SYSTEM OF RECORDS NOTICES (SORNs)

DoD-Wide Notices

SYSTEM NAME:

Department of Defense Readiness Reporting System (DRRS) Records ( March 18, 2010, 75 FR 13091)

SYSTEM LOCATION:

Office of the Secretary of Defense, Office of the Under Secretary of Defense for Personnel and Readiness, Director of Readiness, Programming and Assessment, 4000 Defense Pentagon, Washington, DC 20301-4000.

Military Major Commands of the U.S. Air Force, U.S. Army, U.S. Navy and U.S. Marine Corps, Coast Guard, Combatant Commanders and Reserve Affairs. For a complete list of mailing addresses, contact the system manager.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All active duty, National Guard, and Reserve military service members of the Air Force, Navy, Army, Marine Corps, and approved foreign military personnel assigned/attached to a readiness reporting unit under the auspices of Department of Defense Readiness Reporting guidelines and procedures.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, date of birth, gender, Social Security Number (SSN), rank/grade, duty status, skill specialty, deployability and related reason codes for readiness posture.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 117, Readiness Reporting System: establishment; Reporting to Congressional Committees; 10 U.S.C. 113, Secretary of Defense; DoD Directive 5149.2, Senior Readiness Oversight Council; DoD Directive 7730.65, Department of Defense Readiness Reporting System; E.O. 9397 (SSN), as amended.

PURPOSE(S):

The Defense Readiness Reporting System (DRRS) provides the means to manage and report the readiness of the Department of Defense and its subordinate Components to execute the National Military Strategy as assigned by the Secretary of Defense in the Defense Planning Guidance, Contingency Planning Guidance, Theater Security Cooperation Guidance, and the Unified Command Plan. DRRS builds upon the processes and readiness assessment tools used in the Department of Defense to establish a capabilities-based, adaptive, near real-time readiness reporting system.

All DoD Components will use the DRRS information to identify critical readiness deficiencies, develop strategies for rectifying these deficiencies, and ensure they are addressed in appropriate program/budget planning or other DoD management systems. DDRS will permit commanders to obtain pertinent readiness data on personnel assigned/attached to their units.

The major subsystems of the Defense Readiness Reporting System include:

• The Enhanced Status of Resources and Training System (ESORTS), an automated, near real-time readiness reporting system that provides resource standards and current readiness status for operational forces and defense support organizations in terms of their ability to perform their mission essential tasks.
• The Planning and Assessment Tools Suite (PATS) provides the capability to assess plans using real unit data.

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, these records may be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD "Blanket Routine Uses" set forth at the beginning of the Office of the Secretary of Defense compilation of systems of records notices also apply to this system.

NOTE: This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Electronic storage media.

RETRIEVABILITY:

Individual's name and unit.

Safeguards:

Access is limited to authorized and appropriately cleared personnel as determined by the system manager. Electronic records are maintained in a controlled facility. Physical entry is restricted by use of locks, guards, and is accessible only to authorized or cleared personnel. Access is limited to person(s) responsible for servicing the record in performance of their official duties, which are properly screened and cleared for need-to-know. System users can view only truncated Social Security Number (SSN). Access to computerized data requires Common Access Card (CAC) and password, which are changed periodically.

RETENTION AND DISPOSAL:

Permanent. At the end of the fiscal year, a snapshot is taken and transferred to the National Archives and Records Administration (NARA).

System Manager(s) and Address:

Director, Defense Readiness Reporting System Implementation Office, Office of the Secretary of Defense, Office of the Under Secretary of Defense for Personnel and Readiness, 4000 Defense Pentagon, Washington, DC 20301-4000.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commander. For a complete list of mailing addresses, contact the system manager.

Individual should provide their full name and unit and sign the request.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commander. For a complete list of mailing addresses, contact the system manager.

Individual should provide their full name and unit and sign the request.

Contesting Record Procedures:

The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Information is obtained from DoD Staff, field installations and several DoD information systems to include the Enlisted Personnel Management Information System (EPMIS), Officer Personnel Management Information System (OPMIS), Marine Corps Total Force System (MCTFS), Medical Readiness Reporting System (MRRS), and the Military Personnel Records System.

Exemptions Claimed for the System:

None.