DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE

SYSTEM OF RECORDS NOTICES (SORNs)

DoD-Wide Notices

DPR 39 DoD

SYSTEM NAME:

DoD Personnel Accountability and Assessment System (March 24, 2010, 75 FR 14141)

SYSTEM LOCATION:

Decentralized locations include the DoD Components staff and field operating agencies, major commands, installations, and activities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

DoD-affiliated personnel to include: military Service members (active duty, Guard/Reserve and the Coast Guard personnel when operating as a Military Service with the Navy), civilian employees (including non-appropriated fund employees), family members of the above and contractors working at DoD facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:

Subject individuals full name, Social Security Number (SSN), DoD affiliation, date of birth, duty station address and telephone numbers, home and email addresses, and telephone numbers (to include cell number). Emergency Data information may include spouses name and address; childrens names, dates of birth, address and telephone number; parents names, addresses and telephone numbers; or emergency contacts name and address.

The Military Departments may request information to assess the needs of affiliated personnel. Such information may include a needs assessment survey to help determine any specific emergent needs; the date of the assessment; the type of event and category classification; and a Federal Emergency Management Agency (FEMA) number, if issued.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters; Air Force Instruction 10-218, Personnel Accountability in conjunction with Natural Disasters or National Emergencies; Army Regulation 500-3, U.S. Army Continuity of Operations Program Policy and Planning; and E.O. 9397(SSN), as amended.

PURPOSE(S):

To accomplish personnel accountability for DoD affiliated personnel in a natural or man-made disaster or when directed by the Secretary of Defense. This system will document the individuals check-in data.

The Military Departments may also collect information about Service members and their dependents for needs assessment as a result of the natural or man-made disaster.

The DoD Components may also use accountability data for accountability and assessment reporting exercises.

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 specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

To Federal, state, or local governments during actual emergencies, exercises or continuity of operations tests for the purpose of responding to emergency situations or to allow emergency service personnel to locate the individual(s).
To Federal Emergency Management Agency to facilitate recovery efforts when natural or manmade disasters occur.

The DoD Blanket Routine Uses also apply to this system of records.

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

STORAGE:

Paper records in file folders and on electronic storage media.

RETRIEVABILITY:

Individuals name, Social Security Number (SSN), or date of birth.

Safeguards:

DoD Components will ensure that paper and electronic records collected and used are maintained in controlled areas accessible only to authorized personnel. Physical security differs from site to site, but the automated records must be maintained in controlled areas accessible only by authorized personnel. Access to computerized data is restricted by use of common access cards (CACs) and passwords. 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:

Disposition pending. Until the National Archives and Records Administration has approved the retention and disposal of these records, treat them as permanent.

System Manager(s) and Address:

Senior Program Manager for Casualty and Mortuary Affairs, Office of the Under Secretary of Defense (Personnel & Readiness), Deputy Under Secretary of Defense for Military Community and Family Policy, 4000 Defense Pentagon, Washington DC 20301-4000.

The Privacy Act responsibilities concerning access, amendment, and disclosure of the records within this system notice have been delegated to the employing DoD components.

Notification Procedure:

Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to their employing DoD Component.

The request should include the individuals full name, Social Security Number (SSN), home address, and be signed.

Record Access Procedures:

Individuals seeking access to records about themselves contained in this system of records should address written inquiries to their employing DoD Component.