Privacy Act of 1974; System of Records
| Published date | 16 October 2019 |
| Citation | 84 FR 55291 |
| Record Number | 2019-22562 |
| Section | Notices |
| Court | Defense Department |
Federal Register, Volume 84 Issue 200 (Wednesday, October 16, 2019)
[Federal Register Volume 84, Number 200 (Wednesday, October 16, 2019)]
[Notices]
[Pages 55291-55293]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-22562]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2019-OS-0120]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense, DoD.
ACTION: Notice of a modified System of Records.
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SUMMARY: The Office of the Secretary of Defense (OSD) is modifying a
System of Records titled, ``Joint Advertising, Market Research &
Studies (JAMRS) Recruiting Database,'' DHRA 04. Records in the JAMRS
system are used to compile, process and distribute files of individuals
to the Services to assist them in their direct marketing recruiting
efforts. The system also provides JAMRS with the ability to measure
effectiveness of list purchases through ongoing analysis and to remove
the names of individuals who are currently members of, or are enlisting
in, the Armed Forces or who have asked that their names be removed from
future recruitment lists. The JAMRS Recruiting Database serves as a
foundation for the Services' outreach efforts.
DATES: This notice is effective upon publication; however, comments on
the Routine Uses will be accepted on or before November 15, 2019. The
Routine Uses are effective at the close of the comment period.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
* Federal Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
* Mail: Department of Defense, Office of the Chief Management
Officer, Directorate for Oversight and Compliance, 4800 Mark Center
Drive, Mailbox #24, Suite 08D09, Alexandria, VA 22350-1700.
Instructions: All submissions received must include the agency name
and docket number for this Federal Register document. The general
policy for comments and other submissions from members of the public is
to make these submissions available for public viewing on the internet
at http://www.regulations.gov as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Ms. Luz D. Ortiz, Chief, Records,
Privacy and Declassification Division (RPD2), 1155 Defense Pentagon,
Washington, DC 20311-1155, or by phone at (571) 372-0478.
SUPPLEMENTARY INFORMATION: The OSD is modifying a system of records
subject to the Privacy Act of 1974, 5 U.S.C. 552a. This system is used
by the Armed Forces to educate potential prospects on the benefits of
military service.
There are several unique advantages to centralizing the development
and maintenance of this database on behalf of the DoD and the
individual military services. This includes: Improved information
assurance and physical security measures to ensure the information is
safeguarded at the highest possible levels; reduced cost and avoidance
of duplicate purchases of information, and timely removal of
individuals from mailing lists who do not want to receive information
from the Military.
The DoD notices for Systems of Records subject to the Privacy Act
of 1974, as amended, have been published in the Federal Register and
are available from the address in FOR FURTHER INFORMATION CONTACT or at
the Defense Privacy, Civil Liberties, and Transparency Division website
at https://dpcld.defense.gov.
The proposed systems reports, as required by of the Privacy Act, as
amended, were submitted on August 20, 2019, to the House Committee on
Oversight and Reform, the Senate Committee on Homeland Security and
Governmental Affairs, and the Office of Management and Budget (OMB)
pursuant to Section 6 to OMB Circular No. A-108, ``Federal Agency
Responsibilities for Review, Reporting, and Publication under the
Privacy Act,'' revised December 23, 2016 (December 23, 2016, 81 FR
94424).
[[Page 55292]]
Dated: October 10, 2019.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Joint Advertising, Market Research & Studies (JAMRS) Recruiting
Database, DHRA 04.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Epsilon Data Management, LLC, 2425 Busse Road, Elk Grove Village,
IL 60007-5737.
SYSTEM MANAGER(S):
Program Manager, Office of People Analytics, Joint Advertising,
Market Research & Studies (JAMRS), Suite 06J25, 4800 Mark Center Drive,
Alexandria, VA 22350-4000; email: [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 503(a), Enlistments: recruiting campaigns; 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; and 14 U.S.C. 350 Coast Guard, as
amended.
PURPOSE(S) OF THE SYSTEM:
The JAMRS Recruiting Database compiles, processes, and distributes
files of individuals, ages 16 to 18 years, to the Services to assist
them in their direct marketing recruiting efforts. The system also
provides JAMRS with the ability to measure effectiveness of list
purchases through ongoing analysis and to remove the names of
individuals who are currently members of, or are enlisting in, the
Armed Forces or who have asked that their names be removed from future
recruitment lists.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals aged 16 to 18; college students; Selective Service
System registrants; individuals who have taken the Armed Services
Vocational Aptitude Battery (ASVAB) test; individuals who have
responded to various paid/non-paid advertising campaigns seeking
enlistment information; current military personnel who are on Active
Duty or in the Reserves and prior service individuals who still have
remaining Military Service Obligation; individuals who are in the
process of enlisting; and individuals who have asked to be removed from
any future recruitment lists.
Opt-Out information: Individuals, who are 15\1/2\ years old or
older, or parents or legal guardians acting on behalf of individuals
who are between the ages of 15\1/2\ and 18 years old, seeking to have
their name or the name of their child or ward, as well as other
identifying data, removed from this system of records (or removed in
the future when such information is obtained) should address written
Opt-Out requests to the Joint Advertising, Marketing Research & Studies
(JAMRS), ATTN: Opt-Out, Suite 06J25, 4800 Mark Center Drive,
Alexandria, VA 22350-4000. Such requests must contain the full name,
date of birth, and current address of the individual.
Opt-Out requests will be honored for ten years. However, because
Opt-Out screening is based, in part, on the current address of the
individual, any change in address will require the submission of a new
Opt-Out request with the new address.
CATEGORIES OF RECORDS IN THE SYSTEM:
All records: Full name, gender, address, city, state, zip code,
source code.
For individuals ages 16 to 18 years: Date of birth, telephone
number, high school name, graduation date, grade point average,
education level, military interest, college intent, ethnicity, ASVAB
test date, and ASVAB Armed Forces Qualifying Test Category score.
For college students: Telephone number, college name, college
location, college type, college competitive ranking, class year,
ethnicity, and field of study.
For Selective Service System: Date of birth and Selective Service
registration method. Individuals who have responded to various paid/
non-paid advertising campaigns seeking enlistment information: date of
birth, telephone number, Service Code, last grade completed, email
address, and contact immediately flag.
For military personnel: Date of birth, Electronic Data Interchange
Personal Identifier/Department of Defense (DoD) Identification Number,
ethnicity, education level, application date, military service, and
occupation information.
For individuals who have asked to be removed from future
recruitment list: Date of birth and reason code.
RECORD SOURCE CATEGORIES:
Individual; State Department of Motor Vehicle offices; commercial
information brokers/vendors; Selective Service System; Defense Manpower
Data Center; United States Military Entrance Processing Command for
individuals who have taken the ASVAB test; and the Military services
and Congressional offices for individuals who have asked to be removed
from any future recruitment lists.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND 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 contained
herein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To the Department of Homeland Security to support the
development of advertising and market research targeted at prospective
United States Coast Guard recruits.
b. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the Federal Government when
necessary to accomplish an agency function related to this system of
records.
c. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in conjunction with
other information, indicates a violation or potential violation of law,
whether criminal, civil, or regulatory in nature.
d. To any component of the Department of Justice for the purpose of
representing the DoD, or its components, officers, employees, or
members in pending or potential litigation to which the record is
pertinent.
e. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the DoD or other
Agency representing the DoD determines that the records are relevant
and necessary to the proceeding; or in an appropriate proceeding before
an administrative or adjudicative body when the adjudicator determines
the records to be relevant to the proceeding.
f. To the National Archives and Records Administration for the
purpose of records management inspections conducted under the authority
of 44 U.S.C. 2904 and 2906.
g. To a Member of Congress or staff acting upon the Member's behalf
when the Member or staff requests the information on behalf of, and at
the request of, the individual who is the subject of the record.
h. To appropriate agencies, entities, and persons when (1) the DoD
suspects or has confirmed that there has been a
[[Page 55293]]
breach of the system of records; (2) the DoD has determined that as a
result of the suspected or confirmed breach there is a risk of harm to
individuals, the DoD (including its information systems, programs, and
operations), the Federal Government, or national security; and (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with the DoD's efforts to respond to
the suspected or confirmed breach or to prevent, minimize, or remedy
such harm.
i. To another Federal agency or Federal entity, when the DoD
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by individual's full name, address, and date
of birth.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Destroy three years from the date the information pertaining to the
individual is first distributed to the Services or, or from the date on
which the file has been inactive for one year, according to the mail
usage dates, as appropriate. Records of the name and address of
individuals who wish to be removed (Opt-Out) from future recruitment
lists are retained for ten years from the date the name is added.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to information in the database is highly restricted and
limited to those that require the records in the performance of their
official duties. The database utilizes a layered approach of
overlapping controls, monitoring and authentication to ensure overall
security of the data, network and system resources. Sophisticated
physical security, perimeter security (firewall, intrusion prevention),
access control, authentication, encryption, data transfer, and
monitoring solutions prevent unauthorized access from internal and
external sources. The following administrative controls are also
applied to restrict access to those who require the data in the
performance of their official duties: Periodic security audits; regular
monitoring of users' security practices; methods to ensure only
authorized personnel have access to personally identifiable
information; encryption of backups containing sensitive data; and
backups secured offsite.
RECORD ACCESS PROCEDURES:
Individuals seeking access to records about themselves contained in
this system should address inquiries to the Office of the Secretary of
Defense/Joint Staff, Freedom of Information Act Requester Service
Center, Office of Freedom of Information, 1155 Defense Pentagon,
Washington, DC 20301-1155.
Signed, written requests should contain the full name, date of
birth, and current address of the individual as well as the name and
number of this system of records notice.
In addition, the requester must provide either a notarized
statement or an unsworn declaration made in accordance with 28 U.S.C.
1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
CONTESTING RECORD PROCEDURES:
The DoD rules for accessing records, contesting contents, and for
appealing initial agency determinations are contained in 32 CFR part
310, or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system should address inquiries to the
Joint Advertising, Market Research & Studies (JAMRS), Direct Marketing
Program Officer, Suite 06J25, 4800 Mark Center Drive, Alexandria, VA
22350-4000.
Signed, written requests should contain the full name, date of
birth, and current address of the individual as well as the name and
number of this system of records notice.
In addition, the requester must provide either a notarized
statement or an unsworn declaration made in accordance with 28 U.S.C.
1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
December 22, 2011, 76 FR 79663.
[FR Doc. 2019-22562 Filed 10-15-19; 8:45 am]
BILLING CODE 5001-06-P
