SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Office of the Secretary of Defense Identification Badge System (December 9, 2011, 76 FR 76958).

System location:

Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, Room 5E564, 1155 Defense Pentagon, Washington, DC 20301-1155.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All permanent military personnel assigned to the Office of the Secretary of Defense.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, Social Security Number (SSN), rank, service, date assigned and the Office of the Secretary of Defense component to which assigned.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 1125, Recognition for Accomplishment: Awards & Trophies; Recognition for accomplishments: Awards of trophies, DoD 1348.33-M, Manual of Military Decorations and Awards and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To be used by officials of the Military Personnel Division, Human Resources Directorate, Washington Headquarters Services to temporarily issue the badge at arrival and determine who is authorized permanent award after a one-year period and then prepare the certificate to recognize this event.

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' set forth at the beginning of Office Secretary of Defense’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 and/or electronic storage media.

Safeguards:

Accesses are authorized by system manager, granted by Information Technology Management Directorate to a secure computer application database and are Common Access Card enabled.  Users receive annual Privacy Act and information assurance training, and only those individuals with an official “need to know” are provided access.  Back-up data is stored in a locked room.

RETENTION AND DISPOSAL:

Records are retired to Washington National Records Center 3 years after cutoff.  Destroy when 15 years old.

Retrievability:

Information is retrieved by last name of recipient, Social Security Number (SSN), grade, and/or service.

System Manager(s) and Address:

Assistant Director, Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, Room 5E564, 1155 Defense Pentagon, Washington, DC 20301-1155.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.

Request must include the name and number of this system of records notice, along with the individual’s name, grade, service, Social Security Number (SSN) and be signed.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to Military Personnel Division, Human Resources Directorate, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155.

Request must include the name and number of this system of records notice, along with the individual’s name, grade, service, Social Security Number (SSN) 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 Secretary of Defense Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Individuals.

Exemptions Claimed for the System:

None.