SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

DoD Employer Support of Guard and Reserve Volunteer Rosters (January 29, 2010, 75 FR 4789)

SYSTEM LOCATION:

Defense Information Systems Agency, Computing Directorate, 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilian volunteers and ombudsmen serving on field committees supporting the Employer Support of the Guard and Reserve program.

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name; mailing address for home and work; telephone numbers for home, work, and mobile devices; email addresses for home and work; role and field committee.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

38 U.S.C. 43, Uniformed Service Employment and Reemployment Rights Act; and DoD Directive 1250.01, National Committee for Employer Support of the Guard and Reserve (NCESGR).

PURPOSE(S):

To collect, validate status, and maintain an official roster of individuals who are civilian volunteers and ombudsmen with the DoD Employer Support of the Guard and Reserve national, state and local committees and facilitate communication between volunteers, ombudsman and Employer Support of the Guard and Reserve Staff.

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 the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD Blanket Routine Uses published at the beginning of the Office of the Secretary of Defenses compilation of systems of records notices apply to this system.

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

STORAGE:

Electronic storage media.

RETRIEVABILITY:

Name, role and field committee.

Safeguards:

Servers are housed in a secure facility. Access to information is role-based and requires Common Access Card (CAC) and limited to those headquarters staff requiring access to service the record in performance of their official duties. State and local committee members must have an RSA token issued by the Employer Support of the Guard and Reserve with limited access. CAC or RSA token secure access is required for PII information display.

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:

Deputy Director Resources IT, 1555 Wilson Boulevard, Suite 319, Wilson Boulevard, Arlington, VA 22209-2405.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Deputy Director Resources IT, 1555 Wilson Boulevard, Suite 319, Wilson Boulevard, Arlington, VA 22209-2405.

Individuals should provide their full name and field committee.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center at Office of Freedom of Information 1155 Defense Pentagon, Washington DC 20301-1155.

Requests should include the individuals full name and field committee, the name and number of this system of records notice and be signed.

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 Office of the Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

From the individual.

Exemptions Claimed for the System:

None.