; encryption of backups containing sensitive data; and 
backups secured offsite.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should follow the 
procedures in 32 CFR part 310. Parents and guardians of minor children 
must follow the procedures in 32 CFR 310.3(d) to obtain access to 
records of the child. These procedures require the parent or legal 
guardian to establish: (1) The identity of the individual who is the 
subject of the record; (2) the parent/guardian's own identity; (3) that 
the requester is the parent or guardian of that individual, which may 
be proven by providing a copy of the individual's birth certificate 
showing parentage or a court order establishing the guardianship; and 
(4) that the parent or guardian is acting on behalf of the individual 
in making the request. Individuals should address written inquiries to 
the Office of the Secretary of Defense/Joint Staff, Freedom of 
Information Act Requester Service Center, Office of Freedom of 
Information, 1155 Defense Pentagon, Washington, DC 20301-1155. Signed, 
written requests should contain the name and number of this system of 
records notice and the name, date of birth, and current 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, for contesting contents, and 
for appealing initial agency 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:
    October 16, 2019, 84 FR 55292; December 22, 2011, 76 FR 79663.

[FR Doc. 2024-30611 Filed 12-20-24; 8:45 am]
BILLING CODE 6001-FR-P


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