SYSTEM OF RECORDS NOTICES (SORNs)
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SYSTEM NAME
Defense Sexual Assault Incident Database (June 20, 2012, 77 FR 37002)
SYSTEM LOCATION:
Primary location: Washington Headquarters Services, Enterprise Information Technology Support Directorate, WHS-Supported Organizations Division, 2521 South Clark Street, Suite 640, Arlington, VA 22209-2328.
Secondary locations: The Department of the Army, Sexual Assault Data Management System, Army G-1, DAPE-HR-HF, Room 300 Army Pentagon, Washington, DC 20310-0300.
The Department of the Navy, Consolidated Law Enforcement Operations Center, Naval Criminal Investigative Service, 716 Sicard Street S.E., Washington Navy Yard, DC 20388-5380.
The Department of the Air Force, Investigative Information Management System, Headquarters United States Air Force, Air Force Office of Special Investigations, Russell Knox Building, 27130 Telegraph Road, Quantico, VA 22134-2253.
Decentralized locations include the Services staff and field operating agencies, major commands, installations, and activities. Official mailing addresses are published as an appendix to each Services compilation of systems of records notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Active duty Army, Navy, Marine Corps and Air Force members; active duty Reserve members; and National Guard members covered by title 10 or title 32 (hereafter 'service members'); service members who are on active duty but were victims of sexual assault prior to enlistment or commissioning; military dependents age 18 and older; DoD Civilians; DoD Contractors; other government civilians; U.S. Civilians; and foreign military members who may be lawfully admitted into the United States or foreign military members who are not covered under the Privacy Act who may be victims and/or alleged perpetrators in a sexual assault involving a member of the Armed Forces.
CATEGORIES OF RECORDS IN THE SYSTEM:
Victim information includes last, first, and middle name, victim case number (i.e., system generated unique control number), identification type (i.e., DoD ID number, Social Security Number (SSN), passport, U.S. Permanent Residence Card, foreign identification), identification number for identification provided, birth date, age at the time of incident, gender, race, ethnicity, and victim type (i.e., military, DoD civilian/contractor).
Alleged perpetrator information includes last, first, and middle name, identification type (i.e., DoD ID number, Social Security Number (SSN), passport, U.S. Permanent Residence Card, foreign identification), identification number for identification provided, birth date, age at the time of incident, gender, race, ethnicity, and alleged perpetrator category (i.e., military, DoD civilian/contractor).
However, if a victim of a sexual assault involving a member of the Armed Forces makes a Restricted Report of sexual assault, no personal identifying information for the victim and/or alleged perpetrator is collected.
Authority for maintenance of the system:
10 U.S.C. 113 note, Department of Defense Policy and Procedures on Prevention and Response to Sexual Assaults Involving Members of the Armed Forces; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 32 U.S.C., National Guard; DoD Directive 6495.01, Sexual Assault Prevention and Response (SAPR) Program; DoD Instruction 6495.02, Sexual Assault Prevention and Response (SAPR) Program Procedures; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-20, Chapter 8, Army Command Policy (Sexual Assault Prevention and Response (SAPR) Program); 10 U.S.C. 5013, Secretary of the Navy; Secretary of the Navy Instruction 1752.4A, Sexual Assault Prevention and Response; Marine Corps Order 1752.5A, Sexual Assault Prevention and Response (SAPR) Program; 10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 36-6001, Sexual Assault Prevention and Response (SAPR) Program; and E.O. 9397 (SSN), as amended.
PURPOSE(S):
To facilitate the reporting requirements found in 10 U.S.C. 113 note, Department of Defense Policy and Procedures on Prevention and Response to Sexual Assaults Involving Members of the Armed Forces by centralizing case-level sexual assault data involving a member of the Armed Forces and ensuring uniform collection of data on the incidence of sexual assaults. At the local level, Sexual Assault Response Coordinators and Victim Advocates work with victims to ensure that they are aware of services available, and that they have contact with medical treatment personnel and DoD law enforcement entities.
At the DoD level, only de-identified data is used to respond to mandated reporting requirements. Identified closed case information and de-identified, aggregate open case information may also be used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
Any release of information contained in this system of records outside the DoD will be compatible with the purpose(s) for which the information is collected and maintained. The DoD ëBlanket Routine Usesí set forth at the beginning of Office of the Secretary of Defense (OSD) systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
STORAGE:
Paper files and electronic media.
RETRIEVABILITY:
Victim records are retrieved by first name, last name, identification number and type of identification provided, and Defense Sexual Assault Incident Database control number assigned to the incident.
Alleged perpetrator records are retrieved by first name, last name, and identification number and type of identification provided.
SAFEGUARDS:
Records are maintained in a controlled facility. Physical entry is restricted by the use of alarms, cipher and locks and armed guards. Access to case files in the system is role-based and requires the use of a Common Access Card and password. Further, at the DoD-level, only de-identified data can be accessed.
These are For Official Use Only records and are maintained in controlled facilities that employ physical restrictions and safeguards such as security guards, identification badges, key cards, and locks.
RETENTION AND DISPOSAL:
Records are cut off two years after inactivity and destroyed sixty years after cut off.
System manager(s) and address:
Sexual Assault Prevention and Response Office, ATTN: Defense Sexual Assault Incident Database Program Manager, 1401 Wilson Boulevard, Suite 402, Arlington, VA 22209-2318.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the appropriate Service office listed below:
The Department of the Army, Human Resources Policy Directorate (HRPD), Sexual Harassment/Assault Response and Prevention (SHARP), 1225 South Clark Street, Arlington, VA 22202-4371.
The Department of the Navy, ATTN: Sexual Assault Prevention and Response Program Manager, 716 Sicard Street S.E., Suite 1000, Washington Navy Yard, DC 20374-5140.
Headquarters United States Air Force/A1S, ATTN: Sexual Assault Prevention and Response Program Manager, 1040 Air Force Pentagon, Washington, DC 20330-1040.
The National Guard Bureau, Sexual Assault Prevention and Response Office, ATTN: Sexual Assault Prevention and Response Program Manager, 111 South George Mason Drive, AH2 Arlington, VA 22204-1373.
Requests must be signed and include the name, identification number and type of identification, and indicate whether the individual is a victim or alleged perpetrator.
Record access procedures:
Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the following as appropriate:
The Department of the Army, HRPD, Sexual Harassment/Assault Response and Prevention (SHARP), 1225 South Clark Street, Arlington, VA 22202-4371.
The Department of the Navy, ATTN: Sexual Assault Prevention and Response Program Manager, 716 Sicard Street S.E., Suite 1000, Washington Navy Yard, DC 20374-5140.
Headquarters United States Air Force/A1S, ATTN: Sexual Assault Prevention and Response Program Manager, 1040 Air Force Pentagon, Washington, DC 20330-1040.
The National Guard Bureau, Sexual Assault Prevention and Response Office, ATTN: Sexual Assault Prevention and Response Program Manager, 111 South George Mason Drive, AH2, Arlington, VA 22204-1373.
Requests must be signed and include the name, identification number and type of identification, indicate whether the individual is a victim or alleged perpetrator, and the number of this system of records notice.
Contesting record procedures:
The OSD rules for accessing records for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 Code of Federal Regulations part 311; or may be obtained from the system manager.
Record source categories:
The individual, Sexual Assault Response Coordinators, Service Military Criminal Investigative Organizations, and Military Service sexual assault case management systems.
Exemptions claimed for the system:
None.
Federal Register History:
December 15, 2009, 74 FR 66298; June 20, 2012, 77 FR 37002