SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Computer/Electronic Accommodations Program,(August 11, 2011, 76 FR 49753).

SYSTEM LOCATION:

Computer/Electronic Accommodations Program, Skyline 5, Suite 302, 5111 Leesburg Pike, Falls Church, VA 22041-3891.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All Federal employees and members of the Armed Forces with disabilities that can be addressed with assistive technology solutions.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information includes employee name, grade level, occupational series, prior assistive technology solutions provided to the individual, work email, work address, work telephone number, Federal Agency, computer/electronic accommodations program request number, disability data, history of accommodations being sought and their disposition, and other documentation used in support of the request for an assistive technology solution. Product and vendor contact information includes orders, invoices, declination, and cancellation data for the product and identification of vendors, vendor products used, and product costs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 1582, Assistive technology, assistive technology devices, and assistive technology services; 29 U.S.C. 794d, Electronic and information technology; 42 U.S.C. Chapter 126, Equal Opportunity For Individuals With Disabilities; and DoD Instruction 6025.22, Assistive Technology (AT)for Wounded Service Members.

PURPOSE(S):

To administer the Computer/Electronic Accommodations Program, a centrally funded program that provides assistive (computer/electronic) technology solutions to individuals with hearing, visual, dexterity, cognitive, and/or communications impairments in the form of an accessible work environment. The system documents and tracks provided computer/electronic accommodations. 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 those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

To Federal Government agencies participating in the Computer/Electronic Accommodations Program for purposes of providing information as necessary to permit the agency to carry out its responsibilities under the program.

To commercial vendors for purposes of providing information to permit the vendor to identify and provide assistive technology solutions for individuals with disabilities.

The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Office of the Secretary of Defense (OSD) 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 file folders and electronic storage media.

RETRIEVABILITY:

Records are retrieved by employee name, Federal Agency, computer/electronic accommodations program request number, work address, work telephone number.

SAFEGUARDS:

Records are maintained in controlled areas accessible only to authorized DoD personnel. Access to personal information is further restricted by the use of Common Access Card and user ID/passwords. Paper records are maintained in a controlled facility where physical entry is restricted by the use of locks, guards, or administrative procedures. All records are maintained by the DoD.

RETENTION AND DISPOSAL:

Case files are destroyed three (3) years after employee separation from the agency or all appeals are concluded, whichever is later.

System Manager(s) and Address:

Senior Program Manager, Computer/Electronic Accommodations Program, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3891.

Notification Procedure:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to TRICARE Management Activity, Department of Defense, ATTN: TMA Privacy Officer, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.

Request should contain name, work address, work telephone number, and type of disability.

Record Access Procedures:

Individuals seeking access to records about themselves contained in this system should address written inquiries to TRICARE Management Activity, Attention: Freedom of Information Act Requester Service Center, 16401 East Centretech Parkway, Aurora, CO 80011-9066.

Request should contain full name, Federal Agency, computer/electronic accommodations request number, work address, work telephone number, the name and number of this system of records notice, and be signed.

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 provided by the individual and human resources databases maintained by DoD and the Federal Government agencies participating in the Computer/Electronic Accommodations Program.

Exemptions Claimed for the System:

None.