SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Emergency Personnel Locator Records (December 18, 2008, 72 FR 71664).

SYSTEM LOCATION:

Segments are maintained within the Office of the Secretary of Defense (OSD), The Joint Staff, and all other activities deriving administrative support from Washington Headquarters Services.

Washington Headquarters Services, Information Technology Management Directorate, Pentagon Room 1C1065A, Washington, DC 20301-1155.

Washington Headquarters Services, Information Technology Management Directorate, Crystal Gateway 3,Suite 1204, 1215 South Clark Street, Arlington, VA 22202-4387.

AT&T Internet Data Center (IDC), 480 Arsenal Street, Watertown, MA 02472-2805

Qwest, 350 East Cermak Road, Suite 700. Chicago, IL 60616-1568.

Business Transformation Agency, 1851 South Bell Street, Arlington, VA 22240-5291.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Civilian employees and military personnel and their dependents, consultants, contractors, with whom the Office of the Secretary of Defense, The Joint Staff, and all other activities deriving administrative support from Washington Headquarters Services (WHS) conduct official business. Inclusion is at the discretion of the maintaining office.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's Social Security Number and/or name, organizational address, home address or unit of assignment, work and home telephone numbers and related information. Emergency personnel rosters, contact listing files, organizational telephone directories, and listings of office personnel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulation; 10 U.S.C. Chapter 2, Secretary of Defense; Executive Order 12656, Assignment of Emergency Preparedness Responsibilities, November 18, 1988, as amended; Presidential Decision Directive 67, Enduring Constitutional Government and Continuity of Government Operations, October 21, 1998; Federal Preparedness Circular 65, Federal Executive Branch Continuity of Operations, June 15, 2004; Deputy Secretary of Defense Memorandum, Implementation of National Security Policy Direction of Enduring Constitutional Government and Continuity of Operations, February 17, 1999; DoD Directive 3020.26, Defense Continuity Program, September 8, 2004; DoD Directive 3020.36, Assignment of National Security Emergency Preparedness (NSEP) Responsibilities to DoD Components, November 2, 1988; and DoD Directive 5110.4, Washington Headquarters Services, October 19, 2001.

PURPOSE(S):

Records support agency requirements for emergency notification of personnel, establishment of locator listings, and all other official management functions where personnel and organizational point of contact information is required.

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

The 'Blanket Routine Uses' set forth at the beginning of OSD's 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:

Paper records are maintained in file folders and electronic storage media.

RETRIEVABILITY:

Files are retrieved by Social Security Number (SSN) and/or name of employee or individual.

Safeguards:

Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places which are locked when office is not occupied. Electronic records are on computer terminals in supervised areas using a system with software access control safeguards. Only persons on a need-to-know basis and trained in the handling of information protected by the Privacy Act have access to the system. Access to personal information is further restricted by lock and key in secure containers, and in a computer system with intrusion safeguards.

RETENTION AND DISPOSAL:

Records are retained until information is no longer current and then destroyed. Obsolete paper information is destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Obsolete computer records are erased or overwritten.

System Manager(s) and Address:

Office of the Secretary of Defense Privacy Act Officer, OSD Records Management and Privacy Act Branch, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

Chief, Administrative Services, Business Transformation Agency, 1851 South Bell Street, Arlington, VA 22240-5291

Program Manager, Washington Headquarters Services, Information Technology Management Directorate, Crystal Gateway #1, Suite 940, 1235 South Clark Street, Arlington, VA 22202-3283

Program Manager, Washington Headquarters Services, Information Technology Management Directorate, Crystal Gateway #3, Suite 1204, 1215 South Clark Street, Arlington, VA 22202-4387

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Administration & Program Support Directorate (APSD), Attn: COOP Program Manager, Crystal Gateway #1, Suite 940, 1235 South Clark Street, Arlington, VA 22202-3283.

For Business Transformation Agencys records: Chief, Administrative Services, Business Transformation Agency, 1851 South Bell Street, Arlington, VA 22240-5291.

Requests should contain individuals name, Social Security Number (SSN), office name where they were assigned or affiliated, and address and telephone number applicable to the period during which the records were maintained. Social Security Number (SSN) is use for positive identification.

Record Access Procedures:

Individuals seeking access to records about themselves should address written inquiries to the Administration & Program Support Directorate (APSD), Attn: COOP Program Manager, Crystal Gateway #1, Suite 940, 1235 South Clark Street, Arlington, VA 22202-3283.

For Business Transformation Agencys records: Chief, Administrative Services, Business Transformation Agency, 1851 South Bell Street, Arlington, VA 22240-5291.

Requests should contain individuals name, Social Security Number (SSN), office name where they were assigned or affiliated, and address and telephone number applicable to the period during which the records were maintained. Social Security Number (SSN) is use for positive identification.

Contesting Record Procedures:

The OSD 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 the subject individual and official personnel office documents.

Exemptions Claimed for the System:

None.